Lead management automation
Every enquiry reaches a salesperson, with what they need to reply.
Acasa Labs builds lead management automation: website and app enquiries are captured, saved, checked for spam, routed to the right person with the details they need, and followed up on a schedule. Siona Jewels gets each buyer enquiry by email with the design numbers in the subject, and GymFast follows up enquiries automatically.
The problem
The lead came in on Friday. Someone saw it on Tuesday.
Enquiries land in a shared inbox, a website plugin nobody checks, or the phone of whoever was on duty. Spam buries the real ones. When someone does reply, they have to ask the buyer for details the form already had. Follow-ups happen when someone remembers. You are paying for traffic and ads, then losing the leads in the last ten metres.
What we build
- 01
Capture that keeps out spam
Forms with bot checks that real buyers do not notice, so the inbox holds people, not scripts.
- 02
Saved first, then sent
Every enquiry is written to your system before any email goes out, so a failed notification never loses a lead.
- 03
Routed with the details
The right person gets the enquiry with what the buyer asked about, where they are, and how much, and can reply in one click.
- 04
Follow-ups on a schedule
Leads with no reply get a reminder to your team, and the owner sees which ones have gone quiet.
From production
Lead pipelines we have built.
An email sales can answer in one click
Siona JewelsEach Siona Jewels enquiry reaches sales with the design numbers in the subject, a link to each design, and reply-to set to the buyer, so the reply goes straight to them.
Spam kept out at the door
Siona JewelsEnquiries are created only by a server action behind Turnstile, a honeypot, and a fill-time check. The public API cannot write them at all.
Measured without personal data
Siona JewelsGA4 events record design views, shortlists, contact clicks, and leads, with no personal details sent, so you can see which pages bring buyers.
Follow-ups nobody has to remember
GymFastGymFast runs enquiry follow-ups as scheduled jobs alongside its renewal and payment reminders, so a walk-in enquiry gets chased even on a busy week.
Honest trade-offs
Lead automation, or a full CRM?
If you already have a CRM your team uses, lead automation is the plumbing into it: capture, spam checks, routing, and alerts, without replacing anything. If leads have nowhere to live yet, start with a simple pipeline, or see our custom CRM page. And if you get a handful of enquiries a month, a well-set-up form and a shared inbox may be all you need.
What we reach for
- Next.js server actions
- Cloudflare Turnstile
- Resend email
- Payload CMS
- Google Analytics 4
- CRM APIs
Proof
Shipped, not pitched.
01Client work
Siona Jewels
A jewellery manufacturer's catalogue that buyers find on Google and in ChatGPT, and that turns a design number into a lead.
Siona Jewels is a fine jewellery manufacturer in Mumbai selling to retailers and private-label brands in India, the US, Canada, and the UAE. We built their B2B catalogue site, the CMS behind it, the email automation that routes every enquiry to sales, and the search and AI-answer setup that gets them found.
Web · CMS admin
02Our product
GymFast
Members, billing, classes, and workout plans for a gym, in one platform and three apps.
Gym management software for gym owners and personal trainers. A web dashboard and a staff app run members, plans, invoices, enquiries, and classes; members get their own branded app; GymFast Pro gives independent trainers the same tools for their clients.
Web dashboard · iOS · Android · Staff, member, and trainer apps
Questions
Lead automation questions we get asked.
Can enquiries go into our existing CRM?
Yes, through the CRM's API, with email as a fallback so a lead is never stuck if the CRM is down.
Can leads be routed by product or region?
Yes. Rules decide who gets each enquiry, by product, country, size, or source page, and can change without a rebuild.
Can it reply to the buyer automatically?
It can send a confirmation with what they asked for and when to expect a reply. We keep the real answer with a person, because buyers can tell.
What about WhatsApp leads?
WhatsApp Business API messages can be captured into the same pipeline. Messages to a personal WhatsApp number cannot, which is one reason to move sales to a business account.
Will it work on our current website?
Usually. Forms on most sites can post to the pipeline. If the site makes that hard, we fix the form rather than rebuild the site.
Lead management automation
Where do your leads get stuck?
Thirty minutes from the form to the first reply. You leave with a written plan: scope, timeline, and a number.