CRM, follow-up and automation
Every inquiry logged, answered and owned.
We set up your CRM so inquiries get the right reply, follow-up happens on time, and a person approves anything involving price, dates or exceptions. Much of our CRM work is in GoHighLevel, and we keep your current tools when they can do the job.
What we do
We set up the CRM and follow-up for service businesses: every inquiry is recorded once, assigned an owner, acknowledged, and followed up until someone closes it. Rules do the routing. A person decides price, dates and exceptions.
QS Digital is based in Vineland, NJ and works with businesses remotely. Much of our CRM work is in GoHighLevel, and we keep your current tool when it can do the job.
The path of an inquiry
From a new inquiry to a person's reply, with the hand-offs marked.
- Step 1Inquiry arrivesWeb form, phone, text or social message.Automation
- Step 2Record createdOne contact, one record, source and answers attached. Repeats update the record.Automation
- Step 3Rules route itPlain rules set the owner and stage. Missing information goes to a person, not a guess.Automation
- Step 4Approved first replyAn acknowledgment goes out. A personal reply is drafted from answers you approved.AI drafts
- Step 5Human follow-upYour team handles price, dates and exceptions. Tasks stay open until closed.Person approves
In words: An inquiry arrives and a single CRM record is created or updated. Plain rules set the owner and stage. An approved acknowledgment is sent and a personal reply is drafted for review. A person on your team takes over for price, dates and exceptions, and the task stays open until someone closes it.
Illustration of the pattern. Your stages, fields and rules are agreed in the scope.
One step up close: qualify and agree the work.
Here's how an inquiry moves through it. Rules sort it, AI drafts, a person decides, and the CRM record shows who owns the next step. Pick a scenario and step through it.
Demo · sample dataInteractive demonstration · sample data
- Step 1: Inquiry arrives (current)
- Step 2: Gates checked
- Step 3: Next step offered
- Step 4: Appointment confirmed
- Step 5: A person takes over
Step 1 of 5CRM state
Inquiry arrives
Dana completes the seven-question inquiry. The CRM records one contact and one new engagement, with the answers attached.
Conversation
Website inquiry · 7 answers
Calls after 5 pm go unanswered and we lose jobs. We'd like follow-up handled in our CRM. Budget is set; I make the decision.
Workflow
Stage 1 of 5CRM stateCurrent step:
Contact and inquiry recorded
One contact, one new engagement
CRM record
What changed- Contact
- Dana ReyesUpdated
- Stage
- New inquiryUpdated
- Status
- ReceivedUpdated
What's real here, and what's illustrated
- Native platform capability
- Contacts, pipelines and opportunities, calendars, tasks and conversations are standard GoHighLevel features.
- Configured automation
- Template replies, task creation, owner assignment and alerts are workflows we configure in your account.
- Custom integration
- This website's inquiry form applies the four gates on the server and is built to hand a structured record to the CRM.
- Illustration
- This demonstration. The people, businesses, messages and offer threshold are sample data, and nothing is sent anywhere.
Read every step as text
Clear fit
- Inquiry arrives. Dana completes the seven-question inquiry. The CRM records one contact and one new engagement, with the answers attached.
- Gates checked. Four rules check need, service fit, investment against an illustrative offer, and who decides. All four pass. There is no score and no AI judgment here.
- Next step offered. A configured automation creates the sales opportunity, assigns Pat, and replies with a booking link. The record says Booking offered, because nothing is booked yet.
- Appointment confirmed. Only the calendar's confirmation changes the status to Appointment confirmed. Pat receives one alert for the new qualified call.
- A person takes over. Pat reads Dana's answers before the call. The system did the routing; the conversation is with a person.
Needs clarification
- Inquiry arrives. Sam's inquiry is recorded with its answers. Budget is marked as unknown, which is an allowed, honest answer.
- One gate says clarify. Need, service fit and decision path pass. Investment can't be checked without a range, so the outcome is Clarify, not a rejection and not a sales lead.
- Question drafted. AI drafts one clarifying question from approved wording. It's labelled as a draft and has no way to send itself.
- Sent after review. Pat approves the question and it's sent. The engagement stays in intake: it enters the sales pipeline only when Sam's answer resolves the investment gate.
Human decision
- Request arrives. Lee replies to a proposal asking for a discount and an earlier start. The message is logged on the existing deal, which stays at Proposal sent.
