AI Lead Follow-Up & Booking Agent
RESPOND FASTER. BOOK MORE MEETINGS.
Hubflow sets up and manages an AI employee that responds to new enquiries, qualifies prospects, follows up across approved channels, updates your CRM, and books appointments for your sales team.
FROM ENQUIRY TO BOOKED MEETING
Your Lead Follow-Up Process, Handled Automatically.
The AI employee responds to new enquiries, qualifies prospects, manages approved follow-ups, updates your CRM and books meetings before handing qualified opportunities to your sales team.
New enquiry received
The AI employee receives a new enquiry from your website, email, WhatsApp or another approved source.
Prospect gets an immediate reply
An approved initial response is sent automatically, so the prospect does not have to wait for manual action from your team.
Fit and requirements are checked
The AI employee asks your approved questions to understand the prospect's needs, budget, timing and suitability.
Unresponsive leads are followed up
If the prospect does not reply, approved follow-up messages are sent according to the schedule and rules you define.
Lead data stays organized
Contact details, qualification answers, conversation history and lead status are recorded inside your connected CRM.
A suitable meeting is booked
Qualified prospects are offered available calendar times and the selected meeting is confirmed automatically.
Your sales team takes over
The qualified lead is transferred to your team with the full conversation context, lead details and booked-meeting information.
INTERACTIVE DEMO
From First Enquiry to a Meeting That’s Ready.
Follow a sample enquiry through a connected lead workflow—from the first response and qualification to a scheduled follow-up, meeting booking and a clear sales handoff.
Every Conversation Starts With Context.
Hi, we’re looking for a better way to manage incoming leads. Could you explain how your service would work for our business?
A Helpful Response. A Clear Next Step.
Hi Alex, I’m the AI assistant. I can help you explore the service and arrange a conversation with the team. Where does your current lead process need the most improvement?
We receive enquiries through our website, but our team often takes too long to follow up.
Understand the Need Before the Meeting.
To give the team some context, approximately how many enquiries do you receive each week, and how do you currently manage them?
Around 40 a week. We use a CRM, but most of our follow-up is still manual.
And when would you like to have an improved process in place?
Ideally, next month.
Qualification questions, suitability criteria and routing rules are tailored to your business.
Keep the Conversation Moving—Respectfully.
Thanks, Alex. A discovery meeting would give the team a chance to understand your workflow and discuss the options. Would you like to see available times?
No reply received · Sample follow-up after one business day
Hi Alex, would you still like to explore improving your lead follow-up? I can share meeting times, or close the enquiry if your plans have changed.
Yes, please send me the available times.
Follow-ups follow your approved schedule and stop when a lead books, opts out or reaches the agreed limit.
Turn Interest Into a Clear Next Step.
Please select an example time for your discovery meeting.
In your connected workflow, meeting availability follows your approved calendar, team availability and booking rules.
Give Your Team the Context to Continue.
SAMPLE SALES TEAM NOTIFICATION
Alex Taylor has booked a discovery meeting to discuss improving lead follow-up. The enquiry, qualification answers and selected meeting time are ready to review.
From the original enquiry to the meeting brief, the conversation stays connected—so your team can pick up with the context already in place.
A website enquiry enters the workflow and a sample lead record is created.
This interactive preview illustrates one possible workflow. Use Next, Back and Replay at any time, or choose Play for optional automatic progression. Booking always waits for you to select a sample time. Channels, integrations, qualification criteria and follow-up schedules are agreed during setup. All details are fictional; no messages are sent or meetings created. A booked meeting does not guarantee a sale.
HUMAN CONTROL BUILT IN
Automation With Clear Boundaries.
The AI employee handles approved, repetitive lead-management tasks. Your team stays responsible for complex decisions, sensitive conversations and final sales outcomes.
The AI Employee
Handles clearly defined tasks according to your approved workflow.
- Responds to new enquiries
- Asks qualification questions
- Sends scheduled follow-ups
- Updates your connected CRM
- Books available meeting times
Your Team
Defines the rules and takes over whenever human judgement is required.
- Approves messaging & rules
- Controls available calendar slots
- Handles unusual or sensitive requests
- Manages pricing and negotiations
- Makes final sales decisions
Hubflow
Builds, connects and manages the system around your business process.
- Configures the approved workflow
- Connects selected business tools
- Tests responses and handoff rules
- Monitors system performance
- Maintains and improves the setup
ESCALATION PROCESS
When judgement is needed, a human takes over.
Approval requirements and escalation rules are configured around your business. The AI employee only performs tasks included in the agreed workflow.
CONNECTED TO YOUR EXISTING TOOLS
Works Across the Channels Your Leads Already Use.
