Automated lead capture from website forms and emails

Purpose

1. Automate the capture of new leads from website contact forms and emails into a centralized CRM for immediate follow-up and routing.

2. Automating eliminates manual data entry, ensures no leads are missed, and enables automated confirmation emails and notifications to sales teams.

3. Automator orchestrates instant data capture, enrichment, lead categorization, and supports automated assignment of leads based on location, project type, or urgency for heating contractors in HVAC.

4. Automation supports multi-channel capture—including form submissions, direct emails, and referrals—streamlining lead qualification and customer communication efforts.

Trigger Conditions

1. Website form submitted on corporate HVAC inquiry/quote/consultation pages.

2. Incoming email received at lead-gen or sales mailbox containing contact details.

3. Referral input from affiliated contractor partner portal.

4. Direct API signal from third-party lead services with HVAC-related prospect data.

5. Calendar invite received with customer contact embedded in notes.

Platform Variants

1. Gravity Forms (WordPress)

• Feature/Setting: Webhook add-on—configure webhook to POST data to automation endpoint on new form submit.
  

2. HubSpot Forms

• Feature/Setting: Form submission webhook—set endpoint to trigger automated lead capture and enrichment workflow.
  

3. JotForm

• Feature/Setting: Enable ‘Zapier’ or webhook integration to connect submission events to CRM automation.
  

4. Typeform

• Feature/Setting: Webhooks/outgoing webhook—set receiver to listen for completions and automate further actions.
  

5. Google Forms

• Feature/Setting: "On form submit" trigger—automate by connecting Google Forms script to CRM API.
  

6. Microsoft Forms

• Feature/Setting: Automated Flow in Power Automate—trigger on new responses, automate transfer to database or CRM.
  

7. Salesforce Web-to-Lead

• Feature/Setting: Web-to-Lead form—auto-create leads in Salesforce on submission, extend with Process Builder.
  

8. Zoho CRM

• Feature/Setting: Forms API—trigger on submission to automate lead addition and routing rules.
  

9. Mailparser

• Feature/Setting: Automated parsing rules—monitor sales@ inbox, extract lead data, and push to CRM via webhook.
  

10. Outlook 365

• Feature/Setting: Automated mailbox rule with Flow—moves/reports new emails matching lead criteria for automation.
  

11. Gmail

• Feature/Setting: Filter plus Apps Script—triggers on new 'lead' emails, parses & forwards to automation endpoint.
  

12. Pipedrive

• Feature/Setting: Web Forms API—automatedly send new submissions into deals pipeline with pre-mapped fields.
  

13. Freshworks CRM

• Feature/Setting: Marketplace web form capture—auto-create contacts, trigger automations based on input rules.
  

14. ActiveCampaign

• Feature/Setting: Forms API—configure to trigger ‘automations’ on new form submission.
  

15. Intercom

• Feature/Setting: Messenger lead capture—automate user creation and qualifying questions on chat opening.
  

16. Drift

• Feature/Setting: Playbook completion—automatically pass captured data to automation workflow via API.
  

17. Formstack

• Feature/Setting: Webhook or native integrations—trigger automations to push form data to CRM leads.
  

18. Marketo

• Feature/Setting: Web form or email parser—automatedly injects submissions as new leads, triggers workflows.
  

19. PandaDoc

• Feature/Setting: Document completed event—automate workflow to CRM on completed contract with lead info.
  

20. Wix Forms

• Feature/Setting: Third-party webhook/automation integrations—triggers upon form submission, pushes leads for automated processing.
  

Benefits

1. Automates lead entry, speeding up response time and eliminating manual errors in heating contractor lead flows.

2. Enables automated lead qualification, segmentation, and follow-up—resulting in higher conversion and customer satisfaction.

3. Automator ensures all inbound lead sources are centralized, analyzed, and routed for immediate attention via automation.

4. Automation of reporting and notifications keeps sales and management teams updated in real time with zero manual overhead.

5. Automating lead capture gives HVAC firms a scalable solution for growth, with fully auditable and customizable workflow logic.