Enquiries that go cold before anyone replies
Most businesses work hard to get an enquiry and then lose it in the follow-up. A web form arrives while everyone is busy, and it gets a reply the next afternoon. A quote goes out, and nobody checks in when the prospect goes quiet. A promising conversation on Instagram sits in a message inbox that only one person looks at.
The problem is rarely effort or skill. It is timing and consistency. People buying a service often contact more than one business, and the first helpful reply has a real advantage. After that, steady and polite follow-up keeps you in the conversation while they make up their mind.
Lead follow-up automation makes sure every enquiry gets a prompt, personal reply and a sensible series of next steps, without your team having to remember to do it. The conversations that need a human still go to a human, faster.
What we automate
Instant, personal replies
Enquiries from your website, email, Facebook or Instagram get a reply within moments. AI drafts it using what the person actually asked, in your tone of voice, with a clear next step such as a booking link or a few questions to help you quote.
Follow-up sequences that stop when someone replies
If a prospect does not respond, a short series of helpful follow-ups goes out over the following days. The moment they reply or book, the sequence stops and the conversation passes to your team.
Quotes and quote chasers
For standard work, a quote can be drafted from your price list and the details in the enquiry, ready for a quick check. Once it is sent, reminders are scheduled so that no quote is left hanging.
Calendar booking and reminders
Prospects can pick a time that suits them through Calendly or your own calendar. Confirmations and reminders go out automatically, which helps cut down on missed calls.
Nudges when a deal goes quiet
If an opportunity has not moved for a set number of days, the owner gets a reminder with the history and a suggested message to send.
Lead scoring and routing
Enquiries are tagged by service, size and location and sent to the right person. Urgent or high-value enquiries can be flagged by text or Teams message.
A daily pipeline summary
Each morning, a short email lists new enquiries, booked calls, quotes awaiting a decision and anything overdue.
Example workflow. This shows the kind of thing we build. It is not a client result.
Before: website enquiries land in a shared inbox. Someone replies when they get a moment, often the next day. Follow-ups depend on memory, and there is no single view of who has been contacted.
After: a web enquiry creates a record in HubSpot or your CRM. The customer immediately gets a reply that answers their question in your words and offers a booking link. If they have not booked after two days, a short follow-up goes out. If they book, both sides get reminders and the call appears in your calendar with the enquiry details attached. If they reply instead, the sequence stops and the right person is notified.
Built around the tools you already use
We usually connect your website forms, your email (Gmail or Outlook), your calendar and your CRM, whether that is HubSpot, Zoho or something simpler. The logic runs on platforms such as Make or n8n, so each step is visible and easy to change. If you do not have a CRM yet, we can set up a simple one as part of the work.
How it works
- Kickstart audit. We map where your enquiries come from, how quickly they get a reply today and where they tend to drop off.
- Pick the quick wins. Most businesses start with the instant reply and booking link, because it is simple and the benefit is easy to see.
- We build it and train your team. We write the messages with you, test them, and show your team how to see what has been sent and step in when needed.
- Monthly support and improvement. We review what is working, refine the wording and add the next stage, such as quote chasers or routing.
Which package fits
AI Kickstart (£495 one-off) gives you a clear plan for your enquiry process and the order to tackle it in.
AI Team Upskill (£795/month, 3-month minimum) includes one quick-win automation plan for you to implement a month, which suits a starter enquiry flow: instant reply first, then follow-ups, then booking reminders.
AI Partner (from £2,500/month, 3-month minimum) is the better fit for full sequences, quoting and routing that we build and maintain, with a reporting dashboard that shows your pipeline in one place.
Automation that still sounds like you
The aim is not to sound like a machine or to pester people. Every message is written with you and reviewed before it goes live, and we keep sequences short and genuinely useful. You decide which replies send on their own and which wait for a person to approve them. Customers get a faster, more consistent experience, and your team spends its time on the conversations most likely to turn into work.
What to have ready for the first call
You do not need a perfect process to get started. It helps to know roughly where enquiries come from, who replies to them today and what a good next step looks like for a new prospect, whether that is a call, a site visit or a quote. If you have a few past enquiries and the replies that worked well, bring those too. They are the best guide to the tone your automated messages should take, and they show us which questions customers ask most often.
If you are not sure how many enquiries slip through today, that is a good question to bring to a free consultation call.