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Project Overview: Automated Lead Assignment Workflow

Client: Thomas James

Tools Used: Google Forms, Zapier, Trello

Objective: Streamline lead intake and assignment to improve response time, accountability, and conversion rates.

Project Description

Thomas needed a smarter way to manage incoming lead inquiries without relying on manual sorting or delayed follow-ups. We designed and implemented a fully automated workflow using Zapier that connects Google Forms submissions directly to Trello task boards, with intelligent routing logic based on lead criteria.

Workflow Breakdown:

  1. Lead Capture via Google Forms
    • A custom form collects inquiries from potential clients.
  2. Deadline Calculation (Code by Zapier)
    • A script automatically calculates a follow-up deadline exactly three business days from submission.
  3. Conditional Routing (Paths in Zapier)
    • Leads are evaluated and routed to either Sales Team A or Sales Team B based on predefined criteria (e.g., region, service interest, urgency).
  4. Task Creation in Trello
    • A Trello card is generated for the assigned team, including lead details and the calculated deadline.
  5. Scalable & Trackable System
    • Every lead is accounted for, deadlines are visible, and team performance can be monitored in real time.

This automation reduced manual workload, improved lead response time, and created a transparent system for managing sales tasks.

THOMAS JOHN

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2 months ago

★ ★ ★ ★ ★

Before working with FORTIVIS, our lead management process was slowing everything down. We were missing out on potential clients simply because follow-ups weren’t fast or organized enough.

FORTIVIS built a smart automation system that now handles what used to take hours in seconds. Every new inquiry is instantly assigned to the right rep with automatic follow-up reminders, and our CRM stays perfectly synced across the board.

The impact? Our response time dropped by over 50%, and conversions increased noticeably. What they created isn’t just automation, it’s a system that runs, optimizes, and accelerates our entire sales process.