Lead Intake Automation

Leads from a Google Form were processed by hand: copying data to spreadsheets, creating Trello tasks, notifying the team, adding reminders and creating contacts in Agile CRM. It was slow and error-prone, and tasks were missed. The goal was instant processing across all these systems with no manual steps.

How the workflow runs

• A new form response arriving in Google Sheets triggers the workflow immediately.
• The data is normalised first: clean field names and consistent dates, phone numbers and names for every integration.
• A Trello card is created in the chosen board and list with the client’s name, the request and the deadline, labelled by request type.
• The team receives a Telegram message with the lead’s details, and a Google Calendar event is created for the deadline or follow-up.
• The client is added to Agile CRM with all form details, tagged with the lead source and ready for later email campaigns.

Results

• Every lead is processed instantly, with no manual work.
• Response time to new inquiries dropped from hours to seconds.
• No missed tasks thanks to automatic calendar reminders; every lead is saved in the CRM.