Portfolio case

AI lead intake and response workflow.

A productized workflow for small service teams that need faster lead handling without committing to a full CRM implementation.

Google Sheets Google Forms AI prompt pack Reply templates
48h Starter delivery target after intake and payment confirmation.
5 Core artifacts: source map, CRM, templates, prompts, handoff notes.

Problem

Many small teams already receive leads but lose speed because inquiries sit across WhatsApp, forms, email, ads, and manual notes.

  • No single lead tracker.
  • No clear priority rules.
  • Repeated manual replies.
  • Owner has no daily view of what needs action.

Solution

A lightweight lead response operating system that can be delivered before a larger CRM project is justified.

  • Capture each inquiry into a clean row.
  • Classify intent, urgency, and missing information.
  • Prepare reply drafts for review.
  • Give the owner a short daily priority summary.

Implementation map

The workflow is intentionally small enough to start quickly, then expand into automation after validation.

Stage Artifact Business result
01 Lead source map Know where inquiries come from and who owns them.
02 Google Sheets CRM Replace scattered notes with one status view.
03 Qualification rules Separate urgent leads from vague inquiries.
04 Reply templates and prompts Draft faster while keeping human approval.
05 Handoff notes Run the workflow daily without rebuilding the process.

Typical first milestone

Build a starter workflow for one main lead source, one tracker, three reply templates, qualification prompts, and a daily summary format.

Best-fit clients

  • Real estate teams needing viewing and buyer/renter qualification.
  • Clinics and aesthetic businesses handling booking inquiries.
  • Agencies adding lead response as a post-website service.
  • Business setup consultants qualifying company formation leads.
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