IntakeFlow: Lead Intake Automation

The Client's Problem

New leads were arriving faster than anyone could handle them by hand.

Requests came in through a website form; everything after was manual. Details copied into a tracker, replies typed by hand, follow-ups remembered or forgotten. High-value leads looked the same as tyre-kickers, and "just exploring" prospects quietly went cold.

My Approach

Four automated stages, one system

Every submission runs the same journey, and two background automations keep working after the lead is filed.

Capture

A discovery-call form on the client's website hands each submission straight to the automation.

Fluent Forms

→

Score & Organise

Make.com applies the client's qualification rules and files a tagged, prioritised lead in Notion.

Make.com · Notion

→

Confirm & Book

The prospect gets an instant branded confirmation, and each Calendly booking triggers its own.

Email · Calendly

→

Follow Up & Nurture

Quiet proposals get a 5-day nudge, every lead is backed up, and explorers enter a gentle drip.

Reminders · Nurture

Figure 1 · The end-to-end flow of a single submission, plus the two background automations: an instant booking confirmation and a daily proposal reminder.

The Build

Six automations, three live scenarios

First consolidated to fit Make.com's free plan; after the client upgraded, reworked into three efficient scenarios, two of them fully event-driven with zero idle runs.

Triggered by a form submission

Lead Intake & Confirmation

A webhook receives the form; an entry filter blocks other site forms.
Qualification rules set priority, status, and tags on a new Notion record.
Branded confirmation to the prospect, alert to the team, PDF backup to Drive.
"Just exploring" prospects join the nurture sequence.

Triggered by a Calendly booking

Booking Confirmation

A Google Apps Script catches each new booking the moment it lands.
Posts it to a Make webhook: no polling, no idle runs.
Calendly lookup, then a branded email with date, time, and join link.
A duplicate check guarantees exactly one email per booking.

Runs on a schedule

5-Day Proposal Reminder

Checks the Notion lead database once a day.
Finds leads still without a proposal after five days.
Skips leads marked not a fit or in nurture.
Emails the team a reminder with the record link.

See It In Action

The actual automations, built and running

The three live Make.com scenarios behind the diagram, as actually built.

The main scenario: intake, tagging, backup, confirmation & nurture

Make.com · form-triggered

The main Make.com scenario canvas: webhook to Notion to router branches

One submission, every job done: the tagged Notion record, the Drive PDF backup, the right confirmation email, and the nurture branch.

Booking confirmation: a branded email for every new call

Make.com · instant webhook

The instant Calendly booking confirmation Make.com scenario: custom webhook, invitee lookup, branded email

Free Calendly has no native webhooks, so a Google Apps Script posts each new booking to this Make webhook the moment it lands: invitee lookup, branded confirmation, exactly once per booking.

5-day reminder: nudging leads that have gone quiet

Make.com · scheduled

The 5-day proposal reminder Make.com scenario canvas

Once a day it finds leads with no proposal after five days and emails the team, so warm leads never slip.

Customer data and the live lead database are kept private; what's shown is the real build.

The Tools

Under the hood

✓End-to-end lifecycle automation: capture to nurture, no manual handling

✓Multi-tool integration: WordPress form, Make.com, Notion, Calendly, email, and Drive in one flow

✓Rules-based lead scoring: raw answers become a clear priority, status, and tag set

✓Cost-conscious architecture: free tiers first, event-driven rework after the client upgraded

✓Event-driven processing: instant webhooks with duplicate protection, one daily scheduled check

✓Security and handover: credentials stay in-platform, plain-language docs the client owns

AI Transparency

In the system: no AI runs in this automation. Every step is deterministic: rules-based scoring, template emails, and API calls, so the client gets the same predictable result on every lead.

In the build: I used Claude (Anthropic) as an assistant for drafting code and copy. The architecture, decisions, testing, and client work are mine, and I review everything the AI touches before it ships.

Fluent Forms (WordPress) Make.com Notion Calendly Google Apps Script Branded email (SMTP) Hostinger Reach Google Drive Webhooks & API integration

The Outcome

From manual and leaky to automatic and airtight

● Before · manual intake

Every lead copied into a tracker by hand
No quick way to tell a big project from a tyre-kicker
Prospects waited, or got a generic auto-reply
Follow-ups slipped, and "just exploring" leads went cold
No backup if a record was lost or deleted

● After · IntakeFlow running

Every lead captured and filed the second it arrives
Auto-scored and tagged by value, urgency & project type
Instant branded confirmation from the company's own domain
5-day reminders and a nurture sequence keep every lead warm
A PDF of every submission archived automatically

The team walks into every call knowing the prospect's budget, timeline, and scope. Nothing slips through.

IntakeFlow · Every discovery-call lead captured, scored, and followed up, automatically