New leads wait in a shared inbox before anyone responds.
Fixed-scope service
Lead Follow Up Automation
Make sure every new lead gets a response, an owner, and a next step. This builds automated follow-up for new leads, missed calls, quotes, and stale opportunities, with a person approving anything that goes out to a customer.
Does this sound familiar?
This is a fit if you recognize any of these.
Missed calls have no reliable callback or message path.
Quotes get one touch and then go stale.
Owners and managers cannot see overdue follow-up.
Automations break without anyone noticing.
The team is copying information between tools by hand.
Leads from Facebook or Meta ads never make it to the right inbox.
What you get
A clear package, not a mystery build.
- Trigger definition
- Routing rules
- Follow-up sequence
- Human approval points
- Owner notifications
- Exception handling
- Testing
- Documentation
What this doesn't include
Keeping the scope honest
- Message content and send rules require client approval.
- Carrier, email, CRM, and automation platform fees are not included.
- A build does not include a full CRM migration unless separately scoped.
- The automation does not replace a human owner for qualified conversations.
Working process
We map it before we touch anything.
Each step has an owner, an input, an output, and a way to check it worked.
Define
Choose the lead state, trigger, owner, timing, and stopping conditions.
Map
Document the happy path, approval point, exception path, and manual fallback.
Build
Configure the workflow in the existing CRM and automation tools.
Validate
Test duplicates, missing fields, owner failures, stop rules, and handoff behavior.
Control Exception Output
Fixed-scope levels
Choose the smallest level that covers your problem.
Final scope is confirmed in writing before work begins.
Starter
One trigger and one follow-up path
- Single trigger definition
- Basic routing or notification
- One short follow-up sequence
- Test notes
Standard
A complete lead or quote follow-up workflow
- Routing and ownership rules
- Multi-step follow-up sequence
- Human approval point
- Exception handling and documentation
Advanced
Several sources, branches, or connected systems
- Multi-source workflow design
- Qualification and routing branches
- Alerts, stop rules, and fallback logic
- Full test matrix and handoff guide
Supported systems
Built around the tools already doing the work.
HubSpotZapierMaken8nGoHighLevelGoogle Workspace
Questions
What to expect, explained clearly.
Will messages go out without review?
Not by default. The workflow defines where templates are pre-approved, where a human must approve, and where the system should only create a task or alert.
Can this work with the tools we already use?
Usually. The first design choice is to work inside the current CRM, inbox, calendar, forms, and automation platform before adding another tool.
How do you test failure states?
The test plan covers duplicate submissions, missing contact data, unassigned owners, stop conditions, tool errors, and the manual fallback when the automated path cannot continue.
Next step
Bring the problem. Leave with a clear scope.
Tell Justin what is breaking. You will get a fixed scope and a straight recommendation, whether or not you hire JITAI to implement it.