The Problem
The agency was manually checking form submissions, copying leads into their CRM, and sending follow-up emails by hand. This took 2–4 hours daily and leads were falling through the cracks during busy periods.
The Solution
We built an automated pipeline using n8n that:
- Captured leads from Facebook Ads and the website contact form
- Enriched contact data via Clearbit and LinkedIn lookup
- Pushed contacts into HubSpot with proper tagging and lifecycle stage
- Triggered a 5-step email sequence based on lead source
- Sent instant WhatsApp notifications to the sales team
- Auto-scheduled a Calendly follow-up nudge at 24h and 72h if no booking
The Results
Within 30 days of going live, the agency saw a 3× increase in booked discovery calls with zero additional manual effort from the team. The owner estimated saving 25+ hours per month on lead management alone.