The droid that runs inbound lead response

Inbound leads, answered in minutes.

A droid that works the top of the funnel the moment a lead lands: it researches the account, writes it into the CRM, replies and books the meeting while it’s still warm, and loops in an AE only for the deals worth their time — remembering every account so the next touch is never cold.

Does: Researches, replies to & books inbound leads
Where: B2B SaaS, ~15-person go-to-market team
Reaches people on: Email, Slack
Works inside: HubSpot, Gmail, Google Calendar
Runs: On every inbound lead · 24/7

01The situation

The leads you answer first are the ones you win.

Inbound was the team’s best channel, but the leads that converted were the ones they answered first. After hours and over weekends, demo requests sat untouched until someone was back at a desk, and by then the prospect had often booked with whoever replied fastest.

Even in the working day, reps burned the first ten minutes of every lead researching the company and typing it into the CRM before they could say a word. The easy 90%, meaning the lookups, the data entry and the “thanks, here are some times”, quietly ate the hours that were supposed to go to actual selling.

02How it works

How the droid took it on.

Rather than ask reps to babysit the inbox, the team handed first-touch over. The moment a lead lands the droid researches it, writes it into the CRM, replies and books while it’s still warm, and loops in an AE only for the deals worth their time.

TASK#207Inbound lead responsestanding

trigger: Any inbound lead (form, email, or booking)
also: An end-of-day pipeline digest
scope: Every new lead · 24/7
runs as: A contained droid action per lead (research, reply, book…)
memory: Per-account rolling summary, carried touch to touch

Set up once, in plain language: “whenever a lead comes in, research it, reply and book while it's warm, and only bring us in for the big ones.” The droid turned that into a standing job: no round-robin to babysit, no leads aging out over a weekend.

FIG. 1The durable task, exactly as it exists in the runtime.

Every new lead trips the same loop:

01Lead landsForm, email, or booking
02Droid wakesJust for this lead
03Researches + reads memoryCompany + past touches
04Writes the CRMEnriched, sourced, staged
05Replies + booksTailored email · meeting held
06A fit?Qualified → book & advance · Strategic → loop in an AE · Off-fit → self-serve
07Briefs the teamPre-call brief to Slack

FIG. 2The loop each run walks.

03Ongoing handling

How it ran, lead after lead.

Here’s a day of inbound as it actually unfolded, lead by lead, down to how it reached for each app. Only the strategic deals ever made it to a rep.

Isometric inbound-sales scene: a lead funnel feeding a CRM, with a calendar and an outreach reply

See it in action

One morning, lead by lead.

Inbound leads and prospect replies land on the left. Watch the droid pick up each one and work it end to end across the CRM, inbox and calendar, looping in a human only for the deals that warrant it.

The result

What changed, by the numbers.

Minutes, not hoursspeed-to-lead, around the clock

~1 in 6leads that needed a rep, with the rest handled for them

Answered overnightinbound handled outside office hours, not queued to Monday

Staged before standupenriched and routed on arrival rather than in a batch

An illustrative workflow built from real product mechanics. The connected apps, the schedules and the run handling are how a droid actually works; the companies, the people and the figures are composites rather than a customer's numbers.

Try this workflow

Run this workflow yourself.

Copy the brief below and paste it into Unify. It’ll walk you through the prerequisites, connect what it needs, and stand the workflow up with you.

Workflow brief

I run growth at a small B2B SaaS company, and inbound is our best channel, but the leads that convert are the ones we answer first. After hours and on weekends they sit until someone's back; even in the day, reps burn the first ten minutes researching each company and typing it into the CRM before they can reply. The easy 90% eats the hours that should go to actual selling.

Own inbound lead response. Apps/channels: HubSpot (CRM: contacts, companies, deals, stages), Gmail (first-touch and follow-up replies), Google Calendar (booking meetings), Slack #revenue (pre-call briefs and escalations). Use the web to research each company.

Run whenever a new lead comes in, whether that's a website demo request, an inbound email or a booking, plus an end-of-day digest. For each lead:
1. Identify the person and company, and research them on the web (what they do, size, recent news, likely fit).
2. Create or update the CRM record with the enriched details and the lead source.
3. Reply in their channel within minutes with a tailored note that answers the obvious questions and offers times.
4. When they're a fit, book the meeting and advance the deal stage; for off-fit or tiny inquiries, point them to self-serve and skip the deal so the pipeline stays clean.
5. Before any booked call, post a pre-call brief to #revenue covering who they are, why they reached out, and what to cover.

Carry context between touches (everything we know about the account, what's been said) so no reply starts cold. Only loop in an AE for the strategic or high-value deals.