Lead follow-up automation

Why do leads get lost?

A request comes in by phone, WhatsApp, email or your website, and ends up in different places. Reply too slowly and you lose the customer. Don't ask the right questions and you drive out for nothing or have to call back.

Someone who needs something often asks several businesses at the same time, and the one that replies first and clearly has the best chance. Yet in a small business requests slip through easily: a voicemail you only hear in the evening, a WhatsApp that disappears among private messages, a quote you send and then forget to chase. None of these is a big mistake, but together they cost you customers who already wanted to buy from you.

How does automatic lead follow-up work?

All channels come together in one overview. The assistant replies straight away, asks questions until the request is complete and estimates the urgency. Then the right step follows: an appointment, a quote with online approval, or a reminder if the customer hasn't replied yet.

The customer gets a reply straight away, outside working hours too. If they called and you didn't pick up, they receive a WhatsApp message. The assistant asks what needs doing, where, how urgent it is, and asks for a photo if that helps. The request then appears in your pipeline, in the column it belongs to, so one screen shows what's new, what's waiting for a quote, what's scheduled and what's done. Once you send a quote, the customer can approve it online; if they don't respond, a friendly reminder follows after a few days. And if a customer drops out, you can ask why it didn't go ahead, so you learn whether it was the price, the timing or something else.

What is lead qualification?

Lead qualification means deciding whether a request is a good fit: is the customer in your service area, is it a service you offer, and how urgent is it? The assistant asks those questions up front, so you spend your time on the requests most likely to turn into work.

The assistant does the groundwork; you decide. You set which questions it asks, whether it may mention a price and which requests always come straight to you. You can read back every conversation and take over yourself. In its first message the assistant says it is a digital assistant (AI), as the EU AI Act requires, and request data is stored on a server in the EU and only used to handle the request.

From lead to invoice

With the Office packages it carries on: the request becomes a work order, and the work order an invoice with a payment link. You see what each channel delivers.

Leads don't only come from new customers. Someone who had maintenance done last year may be due again; someone who never signed a quote may still have the problem. The dashboard shows these opportunities from your own customer base, so you can pick them up when it suits you.

Examples by industry

An installer gets a breakdown report while on another job; the assistant asks for the make, the error code and the address, and the request is ready by the time they're back in the van. A bike repair shop sees which repair requests have been given a price and which are still waiting for a time. A salon sees which questions about a treatment haven't yet become an appointment. An estate agent keeps requests for a valuation or a viewing together, with the follow-up attached. And in hospitality, group bookings and questions about a party end up in one place instead of in separate emails.

How it works

Frequently asked questions