So, you’ve got leads coming in and you want to actually do something with them—besides letting them rot in a spreadsheet. If you’re using Introw (or thinking about it), this guide’s for you. I’ll break down how to set up an inbound lead workflow that actually helps you convert more leads, skip the busywork, and avoid the usual traps that make lead management a slog.
You don’t need to be a sales ops pro. You just need a decent process, a few ground rules, and the discipline to keep things simple. Here’s how to set up a workflow in Introw that works in the real world.
Step 1: Get Clear on What “Inbound Lead” Means for You
Before you touch any software, define what counts as an “inbound lead.” Otherwise, you’ll end up mixing tire-kickers with real prospects, and your workflow will get messy fast.
Ask yourself: - Where do your leads actually come from? (Webforms, referrals, live chat, etc.) - What info do you need at the start? (Name and email? Or do you really need company size, too?) - What’s your minimum bar for a lead to be worth following up on?
Pro Tip:
Don’t overcomplicate your lead form just to “qualify” people. Every extra field drops your conversion rate. Get the basics now; you can always ask for more later.
Step 2: Set Up Your Lead Capture in Introw
Once you know your sources, wire them up to Introw so leads show up automatically. No more copy-pasting from email.
Common ways to get leads into Introw: - Webforms: Connect your site’s contact or demo form to Introw via Zapier or native integrations. - Email parsing: Forward inbound lead emails (like those from marketplaces) to a special Introw address. - Manual add: For walk-ins, phone calls, or the odd “my cousin’s interested” situation.
What works: - Automating anything you can. Manual entry is where leads go to die. - Keeping the form simple, so more people actually fill it out.
What to ignore: - Fancy integrations you don’t need. If 90% of leads come from one form, start there. You can add bells and whistles later.
Step 3: Build a Simple Lead Qualification Process
Now, every inbound lead will land in Introw. Your next job: quickly figure out who’s worth your time.
How to do it in Introw: - Set up a “New Lead” stage in your pipeline. - Create custom fields for must-have info (e.g., budget, use case, timeline). - As leads come in, review and fill in gaps as needed.
Tips: - Use tags or custom fields to mark leads that need more info. - Have a canned reply or quick checklist for your first reply—it saves time and keeps you consistent.
What works: - Qualifying fast. Don’t wait days to sort leads. The longer you wait, the colder they get. - Disqualifying leads that don’t fit. Be ruthless—nurture the good ones, let the rest go.
What doesn’t: - Trying to “warm up” every single lead. Focus on the ones that fit your ideal customer.
Step 4: Automate (But Don’t Over-Automate) Your First Response
Speed matters. If you don’t reply quickly, your competition will. But don’t fall for the hype: not every step needs to be automated.
How to do it in Introw: - Set up a template for your first-touch email. - Use Introw’s workflow tools to automatically assign new leads to the right person. - Build a task or reminder to follow up if there’s no response in 24 hours.
What works: - Automated assignment—so leads don’t sit in a black hole. - Pre-written responses for the basics (demo scheduling, intro call, etc.).
What to ignore: - Fancy nurture drips for inbound leads who just reached out. Focus on a fast, human response first.
Step 5: Track Activity (But Keep It Simple)
You want to know what’s happening with your leads without drowning in data entry. Introw’s activity tracking is useful—but only if you use it consistently.
Set up your pipeline: - “New Lead” → “Qualified” → “Contacted” → “Demo/Meeting” → “Proposal” → “Won/Lost” - Keep stages broad. Don’t create a new stage for every little step.
Log key activities: - Calls, emails, and meetings—just the basics. - Use notes to add context (“Asked for pricing, seems in a hurry,” etc.).
What works: - Reviewing your pipeline every day. Move leads forward, clear out the deadwood. - Using reminders for follow-ups—so nothing slips through the cracks.
What doesn’t: - Logging every little interaction (“Sent a meme on Slack”). Track what actually moves deals forward.
Step 6: Set Up Follow-Up Reminders (Because You’ll Forget Otherwise)
Even the best salespeople forget to follow up. The difference is, pros build reminders into their workflow.
How to do it in Introw: - After each call or email, set a follow-up task with a clear due date. - Use Introw’s built-in reminders—don’t just rely on your memory (or sticky notes).
Tips: - Make your next step specific (“Call back about pricing on Thursday”), not vague (“Follow up soon”). - If a lead goes cold, set a reminder to check back in a few weeks. Sometimes, timing is everything.
What works: - Following up more than you think you should. Most deals are won because you outlast the competition—not because you had the perfect pitch.
Step 7: Report on What Matters (Not Just What’s Easy to Measure)
It’s tempting to obsess over vanity metrics—number of leads, open rates, etc. But what you really care about is: Are we getting leads that turn into real business?
In Introw, focus on: - Conversion rates: How many inbound leads actually become customers? - Lead sources: Which channels give you good leads, not just the most? - Time to first response: The faster you reply, the better your chances.
What works: - Reviewing your pipeline weekly: What’s moving, what’s stuck, and why? - Adjusting your process based on what’s working—not just copying what the “best practices” say.
What doesn’t: - Tracking everything just because you can. Stick to the numbers that help you make decisions.
Step 8: Keep It Tight—Review and Adjust Regularly
No workflow survives first contact with the real world. Expect to change things as you go. Every few weeks, ask: - What’s slowing us down? - Where are leads falling through the cracks? - What can we automate or simplify?
Pro Tip:
Don’t be afraid to cut steps. If nobody’s using a pipeline stage or filling out a field, kill it.
Final Thoughts: Start Simple, Iterate Fast
Introw is a solid tool, but the real magic is in your process. Start with a basic workflow, make sure it fits how your team actually works, and tweak as you go. Don’t let perfect be the enemy of done. A workflow that gets used beats a “best practice” that gets ignored.
Most importantly: Don’t overthink it. Capture leads, qualify quickly, follow up fast, and keep your process lean. That’s how you build an inbound lead workflow that actually works—in Introw or anywhere else.