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Lead management automation

Lead management automation, described in plain words

Capture every lead, enrich it, route it to the right person and follow up on time, across the forms, CRM and inbox you already use. Describe how your leads should move; Whenever builds the workflow and runs it the same way for every lead.

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From a form fill to a followed-up lead

The same steps whichever form and CRM you use.

  1. CaptureEvery source, one place

    Forms, ads, chat and email land as one record, deduplicated by email.

  2. RouteThe right owner, every time

    Score or sort each lead by the rules you describe, and assign it without a spreadsheet.

  3. Follow upNobody waits

    Send the first reply, remind the owner, and post new deals where the team sees them.

One workflow from the first form fill to the first reply.

Lead workflows to start from

Real briefs for the same kind of job. Pick one and Whenever writes it against your accounts; the code is yours to change from there.

Bring every lead source into one CRM recordCollects new leads from Typeform and a Google Sheets tab and creates or updates a single HubSpot contact with its original source.Build this workflowFill in detail on new ActiveCampaign contactsLooks up each new ActiveCampaign contact in Apollo and writes job title, company size, industry, and country onto the record.Build this workflowTurn form answers into a readable sheet rowAdds every Typeform response to Google Sheets with a short plain-English summary of the free-text answers.Build this workflowCapture a form lead and start the follow-upEnriches each form lead, drafts the right follow-up email in Gmail, and opens a task for the rep who owns the contact.Build this workflowSend a weekly pipeline summary to the teamPulls open HubSpot deals every Monday, groups them by stage and owner with totals, and shares the write-up in Slack.Build this workflowWelcome new contacts from a spreadsheet listWatches a Google Sheets contact list and sends the welcome or follow-up email the status column asks for.Build this workflow
Browse all templates

Why describe it rather than wire it

The part of lead handling that usually breaks.

The rules you actually use

Territories, round robin, company size: say them in plain words instead of building branches.

Every lead, the same way

The routing is code, so the hundredth lead is handled exactly like the first.

Any tool in the chain

Any of 1,400+ integrations, and any CRM or form with a documented API.

Where it fits

Good fit

  • Leads arrive from several places and have to meet in one CRM.
  • Routing rules live in someone’s head or a spreadsheet today.
  • Follow-up depends on a person remembering to do it.

Your CRM alone may be enough when

  • Every lead already comes from the CRM’s own form.
  • Its built-in assignment rules cover what you need.
  • Nothing has to happen outside the CRM.

A few useful answers

What is lead management automation?

Moving each lead from the moment it arrives to the first follow-up without manual steps: capturing it, enriching it, assigning it and reminding the owner.

Which CRMs does it work with?

HubSpot, Salesforce, Pipedrive, Attio and the rest of the 1,400+ integrations, plus any CRM with a documented API.

Can it enrich leads before routing them?

Yes, if you name the enrichment source you use: the workflow looks the lead up there first, then routes it on what it found.

Choose your next step

Sources & further reading

Sources reviewed September 30, 2026.

Put your lead handling on rails

Describe how leads should move. Whenever builds it and runs it the same way every time.

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