Workflow for expiring leads and follow-up sequences

Purpose

1.1. Automate the identification and tagging of expiring leads in a CRM for appliance repair services.
1.2. Initiate multi-step, timed follow-up communications (SMS, email, call, or other) to re-engage or reassign cold leads.
1.3. Track lead status, escalate to managers if aged beyond specified limits, and update records or initiate archival based on business rules.
1.4. Sync lead disposition and follow-up outcomes with analytics/reporting tools for optimization and compliance.

Trigger Conditions

2.1. Lead reaches or exceeds specified "stale" status (e.g., no update in 7 days).
2.2. Missed appointments or follow-up tasks marked incomplete in the scheduling tool.
2.3. Inactivity or non-response to previous follow-up messages.
2.4. Direct API/webhook notification from external lead sources or form systems signaling no engagement.

Platform Variants

3.1. Salesforce
• Function: Workflow Rule to trigger Process Builder/Flow for leads in ‘Stale’ status.
• API: /services/data/vXX.0/sobjects/Lead/{leadId} PATCH for status updates.
3.2. HubSpot
• Feature: Workflow automation; trigger timed follow-up email sequence.
• API: /crm/v3/objects/contacts/{contactId}/associations.
3.3. Zoho CRM
• Function: Scheduled Functions with Deluge script to flag expiring leads.
• API: /crm/v2/Leads/{lead_id}.
3.4. Pipedrive
• Feature: Activity-based automations for non-engaged leads.
• API: /v1/leads/{id}.
3.5. Mailchimp
• Feature: Customer Journeys with time delays for re-engagement.
• API: /3.0/automations/{workflow_id}/emails.
3.6. ActiveCampaign
• Feature: Automation builder with condition "has not opened in X days".
• API: /api/3/contacts.
3.7. Twilio
• Feature: SMS workflow for immediate or scheduled follow-up.
• API: /2010-04-01/Accounts/{AccountSid}/Messages.json.
3.8. SendGrid
• Feature: Automated email send with schedule and templates.
• API: /v3/mail/send.
3.9. Google Calendar
• Feature: Calendar event reminders to schedule callbacks.
• API: /calendar/v3/calendars/{calendarId}/events.
3.10. Microsoft Outlook
• Feature: Automated task triggers for follow-up tasks.
• API: /me/events.
3.11. Airtable
• Feature: Time-triggered automation based on “Last Contacted” field.
• API: /v0/{baseId}/{tableId}?filterByFormula.
3.12. ClickSend
• Feature: Automated SMS sequence to expiring leads.
• API: /v3/sms/send.
3.13. Slack
• Feature: Direct notification to sales/service channels on expiring leads.
• API: /chat.postMessage.
3.14. Monday.com
• Feature: Board automation to assign untouched leads.
• API: /v2 API mutation to update column values.
3.15. Asana
• Feature: Create follow-up tasks for leads requiring action.
• API: /tasks/ and /projects/ endpoints.
3.16. Google Sheets
• Feature: Script-based timers for row update when lead ages.
• API: Apps Script trigger or Sheets API /v4/spreadsheets.
3.17. Intercom
• Feature: Automated outbound message for expired lead engagement.
• API: /contacts/ and /messages/
3.18. Notion
• Feature: Database automation to update lead status and reminders.
• API: /v1/pages and scheduled update.
3.19. Outlook 365
• Feature: Calendar or email triggers for lead nurturing sequences.
• API: /v1.0/me/messages.
3.20. Google Forms
• Feature: Submit trigger to initiate entry in follow-up pipeline.
• API: Apps Script trigger on new form entries.
3.21. Trello
• Feature: Card automation for moving expiring leads to escalation lists.
• API: /1/cards/{id}/actions/comments.

Benefits

4.1. Reduces manual effort for lead monitoring and follow-up.
4.2. Increases successful re-engagement rates through timely, multi-channel approach.
4.3. Centralizes and standardizes lead status updates across platforms.
4.4. Ensures compliance and consistency in lead pipeline management.
4.5. Enhances reporting and data-driven decision-making regarding lead lifecycle.