Service · Lead capture

Every enquiry becomes a structured lead.

Customer enquiries from emails or forms are transformed automatically into structured lead data, including an assessment of lead quality and an indication of missing information.

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Before / after

A valuation enquiry becomes a qualified lead.

Example from real estate, including prioritisation and the next step.

Before: unstructured customer email
“Hello, we are considering selling our owner-occupied apartment in Graz-Geidorf, probably in the spring depending on the market. Could you give us an approximate idea of its value? We would also be interested in an assessment of whether renting it out might be more worthwhile. — The Wagner family”

After: lead record in the CRM

NameFamilie Wagner Property typeOwner-occupied apartment LocationGraz-Geidorf IntentSale, alternatively rental (consultation required) Time frameSpring, depending on the market Missing datam², year of construction, condition, telephone number Lead qualityWARM · genuine intention to sell Next stepOffer a valuation appointment Internal noteSell-versus-rent question → use this as the basis for a consultation appointment.
✉

Enquiry

free-form customer email

⚙

Extraction

AI structures & assesses

▣

Lead

with priority & note

→

Agent

follow-up draft is ready

The follow-up draft asks for the floor area, year of construction and telephone number and immediately suggests two valuation appointments. Your team reviews and sends it.

Challenges

What this service solves.

Enquiries in free-form text

Important project data is buried unstructured in long emails.

Manual data entry

Data is transferred manually, which is slow and prone to errors.

Missing information

Budget or telephone number is missing, but nobody follows up systematically.

No prioritisation

Hot leads wait just as long as non-committal enquiries.

Process

How it works.

01

Enquiry arrives

Via email, form or forwarding.

02

AI extracts data

Name, project type, location, budget and time frame.

03

Identify gaps

Missing required information is flagged and a follow-up question prepared.

04

Assess quality

Cold / warm / hot plus the next step.

05

Recording

Record created in Google Sheets or the CRM, with responsibility assigned.

Benefits

What your business gains.

Time savingsBetter visibilityFewer errorsFaster responseBetter data qualityClear responsibilitiesHuman oversight

Every enquiry is handled consistently, hot leads become visible immediately and your sales team works with complete data rather than fragments from emails.

Security & control

Automation with sound judgement.

  • The lead rating is a recommendation; your team decides whether and how the lead is handled.
  • No unchecked automated decisions in critical cases — sensitive matters are always escalated to a person.
  • No binding pricing, legal or personnel decisions without explicit approval.
  • GDPR requirements are considered from the outset. A legal review is required before going live with real customer data, and test and live systems remain separate.
Expansion

Useful next steps

Once this workflow is in place, these are often the most useful next steps:

CRM & follow-up workflows→Proposal preparation→Appointment & calendar automation→Dashboards & analytics→AI team members→

Discuss this automation?

In a free initial consultation, we assess how lead capture can specifically reduce your team’s workload — with no obligation and on equal terms.

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