Automated Lead Capture & Follow-Up System
Built a fully automated lead pipeline that responds to every new inquiry within 2 minutes, replacing a slow, manual spreadsheet process.
The Problem
The client was tracking leads in spreadsheets and relying on manual follow-up. Response times averaged 2–4 hours, resulting in lost opportunities to faster-responding competitors. There was no visibility into pipeline stages or lead status.
The Solution
Designed and deployed a GoHighLevel CRM pipeline with Zapier-triggered automations. Every new lead from web forms and ads is automatically entered, tagged, assigned to a stage, and sent a personalized SMS and email sequence, all within 2 minutes of submission.
How I approached it
Audit & Discovery
Reviewed the existing spreadsheet workflow, identified manual touchpoints, and mapped the full lead lifecycle from inquiry to close.
CRM Pipeline Design
Built a structured GoHighLevel pipeline with defined stages: New Lead → Contacted → Qualified → Proposal Sent → Won/Lost. Each stage has automated tasks and notifications.
Zapier Automation Build
Connected web form submissions to GoHighLevel via Zapier. Built multi-step Zaps for SMS triggers, email sequences, task creation, and sales rep notifications.
Testing & Refinement
Ran 20+ test submissions to verify trigger accuracy, message personalization, and timing. Refined follow-up copy based on client feedback.
Tools & Platforms
Results
- 100% of leads receive an automated response within 2 minutes
- Eliminated manual spreadsheet tracking entirely
- Full pipeline visibility with stage-based dashboards
- Reduced time spent on follow-up by approximately 3 hours per day
Key Metrics
What I learned
The biggest improvement came from standardizing the lead stages before any automation was built. Getting the pipeline logic right first made the automation far more reliable and maintainable.
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