We assess where your enquiries arrive, how your CRM stores lead information and how your team books meetings. Based on that process, we recommend a suitable AI setup and supported connections for responses, qualification, follow-ups and meeting handoffs.
Website & Forms
Captures enquiries submitted through your website, landing pages and approved lead forms.
Responds to new enquiries and manages approved follow-up conversations through your business email.
Handles approved lead conversations and scheduled follow-ups through your connected WhatsApp channel.
CRM
Records contact details, qualification answers, conversation history and the current lead status.
Calendar
Shows available meeting times and books appointments for qualified prospects without manual scheduling.
Custom Integrations
Connects other approved lead sources and business tools through APIs, webhooks or automation platforms.
Available channels and booking features depend on your software, account plans, permissions and API access. We confirm compatibility and scope before setup. Additional integrations and paid third-party tools are quoted separately.
WHO IT'S FOR
Built for Businesses That Depend on Fast Lead Follow-Up.
The AI Lead Follow-Up & Booking Employee is designed for businesses that receive enquiries, qualify prospects and book sales conversations before a person takes over.
CLIENT SERVICES
Agencies & Consultancies
For teams that generate enquiries through websites, referrals or campaigns and need a consistent route to booked discovery calls.
APPOINTMENT-LED
Clinics & Practices
For appointment-based teams that need faster responses, approved pre-booking questions and reliable calendar coordination.
LOCAL & PROFESSIONAL
Service Businesses
For businesses that receive quote requests or service enquiries and lose opportunities when manual responses arrive too late.
SALES PIPELINES
B2B Sales Teams
For teams managing inbound prospects across multiple channels that need structured qualification, CRM updates and booked meetings.
A STRONG FIT WHEN
Your team is already receiving leads—but follow-up is manual.
- Leads arrive through one or more approved channels
- Your team asks repeatable qualification questions
- Follow-up delays cause opportunities to go cold
- You use, or plan to use, a CRM and shared calendar
Every deployment is assessed against your workflow, enquiry volume, software and approval requirements before implementation.
DESIGNED TO IMPROVE THE PROCESS
Less Manual Chasing. More Consistent Lead Handling.
The goal is not to replace your sales team. It is to remove repetitive lead administration and help your team reach qualified conversations sooner.
Faster First Responses
New enquiries receive a prompt, approved response instead of waiting for someone to become available.
Consistent Qualification
Every prospect is asked the same essential questions based on the rules your team approves.
Reliable Follow-Up
Scheduled follow-ups continue until the prospect responds, opts out or reaches the approved stopping point.
Cleaner CRM Records
Key contact details, answers, conversations and lead stages stay organised in your connected system.
Fewer Booking Gaps
Qualified prospects can view approved availability and book without unnecessary back-and-forth.
Better Sales Handoffs
Your team receives the context it needs before speaking with a qualified prospect.
Results depend on lead quality, offer strength, response rules, sales process and market conditions. Hubflow does not guarantee a specific number of leads, meetings or sales.
BUILT, LAUNCHED AND MANAGED BY HUBFLOW
We Configure the System Around Your Real Sales Process.
This is a managed implementation, not a generic chatbot. Hubflow maps your workflow, builds the AI employee, tests it with your team and supports it after launch.
STAGE 01
Discover
We map your lead sources, qualification criteria, follow-up rules, calendar process, CRM stages and escalation requirements.
STAGE 02
Build
We configure the conversations, automations, integrations, data handling and internal notifications required for your workflow.
STAGE 03
Approve
Your team reviews the messaging and tests realistic lead scenarios before anything goes live.
STAGE 04
Manage
After launch, Hubflow monitors the workflow, resolves technical issues and makes agreed improvements as your process develops.
You Provide
- Your current lead-handling process
- Approved messaging and brand guidance
- Qualification criteria
- Calendar and CRM access
- Escalation contacts and business rules
Hubflow Handles
- Workflow design and system configuration
- Approved integrations
- Testing and launch support
- Monitoring and technical maintenance
- Agreed workflow improvements
YOUR MANAGED AI EMPLOYEE
More Than an Automation Setup.
Your implementation combines workflow design, AI configuration, business-tool integrations and ongoing technical management.
Included in the Initial Setup
- Lead-process discovery session
- Qualification and routing logic
- Approved conversation flows
- Follow-up sequence configuration
- Calendar booking workflow
- CRM field and stage mapping
- Human escalation rules
- End-to-end testing
- Team review and launch support
Included in Ongoing Management
- Workflow monitoring
- Technical maintenance
- Connection and error checks
- Agreed prompt and rule updates
- Monthly performance review
- Reasonable workflow improvements within the selected plan
Cost Clarification: Third-party software, messaging, model usage, CRM subscriptions and API charges are separate unless specifically included in your proposal.
