How to automate lead capture and follow-up

An agent that catches every lead from your website, ads, messages and email, checks the details, scores fit against your rules, gives the lead to the right salesperson within minutes and follows up until the lead answers or says no. Below: real examples, the steps to set it up, how it connects to the tools you use, and the pitfalls.

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Public examples

Built by other companies and vendors, with figures exactly as their sources publish them. They are not our clients; follow each source for the full story.

bulkbase.ai · vendor case study; no client named, the "Tech Innovations" record is a sample prospect: An AI pipeline drafts an insight, finds an outreach angle, and writes a message plus two follow-ups for each of 200 prospect records with 11 fields.; Result: 200 prospects processed in under 10 minutes against 166.7 to 226.7 hours manually (vendor's own calculation, benchmark only).; Source: bulkbase.ai, year not stated

How it is set up

Build the target list from a defined ideal customer profile (industry, size, region, job title) in the CRM, and remove existing customers and suppressed contacts.
Enrich each company from approved sources: the company website, public registries, and licensed data providers; store the source URL for every field.
Score fit with explicit rules first (size, sector, tech stack), then ask the LLM for a short reason for the score; keep the reason in the record so the rep can check it.
Generate a tailored first message from the prospect's own public material; use only facts found in the enrichment step, and reject any message that includes a figure with no source.
Put the top-scoring batch in a review queue; a rep approves or edits the first messages before sending, and sending volume increases only after reply quality is checked.
Push accepted leads to the CRM with score, reason and sources; log bounces, unsubscribes and replies, and review the score-to-reply relationship monthly to retune the rules.

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We build this agent around your own process, connect it to your tools, and keep it working as things change. You approve what matters; every action is logged.

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Connecting your tools

HubSpot: CRM API to create contacts and companies, with associations to deals. Docs
Salesforce: REST API for Lead and Account objects, with duplicate checks before insert. Docs
Pipedrive: REST API for persons, organisations and activities. Docs
Google Sheets: Sheets API for review queues that sales managers edit before sync. Docs
Gmail: Gmail API for sending from a rep's mailbox with thread tracking. Docs
LinkedIn: no open prospecting API; use a licensed data provider or CSV export, and do not automate profile scraping. Docs: https://learn.microsoft.com/en-us/linkedin/ (Marketing and Sales APIs require partner approval)

Questions people search for

Automated lead generation

Combine a defined target list, enrichment from licensed sources, and a scoring rule, then push qualified records to the CRM automatically. Start with the CRM's API (HubSpot at developers.hubspot.com is a common choice) and keep the scoring rules visible so reps can check them.

Lead follow up system

Set a rule that assigns a new lead to a rep within minutes, sends an acknowledgement, and creates a follow-up task at fixed intervals until the lead replies or is closed. Track time to first contact, since that is the number most teams fail to measure.

Lead distribution

Assign leads by territory, product, or round-robin with a workload cap, and reassign any lead not touched within a set time. Most CRMs do this natively (Salesforce configures them as assignment rules in Setup); add custom code only when the rules are unusual.

Lead capture

Capture leads from website forms, landing pages, and messaging channels into one place, with the source recorded on each record. Validate the email and phone number at capture, and attach consent and the form version to the record for later audit.

AI agent for real estate lead generation

An agent answers enquiries from listing portals and the website, qualifies budget and timing, and books a viewing with an agent's calendar. Keep scoring to budget, timing and property type; fair-housing rules prohibit using protected characteristics. See the real estate file for the method and its limits.

Pitfalls

Enrichment errors: wrong company or contact matches send messages to the wrong person. Match on domain and verify email before any send.
Scraping risk: sites and networks often forbid automated profile scraping in their terms. Use licensed data sources and written terms you can show.
Vendor benchmarks compare manual work with an unspecified baseline, and the bulkbase figure is a vendor calculation with no named client; measure your own time per lead before and after.
Regional rules: unsolicited B2B email is restricted in the EU and UK; keep a legal basis and an opt-out in every message.

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