- Rule routes it to a person. A rule spots a price and a date request. Commitments like these are never automated, so the deal is flagged for Pat.
- Summary drafted. AI summarises the request for Pat and drafts a holding reply that commits to nothing. It waits for approval.
- Pat approves. Only after Pat approves is the reply sent. The pricing and date decision itself stays on Pat's task list.
What you get
What we set up in your CRM.
Intake and records
One contact per person and one record per project, with the source and answers attached. Repeat messages update the record instead of duplicating it.
Rules and routing
Plain rules decide where an inquiry goes and who owns it. No scores: when information is missing, the rule asks a person to clarify.
Follow-up you approve
Replies and sequences written in your voice from answers you approve. Text messages only for contacts who opted in.
Reporting from your records
Stage counts, response times and open tasks pulled from your own CRM data, so you can check what's working.
The setup checklist
What gets configured, and what you receive.
Every build is scoped to your business, but the checklist is consistent. Each item is tested with real cases before launch.
| Area | What we configure | What you receive |
|---|---|---|
| Pipeline | Stages that match how you actually sell, with entry and exit rules. | A written stage guide your team can follow. |
| Fields and sources | The few fields you need, plus a source for every inquiry. | A short data dictionary. |
| Routing | Rules for owner assignment and urgency. | The rules in plain language. |
| Replies and sequences | Acknowledgments and follow-up written from answers you approve. | The templates, with who approves changes. |
| Texting and consent | Opt-in records on each contact; stop requests honored; your messaging provider's registration steps followed. | A consent checklist. Confirm current rules with your provider. |
| Reporting | Stage counts, response times and open tasks from your own records. | A weekly view your owner can read. |
| Handover | Training for the person who runs it, and admin access in your name. | Documentation, and the accounts themselves. |
Who this is for
A good fit when inquiries matter and follow-up is inconsistent.
Right fit
- Businesses whose leads arrive by form, phone and social messages
- Teams that already use a CRM but don't trust what's in it
- Owners who want to approve pricing and exceptions, not every routine reply
- Businesses moving off spreadsheets and shared inboxes
Probably not a fit
- Teams that want AI to commit to prices or dates without a person
- Projects that need a sales process designed from nothing before any tools (start with a diagnostic)
- Bulk messaging to contacts who haven't opted in
FAQ
Questions we get asked a lot
It depends on what you already use. We assess your current CRM first and keep it when it can handle intake, routing and tasks. When it can't, GoHighLevel is often the better fit because it combines CRM, calendar, messaging and workflows. The reasons are written into the scope.
Yes, when the assessment shows it's worth it. We plan what moves (contacts, consent records, open deals, templates) and test with real records before anything goes live.
Admin access to the accounts involved, your approved answers and pricing rules, a person to test with real cases, and a named owner who runs the system after handover.
No. Rules route leads. AI drafts replies and summaries for review. Anything involving price, dates, discounts or exceptions waits for a person to approve it.
You get the workflow documentation and training, and your owner runs it day to day. Ongoing optimization or support is available and scoped separately.
Responsibilities and measures
Where a person stays responsible, and how we check it works.
What we need from you
- Admin access to the accounts involved, opened in your name.
- Your approved answers, service list and pricing rules.
- A person to test with real cases before launch.
- A named owner who runs the system and reads the weekly view.
- A decision on who may approve exceptions.
What the weekly view shows
- How long first replies take, split by where the inquiry came from.
- Open inquiries nobody owns, or that have gone quiet.
- How many leads sit in each stage and how many moved on.
- Opt-outs and complaints, so over-contacting shows up early.
These come from your CRM, so you can check them yourself. We record your starting values before the build and do not quote typical improvements.
What you receive and control
Own the work. Rent the engines.
You control
- Accounts opened in your name, and the keys to them
- Your approved source content: footage, voice recordings, scripts, knowledge files
- Prompts, workflows, SOPs and documentation we build for you
- Your finished content and agreed exports, once paid in full
Depends on a vendor
- The AI models and hosted platforms that run the system
- Your avatar and voice clone, which live inside the platform that created them
- Subscriptions and usage costs, which we document and review with you
We make systems portable where it is practical: one primary platform, one tested backup, documented interfaces and reusable instructions. Record once, rebuild anywhere. We do not promise exported voice or avatar model files, or a system that runs with no maintenance.
Show us where your inquiries go today.
Describe how leads reach you now. We'll come back with a clear next step or a personal reply.