Peakwa builds lead management systems that capture enquiries from every source — website forms, phone calls, Google Business Profile, social media, and referrals — acknowledge them within 60 seconds, route them to the right person, and run automated follow-up sequences until the lead converts or is disqualified. No lead goes unanswered. No enquiry waits until tomorrow.
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Automated Lead Management
A lead that arrives and waits four hours for a response is not a lead anymore — it is a customer your competitor is already talking to. Research consistently shows that the probability of converting a lead drops by over 10x between the first minute and the first hour. After 24 hours, most leads have made contact with someone else and moved on.
Most small businesses lose leads not because they do not care, but because they are busy. The form submission comes in at 3 PM during a job. The missed call happens at 8 PM. The GBP message arrives on Saturday. Without automation, those leads wait — and waiting is losing. Peakwa's lead management system eliminates waiting entirely by responding automatically, immediately, every time.
Every entry point into your business is connected, ensuring a rapid response loop.
| Lead Source | How Peakwa Captures It | What Happens Automatically |
|---|---|---|
| Website Form | Form submission triggers automatic CRM entry with all submitted fields captured and tagged by source. | Instant SMS acknowledgement to the lead. Email follow-up within 5 minutes. CRM task created for the assigned team member to call. |
| Phone Call | Call logged in CRM with caller ID, duration, and recording. If answered, notes captured. If missed, triggers missed call automation. | Answered: post-call follow-up email or SMS. Missed: instant text back with booking link. Follow-up email within 30 minutes. |
| Google Business Profile | GBP messages, calls, and booking requests captured via integration and entered into CRM with source tag. | Auto-reply to GBP message. CRM record created. Follow-up task assigned. Lead enters the standard follow-up sequence. |
| Social Media | Facebook and Instagram direct messages and lead form submissions captured and routed to CRM. | Auto-reply confirming receipt. Lead entered into follow-up sequence. Notification sent to the assigned team member. |
| Referral / Manual Entry | Manually entered leads or referrals added to CRM with source tag and referrer noted. | Welcome message sent to the lead. Follow-up sequence triggered. Referrer thanked automatically if configured. |
| Walk-In / In-Person | Front-desk or field staff add the lead via mobile CRM entry with contact details and service interest. | Post-visit follow-up email or SMS. Lead enters the standard nurture sequence if not immediately converted. |
A structured follow-up sequence built to maximize contact and conversion rates.
| Timeframe | What Fires | Channel | Purpose |
|---|---|---|---|
| 0–60 seconds | Automated acknowledgement confirming receipt and setting expectations. | SMS | Instant contact. Tells the lead a real person will follow up shortly. |
| 5 minutes | Detailed follow-up introducing the business, answering common questions, and offering a booking link. | Substance while the lead is still engaged. Gives them something to read. | |
| 30 minutes | CRM task fires for the assigned team member to make a live call. | Internal task | Human follow-up while the lead is warm. |
| 24 hours | Check-in if no response to the first messages. Brief, personal, adds one piece of value. | SMS or Email | Second touch. Catches leads who saw but did not act on the first. |
| Day 3 | Follow-up with a different angle — a relevant case study, a seasonal offer, or a service detail the first messages did not cover. | Maintains contact without repeating the same message. | |
| Day 7 | Final follow-up. Direct, short, and clear — asking whether they are still interested or would prefer to be contacted later. | SMS | Respectful close. Disqualifies or re-engages. |
Every enquiry from every source is captured in the CRM and acknowledged within 60 seconds. Nothing sits in an inbox unseen. Nothing waits until Monday.
Faster response means more leads convert. You do not need more leads — you need to stop losing the ones you already have to slow follow-up.
Automated multi-step sequences handle every follow-up touchpoint across email and SMS. Your team handles live conversations. The system handles the persistence.
Small businesses receiving a steady volume of leads that are not being contacted quickly enough — form submissions sit for hours, missed calls get forgotten, and social media messages wait days for a reply.
Business owners who know leads are slipping through the cracks but cannot add staff to handle the response — they need automation, not another hire.
Businesses already investing in marketing, SEO, and advertising and want to make sure the leads those investments generate are actually captured and followed up on.
How we compare to basic software apps or generic marketing agencies.
We build multi-channel triggers that respond instantly via SMS and email, engaging the lead before they move to a competitor.
We connect web forms, phone, Google, and social platforms to one CRM, eliminating the need to check multiple apps.
We write and design logical follow-up workflows over 7+ days to systematically nurture and guide leads toward scheduling.
We track call logs, text times, and conversion rates so you know exactly which lead sources are performing and why.
Within 60 seconds of the enquiry arriving — whether it is a form submission, a missed call, a GBP message, or a social media enquiry. The response is pre-written and fires automatically so there is no dependency on staff availability.
Lead management owns the intake — capturing leads from every source, responding instantly, and running automated follow-up. Lead tracking owns the pipeline visibility after the lead is in the system — which stage each deal is at, which deals are stalling, and what needs attention. Both run in the same CRM.
Yes, if your CRM supports automation triggers. Peakwa can build the system in your existing CRM or set up a new one as part of the engagement. The goal is a working system, not a specific platform.
After the final automated touchpoint, the lead is tagged as unresponsive and moved to a low-priority nurture list. They are not deleted — they receive occasional value-based messages and can re-enter the active pipeline if they engage again later.
It supports them. Automation handles the immediate response and persistent follow-up. Your team handles the live conversations, qualification calls, and closing. The system makes sure leads are warm and engaged by the time your team reaches them.
The single most common way small businesses lose revenue is not through pricing, competition, or product quality — it is through response time. A lead submits a form, makes a call, or sends a message, and the business does not respond quickly enough. By the time someone gets back to the lead, they have already contacted one or two competitors, received a quote from one of them, and often made a decision. The sale was lost not because the business could not deliver — but because it was not fast enough to be in the conversation.
If leads are slipping through the cracks in your business, reach out for a free assessment of your current lead response times and a plan for what automated lead management would change.
