XenGrowth · https://www.xengrowth.com/services/marketing-automation-crm
Leads go cold
A lead fills in your form at 9pm. Nobody sees it until morning, and by then they have called the next name on the list. As a marketing automation consultant, we build the CRM flows that route that lead to an owner, text them and log it, aiming for a first reply within a minute, then keep following up until someone answers. The same flows carry the rest of the work: stages, owners, reminders and a queue that shows what stalled.
The short answer
A marketing automation consultant designs how a lead moves after it arrives, then builds it in your CRM: routing to an owner, a text or email reply, follow-up sequences that end on reply, lifecycle stages with named owners and clean contact records. In HubSpot that is workflows and sequences. Every flow is tested on duplicates and after-hours leads before launch.
What we actually do
We start with the CRM you already pay for. The build might be HubSpot automation, GoHighLevel workflows or Salesforce flows; the logic is the same in each. Every lead source is mapped to one set of fields, a routing rule picks the owner, and a sequence of text, email and tasks starts when the form is submitted. If you run HubSpot, that means HubSpot workflows and sequences in the portal you already have. Stages and owners are written down, so a lead that stalls shows up in a queue instead of vanishing. Each flow is tested on the awkward cases first: a duplicate contact, an after-hours submission, a rep on leave, a number that cannot receive texts.
What you get
Every new lead has an owner and a first reply on the clock
A queue that shows what stalled, and for how long
One clean record per contact
The source kept from first touch to sale
How the first weeks run
Timing moves with your systems and how fast we get access. The order rarely does.
First week. Follow real leads from form to first reply and log every delay, gap and handoff.
Week two. Fields, stages, owners and routing go on one page and get agreed before anything is built.
Weeks two to four. Flows are built in your CRM, then run against duplicates, after-hours leads and missing data.
From week four. Live, with an alert on any lead left untouched and a short weekly look at the queue.
Where we stop
Saying no early is cheaper for both of us than explaining it later.
Field notes
These notes cover the trade-offs behind this work. Use them to test your own brief, or to decide that a different first move makes more sense.
How to build outbound email and LinkedIn sequences that respect CAN-SPAM, work with CASL and GDPR-style rules, honour suppression, and log every reply in the CRM, with AI drafting kept under human review.
Fast follow-up and the TCPA pull in opposite directions. A plain-English reading of consent, written consent on web forms, calling hours, opt-outs, state rules and record keeping, with the primary sources linked. General information, not legal advice.
Twelve concrete automations for a small or mid-size team, from lead response to review requests to alerts, each written down with what starts it, what it does, what ends it and how it breaks.
Straight answers
Where the honest answer depends on your setup, we say so.
Connected customer records
Forms, calls, ads, billing and field-service tools joined into one record per lead, with an alert when a sync fails.
See the serviceSpeed to lead
Routing, automatic first replies and sales follow-up that run on rules you set, so reps spend the day on the warm leads.
See the serviceHVAC, plumbing, cleaning and trades
Missed call text back, estimate follow-up and revenue by source for HVAC, plumbing, cleaning and the trades, on the field-service tool you already run.
See the serviceKeep going
Most leaks cross two channels. Look at the wider practice, read how a similar build went, or send us the one you have.
The wider practice
Automate the repeatable work. Keep judgment and the customer relationship with people.
02An anonymized build
Automations on a rented workflow tool fail the day a plan changes or a task limit hits. We built a CRM automation engine the business owns: it receives webhooks, runs scheduled jobs, chains the steps in between and keeps a visible record of failures.
03Field notes
Practical notes on the decisions and edge cases behind this kind of work.
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