Lead Management & Client CommunicationPurpose
1.2. Standardize initial communications; provide instant answers, reinforce brand professionalism, and capture essential lead details for streamlined sales processing.
1.3. Route inquiries, qualify leads, and trigger follow-up sequences, minimizing manual labor and missed opportunities in high-volume settings.
Trigger Conditions
2.2. Submission of web-based contact or quote form.
2.3. Inbound SMS with keywords indicating inquiry or quotation interest.
2.4. Social media direct message containing specified HVAC service terms.
2.5. Phone call missed with voicemail or transcription indicating inquiry intent.
Platform Variants
• Feature: Watch mailbox for new messages.
• Setting: Configure `watch` for the sales@ inbox; use `messages.list` and `messages.get` for body parsing.
3.2. Microsoft Graph (Outlook)
• Feature: Monitor mailbox for new email.
• Setting: Use `/mailFolders('Inbox')/messages/delta` to detect new relevant emails.
3.3. Twilio SMS
• Feature: Inbound webhook for SMS.
• Setting: Set Messaging webhook URL; parse inbound SMS for HVAC keywords.
3.4. Facebook Messenger Platform
• Feature: Webhook for new messages.
• Setting: Configure `/messages` webhook; filter by HVAC-related content.
3.5. Slack API
• Feature: Event subscription for new channel messages or direct messages.
• Setting: Enable `message.channels` or `message.im` in Event Subscriptions.
3.6. Zendesk Support
• Feature: Trigger on new ticket creation.
• Setting: Automation rules for subject/body containing "inquiry" or "quote".
3.7. HubSpot CRM
• Feature: Workflow triggered by new form submission.
• Setting: Use "Form submission" as workflow trigger; auto-send templated email.
3.8. Salesforce CRM
• Feature: Auto-response rule.
• Setting: Configure Case Auto-Response Rules for category "inquiry".
3.9. ActiveCampaign
• Feature: Automation trigger based on new contact or form completion.
• Setting: Configure automation to start on form submit or list addition.
3.10. SendGrid
• Feature: Inbound Parse Webhook.
• Setting: Set recipient parsing and auto-reply configuration.
3.11. Intercom
• Feature: Inbox automation for new conversations.
• Setting: Enable "Rules" for automated first response.
3.12. Mailgun
• Feature: Routes for new incoming mail to auto-reply.
• Setting: Create route with match expression; set action as 'reply'.
3.13. Zoho CRM
• Feature: Workflow rule on lead capture.
• Setting: New lead triggers auto-email workflow.
3.14. Pipedrive
• Feature: Workflow Automation on new Lead.
• Setting: On new lead entry, trigger send email action.
3.15. Outlook 365 Power Automate
• Feature: Automated flow for new email to shared inbox.
• Setting: Flow triggers on new email with subject/body filters.
3.16. Monday.com
• Feature: Automations for form response.
• Setting: Trigger "When new item is created" and send auto-reply email.
3.17. Typeform
• Feature: On form submission, trigger webhook.
• Setting: Webhook URL to auto-responder logic.
3.18. Google Forms + Apps Script
• Feature: Script runs on new response.
• Setting: Install Apps Script to auto-send email on form submit.
3.19. ClickSend SMS
• Feature: Inbound SMS webhook triggers auto SMS reply.
• Setting: Set webhook URL in ClickSend dashboard.
3.20. Freshdesk
• Feature: Automatic email responses for new tickets.
• Setting: Configure “New Ticket Auto Acknowledgement” email template.
Benefits
4.2. Reduces manual intervention, decreases response time, and scales communication volume with consistency.
4.3. Captures all inquiries, minimizing lost leads and increasing booking rates for HVAC installation services.
4.4. Supports multi-channel communication (email, SMS, chat, social) for full coverage.