A lead follow-up checklist your team can use today.

1. Capture the source and the actual request

Save the contact method, requested service, service area, inquiry time and how the person found you. Keep tracking labels on social and advertising links so direct traffic does not become your only explanation. An anonymous pageview is not a qualified lead.

2. Confirm who owns the response

Assign one team member and a backup. Agree on response coverage during and outside business hours. If you use an AI receptionist or missed-call text-back, test how the inquiry reaches a human and what happens when the integration fails.

3. Ask a few useful qualification questions

Confirm the service, location, approximate timing and decision process. Ask about budget when it is relevant to whether you can help. Treat a form score as a starting point for a conversation. It cannot verify buying intent or guarantee a sale.

4. Make the next step concrete

Offer an appropriate next action: a callback window, estimate visit, consultation or a short clarification. Check real availability before confirming. Record what you promised and avoid leaving a lead in a generic New stage after a conversation.

5. Follow up with context and permission

Keep a next-action date in the CRM. Reference the requested service and offer one clear reply action. Example: “Hi [name], following up on your request for [service]. Would [time A] or [time B] work for a quick call?” Adjust it to the conversation and the channel the person authorized. Honor opt-outs and stop when asked.

6. Separate your prospects from agency introductions

Record the origin and first-contact date. For performance introductions, agree on attribution, service-fee exclusions and payment evidence before releasing leads. A salesperson moving a deal to Won does not prove that payment cleared. See the lead-system arrangements and costs.

7. Review outcomes rather than pageviews alone

Track inquiries, qualified conversations, booked calls, attendance, proposals and collected revenue. Separate source, landing page and device where possible. If traffic rises without qualified inquiries, review the audience, offer and next step before buying more traffic.

Before you switch on automation

• Send a clearly labeled test inquiry.
• Confirm the right account receives it.
• Check that retries do not create duplicate sends or charges.
• Check consent, opt-out and human escalation.
• Confirm provider billing and spending limits.
• Make the reply or booking action usable on a phone.

The checklist is free to read and uses no AI credits. Connected sending, AI work and implementation have separate payment and setup requirements.

Build the system around your business.

Tell us your services, area, monthly inquiry volume, existing tools and where follow-up breaks down. We will scope the setup, integrations and ongoing costs before launch.