Lead Response & CRM Automation

New enquiries get a researched, personalised reply in minutes — not whenever somebody next opens the shared inbox.

Discuss this See example work

Time to value: Live in 2–3 weeks.
Deployment: Hybrid — sensitive steps can stay on-prem
Category: AI & Intelligent Automation

A man holding his head at his desk, looking overwhelmed in front of his laptop

The manual version of this

Invictt AI layer

Capture

Enrich

Qualify and route

Respond

Follow up

A man celebrating with his arms raised at his desk in front of his laptop

Once it's AI-assisted

01/The problem

A lead fills in your form at seven on a Friday evening. The first human reply lands Monday at eleven. By then they have three quotes from competitors who answered in ten minutes. Speed of first response is one of the few things in sales you can fix with engineering rather than hiring.

02/How it works

The operating model

What enters, what the system does with it, and what reaches you.

Input

Capture

Every inbound path lands in one place — web forms, the shared inbox, WhatsApp, Google and Meta lead ads, and transcripts from missed calls.

System

Enrich

Before anything is drafted, the lead is looked up: company, size, sector, site, and any existing history in your CRM. A reply that knows who it is talking to does not read like a template.

Check

Qualify and route

Scored against rules you set, then routed to the right person or queue. Junk is filtered out rather than forwarded to a salesperson to filter manually.

System

Respond

A drafted first reply that references what they actually asked about. You decide whether it sends automatically or waits behind one-click approval — most teams start with approval and relax it once they trust it.

Integration

Follow up

Tapering follow-ups on a schedule, which stop the instant the lead replies or the deal changes stage. No one gets chased after they have already booked.

Read the detail behind each stage

Capture

Every inbound path lands in one place — web forms, the shared inbox, WhatsApp, Google and Meta lead ads, and transcripts from missed calls.

Enrich

Before anything is drafted, the lead is looked up: company, size, sector, site, and any existing history in your CRM. A reply that knows who it is talking to does not read like a template.

Qualify and route

Scored against rules you set, then routed to the right person or queue. Junk is filtered out rather than forwarded to a salesperson to filter manually.

Respond

Follow up

Tapering follow-ups on a schedule, which stop the instant the lead replies or the deal changes stage. No one gets chased after they have already booked.

03/What's included

What you actually receive

Concrete deliverables, not a statement of intent.

Unified intake across forms, inbox, ads and messaging channels

Enrichment and CRM deduplication before contact

Configurable qualification scoring and routing rules

Drafted first-response copy in your tone, with approval gating

Sequenced follow-up that self-cancels on reply

CRM write-back with full activity history

Response-time and conversion reporting by source

Built with

n8n
LLM APIs or local models
CRM connectors
Postgres

Tooling is chosen per engagement. This is what this kind of build typically uses, not a fixed stack we sell.

04/Example work

All work

What this looks like in practice

Reference implementations, including what went wrong.

Reference Implementation2025

Unifying lead intake and cutting first-response time for a solar installer

Enquiries arrived across five channels into three inboxes nobody fully owned. We unified intake, enriched every lead before contact, and cut first response from many hours to minutes.

Read it

05/Also in this category