Lead management automation — every enquiry reaches the right person
Enquiries arrive through the website form, by email, from Facebook and by phone. Some reach the CRM, some stay in somebody’s inbox, and response time depends on who happens to look. Lead management automation brings every channel into one process: each enquiry gets an owner, the client gets a confirmation, and there is always a defined next step.
Implementation starts at PLN 6,900 and takes 10 working days from when we receive access.
- a working enquiry-handling process across every channel
- lead assignment rules, agreed together with you
- automatic confirmations for clients
- notifications for the team with full context
Four signals. Just one is enough.
You don’t know how many enquiries you got last month
If answering means searching an inbox, nobody is counting — and what isn’t counted isn’t controlled.
Response time depends on the day of the week
An enquiry on Tuesday morning gets a reply within the hour. One after three o’clock on Friday gets one on Monday. In the meantime the client has written to three other companies.
Every channel works differently
The form goes to an inbox, Facebook messages are read by whoever runs social media, calls are answered by whoever is free. There is no single place where you can see the whole picture.
Sometimes two people reply to the same client
Or, more often, nobody does — because each was sure the other would handle it.
Step by step, concretely
- An enquiry arrives through any channelThe website form, an email to the company inbox, a message from Facebook or LinkedIn. They all land in one place.
- The system identifies the type of enquiryBased on the content of the enquiry, the service chosen in the form or the source — it works even when the client picked nothing from a list and described the matter in their own words. A request for a quote goes somewhere different from a complaint.
- The lead gets an ownerBy rules you set: by type of service, by region, by company size or in rotation between salespeople. No enquiry is left without a named person.
- The client gets a confirmation within a minuteAn automatic message saying the enquiry has arrived, who will handle it and when they will come back with an answer. More often than not, this message decides whether the client waits or writes to a competitor.
- The salesperson gets a notificationIn Slack, by email or as a task in the CRM — with full context, not just “you have a new lead”.
- The data lands in the CRMComplete, in the same fields as always, with nothing retyped by hand.
- No response triggers a reminderAfter an hour to the salesperson, after four to their manager. No enquiry is left without movement.
We work with the tools you already use
the website form, Google Forms, Typeform, the company inbox, Meta Lead Ads, LinkedIn, website chat.
HubSpot, Pipedrive, Livespace, Bitrix, monday, Notion, Airtable, arkusz Google.
Slack, Microsoft Teams, email, SMS.
Google Calendar, Outlook, Asana, ClickUp, Todoist.
What is included in the implementation
Specific ranges for this process
| Scope | Price net of VAT | Timeline |
|---|---|---|
| One step — e.g. form → CRM → notification | PLN 3,600 | 5 working days |
| The whole lead handling process, up to 3 integrations | PLN 6,900 | 10 working days |
| The process joined with follow-up and reporting | from PLN 16,000 | 3–6 weeks |
The price is driven by the number of channels enquiries come from, the complexity of the assignment rules and the state of the data in the CRM.
If handling enquiries currently takes somebody 6 hours a week, that is 26 hours a month. At PLN 70 an hour, and after subtracting PLN 300 for tools, roughly PLN 1,520 a month is saved. An implementation costing PLN 6,900 pays back in just under five months.
On top of that comes an effect that is harder to count but usually larger: the enquiries that go missing today start getting through. With an average order value of a few thousand zloty, one recovered client a year is enough for the implementation to break even.
Honestly, so as not to waste your time
At that volume handling them by hand is cheaper than an implementation. Come back to it when traffic grows.
If enquiries reach the CRM and the sales team still doesn’t call back, automation will not fix it. All it will do is make visible who isn’t calling.
Automation runs on rules. If assigning a lead calls for human judgement every time, we will only automate collecting and notifying — which is a different scope and a lower price.
A short list, so the implementation starts without hold-ups
That last point matters most. Implementations that drag on almost always drag on because there is nobody to settle the small questions.
Frequently asked questions.
No. If you don’t have one, a tidy spreadsheet or a simple system is enough to start — we will advise on a choice that suits the size of your team. You can also start without a CRM and add one later.
We cannot automate the phone call, but we can add a step where the salesperson fills in a short form afterwards — and from that point the lead follows the same path as the others.
The first message is an acknowledgement that the enquiry has been received, not a salesperson’s reply in disguise. We write it to be useful and honest — the client knows when they will get a proper answer and from whom.
Yes. Leads from Meta Lead Ads and Google Ads are connected as another channel, keeping the information about which campaign they came from.
Rewiring the process to a new tool is usually a few hours of work. It fits within the monthly care package, or we quote separately if the change is larger.
From a dozen or so upwards it starts to pay. Above fifty it makes a clear difference. Below ten we will tell you it is not worth it yet.
Let’s find out how many enquiries you are losing
30 minutes, an online call, no obligation. We will go through your current enquiry handling process and point to the places where leads fall through.
Book a free consultation →