Capture
List every place a lead can arrive: Meta forms, website forms, WhatsApp, Messenger and manual referrals.
Lead follow-up
automation checklist.
Use this practical review before choosing a CRM, connecting Meta leads or building an n8n workflow. It helps a team make capture, ownership, follow-up and failure handling visible before software decisions begin.
Designed for Meta, website, WhatsApp and manually referred leads.
Start with the operating process
Automation should clarify the handoff—not hide it.
A CRM cannot repair an unclear process by itself. Before connecting tools, document where enquiries arrive, which information is required, who owns the next action and how the team notices a failed handoff.
The checklist below is intentionally tool-neutral. You can use it with a spreadsheet, an existing CRM or a custom automation stack, then decide which parts genuinely need software.
Structure
Confirm the name, contact details, source, interest and consent fields your follow-up team actually needs.
Ownership
Define who owns each new lead, how quickly they should respond and what happens when they are unavailable.
Follow-up
Write the next actions and reminders instead of relying on someone remembering to check a spreadsheet.
Exceptions
Decide what should happen when data is missing, duplicated or fails to reach the destination.
Visibility
Choose a simple way to see new, active, waiting and closed leads without opening every tool.
A quick readiness test
What a healthy follow-up system should answer.
If these questions cannot be answered without opening several tools or asking around, that gap belongs in the workflow design.
Can you trace every lead?
A healthy system records where an enquiry started, when it arrived and which destination received it. If the trail disappears between a form and a spreadsheet, the process is not ready to automate.
Is ownership unambiguous?
Every new lead needs one visible owner and a defined fallback. Shared inboxes can work, but only when the team can tell who is responding and what happens when that person is unavailable.
Do failures have a path?
Plan for missing phone numbers, duplicate submissions, invalid data and unavailable services. A useful workflow flags exceptions for review instead of silently dropping them.
Finished the review?
Bring me the messy parts.
I can map the current handoffs, identify avoidable gaps and design a practical automation path around the way your team actually works.