Lead Automation Management Case Study

Lead Automation Management

Case Study

Timeline

March 2025 – Present


Project Lead

Hafiz Jamal (@zifah.workflows)


The Challenge

A handmade skincare brand was receiving Instagram leads daily — but struggled to keep up.


The founder was:

  • Spending hours replying manually
  • Unsure who was serious vs browsing
  • Losing leads while prepping orders
  • Missing chances to follow up

The Solution

We built a smart automation system to respond, qualify, and route leads in minutes:

  • Welcome message sent within 2 minutes
  • “BuyNow” vs “MatchMe” smart keyword routing
  • Auto-tagging based on buyer intent
  • Follow-ups for quiet leads
  • Educational drip content for cold leads

Feature Breakdown

Feature What It Is How It Helped
Keyword-Based Routing Split path: BuyNow vs MatchMe, based on intent. Closed buyers faster, gave support to those who needed help.
Instant Welcome Message Sent within 2 mins of form submission. Increased reply rate and kept leads warm.
Smart Question w/ AI Asked: 'What’s your biggest skincare concern?' Qualified leads automatically without manual replies.
Lead Tagging Tag based on answer (e.g. acne = hot lead). Prioritized high-interest buyers automatically.
Follow-Up Automation Ping after 2 days if quiet. Recovered silent leads and kept convos alive.
Educational Drip Cold leads sent skincare tips and stories. Warmed them up over time without pressure.
“This system felt like I had an assistant who never sleeps.” – Owner of a handmade skincare brand
Lead Automation Management Case Study

Lead Automation Management

Case Study

Timeline

March 2025 – Present


Project Lead

Hafiz Jamal (@zifah.workflows)


The Challenge

A handmade skincare brand was receiving Instagram leads daily — but struggled to keep up.


The founder was:

  • Spending hours replying manually
  • Unsure who was serious vs browsing
  • Losing leads while prepping orders
  • Missing chances to follow up

The Solution

We built a smart automation system to respond, qualify, and route leads in minutes:

  • Welcome message sent within 2 minutes
  • “BuyNow” vs “MatchMe” smart keyword routing
  • Auto-tagging based on buyer intent
  • Follow-ups for quiet leads
  • Educational drip content for cold leads

Feature Breakdown

Feature What It Is How It Helped
Keyword-Based Routing Split path: BuyNow vs MatchMe, based on intent. Closed buyers faster, gave support to those who needed help.
Instant Welcome Message Sent within 2 mins of form submission. Increased reply rate and kept leads warm.
Smart Question w/ AI Asked: 'What’s your biggest skincare concern?' Qualified leads automatically without manual replies.
Lead Tagging Tag based on answer (e.g. acne = hot lead). Prioritized high-interest buyers automatically.
Follow-Up Automation Ping after 2 days if quiet. Recovered silent leads and kept convos alive.
Educational Drip Cold leads sent skincare tips and stories. Warmed them up over time without pressure.
“This system felt like I had an assistant who never sleeps.” – Owner of a handmade skincare brand

Frequently Asked Questions

Is WorkFlowGuys right for my business?

We help small businesses that are ready to grow but feel stuck doing the same tasks over and over.

If you’re running your business but spending too much time on admin work or keeping up with customer enquiries, we’re here to make things easier.

What types of workflows can you automate?

We help automate things like replying to customer enquiries, scheduling social media posts, sending follow-ups and reminders, and even tasks that are unique to your business.

How quickly can I see results?

Most clients start seeing changes in just a few days. Bigger results usually show up within a few weeks as everything gets up and running smoothly.

Why do you charge premium prices?

Because we don’t do one-size-fits-all solutions. Everything we build is tailored to your business, built to last, and designed to deliver real results you can count on.

How can we get started?

Just book a free session with us. We’ll chat about your business and see how automation can make things easier. If it feels like a good fit, we’ll take the next step together.