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AI Lead & Workflow Automation

A business workflow system designed to collect leads, evaluate information, categorise opportunities and trigger automated workflows.

  • Lead capture
  • Lead scoring
  • Hot / Warm / Cold qualification
  • Dashboard
  • Workflow automation
  • API integrations

The problem

Leads arrive from different places — website forms, emails, messages — and often sit in an inbox or spreadsheet until someone has time to review them.

Without a consistent way to assess them, a promising enquiry can wait just as long as a poor fit.

Our solution

We built a workflow system that collects leads into one place, evaluates each one against defined criteria, classifies it as Hot, Warm or Cold and triggers the right next step automatically.

The team stays in control: the system prepares and routes the work, and people make the follow-up decisions.

How it works

  1. 01

    Capture

    Leads from forms and APIs flow into a single intake pipeline.

  2. 02

    Evaluate

    AI reviews each lead against the business's qualification criteria and records its reasoning.

  3. 03

    Categorise

    Each lead is classified as Hot, Warm or Cold.

  4. 04

    Act

    Notifications, CRM updates and follow-up tasks are triggered based on the category.

  5. 05

    Review

    A dashboard gives the team a clear view of the pipeline.

Architecture & workflow

  1. Lead sources
  2. Intake API
  3. AI qualification
  4. Hot / Warm / Cold
  5. Automated actions
  6. Dashboard

Features

  • Multi-source capture

    One pipeline for leads from different channels.

  • AI-assisted scoring

    Each lead is scored with a recorded reason.

  • Hot / Warm / Cold

    Clear categories that map to clear next steps.

  • Automated workflows

    Category-based notifications and follow-ups.

  • Dashboard

    A single view of incoming and qualified leads.

  • API integrations

    Connects with the tools a team already uses.

Technology stack

Intake
Web formsREST APIs & webhooks
AI
LLM-based qualification
Automation
Workflow automation engine
Interface
Web dashboard

Screenshots & demo

Screenshots and a demo walkthrough will be added here.

Want to see it sooner? Ask us for a live demo.

Challenges

  • Defining ‘qualified’

    Qualification criteria differ for every business. They have to be explicit and agreed before automation can apply them consistently.

  • Explainable scores

    A score on its own is hard to trust. Recording the reasoning behind each classification lets the team check and adjust it.

  • Messy inputs

    Real leads arrive incomplete or inconsistent, so intake has to normalise data before it is evaluated.

What we learned

  • Automation works best when it speeds up a human decision rather than hiding it.
  • Clear criteria matter more than clever models for qualification.
  • Connecting to the tools a team already uses matters more than adding a new interface.

Want something similar? Talk to us.

Tell us about the process you want to improve, and we'll help work out what makes sense.

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