IronBridge Automation
CRM Follow-Up Automation

Stop Losing Deals to Slow Follow-Up

What This Is

CRM follow-up automation captures leads from every source, routes them to the right person, and executes multi-touch follow-up sequences without manual tracking. For service businesses losing deals to slow response times, forgotten callbacks, and cold estimates, this system ensures every lead gets attention at the right time.

What We Implement

Workflows that run in the background so leads don't slip through.

Speed-to-lead workflows that acknowledge new inquiries within 60 seconds
Automated text and email sequences for new leads, estimates, and callbacks
Missed-call follow-up protocols integrated with your phone system
Estimate follow-up sequences triggered by pipeline stage or time elapsed
Pipeline stage automation that moves leads and triggers next actions
Routing rules based on service type, urgency, location, or lead source
Auto-tagging and lead scoring to prioritize high-value opportunities
Team notifications via text, email, or app when action is required
Appointment confirmation and reminder sequences with no-show follow-up
Reactivation campaigns for past customers and stalled estimates
Daily and weekly reporting on follow-up activity and response rates
CRM hygiene workflows that clean duplicate records and flag incomplete data

How It Works

From inquiry to close, tracked and automated.

01

Lead Captured

New inquiry comes in via phone, form, text, or email and lands in your CRM.

02

Routed & Tagged

System applies tags, scores urgency, assigns to the right team member, and logs the source.

03

Follow-Up Sequence Triggered

Immediate acknowledgment sent, then scheduled touches at intervals you define—same day, 3 days, 7 days.

04

Response Detected

When the lead replies or books, the sequence stops and your team is notified to take over.

05

Outcome Logged

Booked appointments, closed deals, and lost opportunities are recorded with timestamps and notes.

Common Scenarios

Where manual follow-up breaks down.

New lead submits a form at 9 PM and nobody follows up until the next afternoon

Estimate sent, customer says "let me think about it," then never hears from you again

Customer says "call me back next week" and it never happens because nobody logged it

No-shows and last-minute cancellations with no follow-up or rescheduling attempt

Past customers who bought from you 12-24 months ago and have never been contacted since

What You Get in Week One

  • CRM configured or integrated with your existing lead sources
  • Speed-to-lead acknowledgment messages written and tested
  • Follow-up sequences built for new leads, estimates, and callbacks
  • Routing rules and tagging logic tailored to your service types
  • Team notification system set up for urgent and high-value leads
  • Appointment reminder and no-show follow-up workflows configured
  • Testing period with live leads to validate timing and messaging

Frequently Asked Questions

Do I need to switch CRMs or buy new software?

No. We build automation on top of your existing CRM when supported or help you adopt a lightweight system. Common platforms include ServiceTitan, Jobber, HouseCall Pro, GoHighLevel, and most CRMs with open APIs.

What happens to leads that come in after hours or on weekends?

They receive acknowledgment via text or email, get logged in your CRM, and enter a follow-up sequence. You can configure escalation for urgent requests or queue others for next-business-day contact. The system timestamps arrivals for tracking.

Can this follow up on estimates that haven't closed?

Yes. We set up workflows that monitor your estimate pipeline and trigger follow-up messages at intervals you define. The system can send personalized texts or emails. You can pause or override any sequence if needed.

How does the system know which leads are urgent or high-value?

You define the rules based on keywords, service type, job value, or referral source. The system tags and routes accordingly. High-value leads can notify your team via text or app, while standard inquiries follow default sequences.

What if someone responds to an automated message?

The system logs their response, stops the sequence, and notifies your team. You take over with full conversation history visible in your CRM. If the lead goes silent, you can manually re-engage or let the sequence resume.

Can this handle appointment reminders and no-show follow-up?

Yes. The system sends automated appointment confirmations and reminders at intervals you set. If someone no-shows, it can send a follow-up text to reschedule and log the event. You configure messaging based on your needs.

How do I know the automation is working and not annoying customers?

You receive weekly reports showing follow-up activity, opt-outs, and conversion metrics. We start with conservative timing and test messaging before scaling. During initial weeks, we monitor and adjust frequency based on customer responses. The system respects opt-outs and follows approved sequences.

Ready to Fix Your Follow-Up?

We'll audit your current lead flow and show you exactly where deals are falling through.

Book a 15-Minute Audit

No prep required. You'll leave with a clear action plan.