Automated lost lead survey and win-back workflow

Purpose

1.1. Re-engage and recover HVAC duct cleaning leads who did not convert, using automated outreach and feedback collection.
1.2. Systematically identify the reasons for lost leads and offer tailored incentives to win them back.
1.3. Aggregate actionable insights for improved marketing and sales tactics.
1.4. Streamline manual follow-ups, ensuring all lost leads are addressed promptly.
1.5. Integrate collected survey data into the CRM for analytics and future targeting.

Trigger Conditions

2.1. Marking a lead status as "Lost," "Not Booked," or equivalent in CRM.
2.2. No booking or engagement after X days of initial quote or inquiry.
2.3. Manual trigger by sales rep for specific leads.
2.4. Auto-detection of unsubscribe or bounced communications.
2.5. Repeated failure to connect (e.g., unanswered calls, unopened emails).

Platform Variants

3.1. Twilio (Programmable Messaging API)
- Feature: Automated SMS send.
- Sample: Configure trigger on CRM status change; set SMS template for survey link.

3.2. SendGrid (Marketing Campaigns API)
- Feature: Send personalized email with survey.
- Sample: API integration with dynamic lead fields and survey URL.

3.3. SurveyMonkey (Webhooks/API)
- Feature: Generate individualized survey links.
- Sample: Use API call to create unique survey; webhook sends survey completion data back.

3.4. HubSpot (Workflows & Webhooks)
- Feature: Automated workflow to send survey emails.
- Sample: Workflow triggers on lost deal, auto-email with survey.

3.5. Salesforce (Process Builder/API)
- Feature: Process builder initiates external survey sequence.
- Sample: Trigger via field update; pass contact info to survey app.

3.6. Mailchimp (Transactional Email API)
- Feature: Send win-back email sequence to lost leads.
- Sample: API event sends email when contact tagged as lost.

3.7. Zoho CRM (Automation Rules/API)
- Feature: Rule-based actions for lead status; API to survey tool.
- Sample: On lead lost, webhook posts data to survey.

3.8. Typeform (Create Form/Response API)
- Feature: Link auto-generated for each contact.
- Sample: Use API to pre-fill customer details, return link for communication.

3.9. Pipedrive (Workflow Automation/API)
- Feature: Automated follow-up task and email in pipeline.
- Sample: Workflow triggers email and task on lost deal.

3.10. SharpSpring (Automation Tasks/API)
- Feature: Auto-send win-back offers.
- Sample: API triggers campaign and gathers response data.

3.11. ActiveCampaign (Automation Builder/Webhook)
- Feature: Multi-channel re-engagement workflow.
- Sample: Workflow sends SMS, email with survey when deal is lost.

3.12. Google Sheets (Apps Script/API)
- Feature: Log survey responses and status changes.
- Sample: API writes responses; triggers analytics.

3.13. Intercom (Outbound Messages API)
- Feature: Trigger chat or email survey for feedback.
- Sample: API posts message with survey link.

3.14. Slack (Incoming Webhooks)
- Feature: Notify sales team of survey completions/feedback.
- Sample: Automated webhook posts to channel.

3.15. Calendly (Webhook/API)
- Feature: Offer easy rescheduling to lost leads.
- Sample: Auto-send reschedule invite after survey.

3.16. Airtable (Automations/API)
- Feature: Aggregate and visualize survey data.
- Sample: API posts response data to dedicated base.

3.17. Zendesk (Automations/API)
- Feature: Open follow-up ticket for negative feedback.
- Sample: Automatically create ticket from survey answer.

3.18. Gmail (App Scripts/API)
- Feature: Personal email outreach with survey or incentive.
- Sample: Triggered draft/send from lead lost event.

3.19. WhatsApp Business API
- Feature: Send quick message with one-click feedback link.
- Sample: When contact opts in, push message scripted for recovery.

3.20. Facebook Messenger (Send API)
- Feature: Direct outreach for feedback inside Messenger.
- Sample: API message sequence launches on status update.

3.21. Trello (Webhook/API)
- Feature: Task creation for manual follow-up of negative survey responses.
- Sample: Webhook creates Trello card for flagged leads.

3.22. ClickSend (SMS API)
- Feature: Bulk SMS survey or win-back promotion delivery.
- Sample: API schedules and personalizes message batch.

3.23. Monday.com (Automations/API)
- Feature: Project tracking for win-back campaigns.
- Sample: Automation updates item status based on feedback.

3.24. Constant Contact (Email API)
- Feature: Segment and retarget lost leads with surveys.
- Sample: Trigger campaign for "lost" tag.

Benefits

4.1. Immediate, personalized feedback from lost leads.
4.2. Increased recovery and conversion of previously lost opportunities.
4.3. Reduced manual workload in sales and aftercare.
4.4. Centralized data for operational and strategic improvement.
4.5. Enhanced customer perception through systematic follow-up.