START WITH A CONTROLLED PILOT
Validate the Workflow Before a Full Rollout.
We recommend beginning with one lead source, one qualification path and one booking workflow. The Pilot Phase card below defines the exact £499 pilot inclusions; wider channels, CRM integration and additional responsibilities belong to separately agreed deployment scope.
14-Day Managed Pilot — From £499
- One approved lead source
- One core qualification workflow
- One follow-up sequence
- One calendar connection
- Basic lead handoff via email notification
- Pilot monitoring and final review
Pilot Note: The pilot price assumes a straightforward workflow and standard integrations. CRM integration is not included in the pilot unless explicitly stated in your proposal. Complex data migration, custom software development and paid third-party tools are quoted separately.
Pilot Timing: The 14-day pilot begins once the required access, messaging and workflow have been approved and the system goes live.
After the Pilot: We review pilot activity with you and agree the next step. You can proceed to a wider deployment, discuss ongoing management or finish after the pilot. Any further scope and pricing are agreed before continuing.
Full Deployment — Custom Quote
- Multiple approved channels
- Advanced qualification and routing
- CRM integration
- Multiple calendars or teams
- Custom notifications and reporting
- Team testing and launch support
Deployment Scope: Your proposal confirms the included channels, integrations, routing rules, testing and launch support. Ongoing management is listed separately unless explicitly included.
Ongoing Management — Custom Monthly Quote
- Monitoring and technical maintenance
- Agreed workflow changes
- Integration checks
- Performance review
- Continued support
Management Scope: Your monthly proposal defines the supported workflows, conversation volume, monitoring, maintenance and included changes. New channels, integrations or major workflow changes are quoted separately.
Pricing & Scope: All prices are in GBP. The Pilot Phase card defines the focused pilot scope. Full deployment, ongoing management and third-party software or usage fees are scoped and quoted separately before additional work begins.
What You Need to Know Before Launching.
+ Is this a chatbot?
It can include conversational AI, but the service is broader than a website chatbot. It connects lead capture, qualification, follow-up, CRM updates, booking and human handoff into one managed workflow.
+ Will it replace our sales team?
No. It handles approved, repeatable lead-administration tasks so your sales team can focus on qualified conversations, judgement and closing.
+ Which channels can it use?
Depending on your workflow and software, it can connect with website forms, email, WhatsApp, CRM platforms, calendars and other approved tools.
+ Can it qualify leads using our own criteria?
Yes. Your team defines the questions, required information, qualification rules and conditions for human handoff.
+ Can a team member take over a conversation?
Yes. Human takeover and escalation points are defined during setup. Sensitive or unusual conversations should be passed to your team.
+ Will it update our CRM?
If your CRM supports the required connection, the workflow can record contact data, qualification answers, conversation notes and lead status.
+ Can it book meetings for different team members?
Yes, where the selected calendar and routing setup support it. Availability, territories, services and assignment rules can be configured during implementation.
+ How long does setup take?
Timing depends on the number of channels, integrations and approval steps. A focused pilot can usually be prepared faster than a multi-channel deployment. Your proposal will include an estimated timeline.
+ Who manages the system after launch?
Under an agreed ongoing management plan, Hubflow monitors the technical workflow, maintains supported integrations and applies included updates. Your team remains responsible for sales decisions, approved business information and conversations requiring human judgement.
+ What happens after the 14-day pilot?
At the end of the pilot, we review the conversations handled, qualification answers, booking activity and any issues with your team. We then discuss whether to continue with ongoing management, expand the workflow or finish after the pilot. Any further scope and pricing are agreed before work continues.
+ Does the 14-day pilot include setup time?
The pilot’s live operating period begins after setup, testing and your approval are complete. Preparation time depends on access to your tools, workflow complexity and how quickly the required information and approvals are provided.
+ When do automated follow-ups stop?
Follow-ups stop when a lead books, opts out or reaches the agreed follow-up limit. Other replies can pause the sequence or route the conversation to your team according to the approved workflow.
+ Are software and usage costs included?
Not automatically. CRM subscriptions, messaging fees, AI-model usage, automation platforms and other third-party costs are listed separately in your proposal unless explicitly included.
+ Do you guarantee more meetings or sales?
No. The system is designed to improve response speed and consistency, but results also depend on lead quality, demand, offer strength and your wider sales process.
START YOUR WORKFLOW REVIEW
Let’s Review Your Lead Follow-Up Process.
Tell us how your business currently handles new enquiries. We’ll review your workflow and recommend the most suitable way to pilot or deploy your AI Lead Follow-Up & Booking Agent.