Practical Example: A Coach Saved 15 Hours per Week on Lead Emails
A business coach was receiving dozens of email leads daily from landing pages, contact forms and WhatsApp exports — but follow-ups were slow and inconsistent.
We automated their inbox using Gmail and Outlook actions that:
- Detected new leads based on subject, tags or sender
- Sent a personalized first reply within 30 seconds
- Logged all lead data in Airtable
- Triggered reminders if a lead didn't reply within 48 hours
- Sent a final follow-up after 3 days with a scheduling link
All emails matched her personal tone of voice and included custom variables like first name, service of interest, and availability.
Within one week:
What You Can Automate
Auto-Replies
Instantly respond to incoming leads based on rules or sender data
Follow-Up Sequences
Automatically follow up after 1, 2 or 5 days if no reply
Lead Filtering
Categorize or tag leads based on content or contact form source
CRM Integration
Store email conversations and statuses in Airtable, Kommo or HubSpot
Escalation Alerts
Get notified if a VIP lead hasn't replied within a set time
Keep It Personal
All automated emails are written in your brand's style — formal, casual, warm or direct. You write it once, we replicate it.
Your leads won't notice it's automated — but they'll always get a timely reply.
Works Seamlessly With
Your Gmail or Outlook automation can connect directly with:
- Google Sheets, Airtable or any CRM
- WhatsApp, Instagram or contact forms as lead sources
- Calendly or Koalendar for booking links
- Stripe or PayPal links for payment follow-up
Fully managed, monitored and no-code.