Automated welcome emails for new inquiries

Purpose

1.1. Automatically send personalized welcome emails to prospective customers who inquire via website forms, product portals, or third-party listing platforms, ensuring instant engagement, professional communication, and improved lead conversion rates for air conditioning unit sales.
1.2. Capture contact details, track inquiry source, and deliver a tailored message with product information, store details, and next steps while seamlessly handing off to sales.

Trigger Conditions

2.1. New form submission detected on website, landing page, or online marketplace.
2.2. New contact record created in CRM with inquiry tag.
2.3. Email received at a dedicated "leads" inbox with specific subject or template.
2.4. Lead API endpoint receives a POST request containing customer details.

Platform Variants

3.1. HubSpot
• Function/Setting: Workflow automation > New contact triggers "send marketing email" action; configure via "Workflows" & "Marketing Email" modules.

3.2. Salesforce
• Function/Setting: Process Builder > Trigger on new Lead > "Send Email Alert" action; map lead fields to template.

3.3. Mailchimp
• Function/Setting: Customer Journeys > Entry point on form signup or API add; Welcome Email step setup in Journey.

3.4. ActiveCampaign
• Function/Setting: Automations > Trigger "Submits Form" or "Tag is added" > "Send Email" action with welcome template.

3.5. Zoho CRM
• Function/Setting: Workflow Rules > Trigger on lead creation > Send Email template with lead merge fields.

3.6. Microsoft Power Automate
• Function/Setting: Trigger on "New form response" (Forms, Dynamics, or SharePoint); Action: "Send an Email (V2)".

3.7. SendGrid
• Function/Setting: API endpoint "/mail/send" with recipient and template data in JSON payload; can use inbound parse for triggers.

3.8. Gmail API
• Function/Setting: "users.messages.send" endpoint, draft email with structured welcome content; trigger via script on new label or webhook.

3.9. Brevo (formerly Sendinblue)
• Function/Setting: Automation workflow entry "Contact added to list" > "Send Email" node with welcome template.

3.10. Klaviyo
• Function/Setting: Flow trigger "List Joined" or "Signup Form Submitted"; Welcome Series with dynamic blocks.

3.11. Pipedrive
• Function/Setting: Workflow Automation > Trigger: New person added > Action: "Send Email" with chosen template.

3.12. Intercom
• Function/Setting: Series automation > Entry: "Signup" or "Conversation started" > "Send email" step with mapped details.

3.13. Freshsales
• Function/Setting: Workflows > On new leads or contacts > "Send Email" action with merge fields from form input.

3.14. Marketo
• Function/Setting: Smart Campaigns > Trigger: Lead Created > Flow: Send Email with dynamic tokens.

3.15. Constant Contact
• Function/Setting: Automated Email Series > Trigger: Joins List or Submits Form; Welcome email setup.

3.16. Keap (Infusionsoft)
• Function/Setting: Campaign Builder > Webform submission or tag applied > Send Welcome Email sequence.

3.17. Drip
• Function/Setting: Workflow Trigger "New Subscriber" or "Form Submission" > Action: Send Email to subscriber.

3.18. GetResponse
• Function/Setting: Automation > Trigger: Subscribed to List/Form > Action: Send Welcome Email.

3.19. MailerLite
• Function/Setting: Automation Trigger "Form Submitted" or "Subscriber joins group" > Welcome email node.

3.20. Mandrill
• Function/Setting: "messages/send-template" API with variable merge data for welcome context; trigger from form backend.

3.21. Shopify (for embedded stores)
• Function/Setting: Shopify Flow > New customer segment or order triggers > Action: Send internal email or use app for external welcome.

Benefits

4.1. Ensures every inquiry receives immediate professional acknowledgment.
4.2. Standardizes branding and messaging for all prospects.
4.3. Reduces manual effort and possible delays by automating responses.
4.4. Enables instant lead nurturing and tracking for follow-up campaigns.
4.5. Facilitates efficient segmentation for personalized follow-ups.