An automated lead follow-up system in Make.com that handles enquiry responses, CRM updates and sales team notifications without manual intervention.
Watch Project WalkthroughThe challenge
Every new lead enquiry at BrightNest Realty required someone to check the CRM, decide when to follow up, send the right email, update the record manually and notify the sales team when a deal closed. When enquiries were low the process was manageable. As volume increased it became easy to miss follow-ups, delay responses and forget to update records. The business was relying on people remembering every step rather than a system that handled it automatically.
The solution
Built an automated lead follow-up system in Make.com that monitors Google Sheets for new lead enquiries and handles the entire follow-up process automatically. Once a new lead is detected the workflow waits for the scheduled follow-up period, checks the lead status, sends the appropriate email, updates the CRM record and notifies the sales team when a deal is marked closed.
Workflow diagram
System architecture
What I built
Monitors the lead database continuously for new enquiries.
Triggers the workflow the moment a new lead is added without any manual check required.
Builds a timed wait period into the workflow before follow-up action is taken.
Ensures leads are contacted at the right time rather than immediately or too late.
Evaluates the current status of the lead before sending any communication.
Ensures the right email goes to the right lead based on where they are in the pipeline.
Sends the appropriate follow-up email via Gmail based on lead status.
Consistent professional communication without manual drafting or sending.
Updates the Google Sheets record automatically after each workflow action.
Keeps the database accurate without anyone manually logging changes.
Sends an instant notification to the sales team when a deal is marked closed.
Removes the need for manual internal communication at the point of conversion.
Automation engine
Operational impact
Measurable results
Reduction in manual follow-up tasks
Improvement in lead response consistency
Time saved on manual CRM updates
Screenshots
End-to-end scenario from the Google Sheets trigger through scheduled delay, status router, Gmail and Slack.
Purpose · Shows the full follow-up engine in one view.
Execution log showing each module completing — new row watch, follow-up delay, welcome email, status update and Slack alert.
Purpose · Proves the automation runs reliably end to end.
Lead database with enquiry details, status column and last contacted date updated by the workflow.
Purpose · Shows the single source of truth the automation reads and writes.
Key outcomes
A manual lead follow-up process that depended on people remembering to check the CRM, time follow-ups, send emails, update records and notify the sales team.
A Make.com scenario watching Google Sheets, with a scheduled delay, conditional status routing, Gmail delivery, automated record updates and conditional Slack notifications.
Follow-ups now run on a system rather than on memory. Conditional status checks mean every lead receives the right message at the right time, records stay accurate automatically, and the sales team gets instant visibility the moment a deal closes.
All data shown in screenshots is sample data used for demonstration purposes.