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About This Automation
Lead and enquiry intake at commercial finance brokers involves manually checking multiple channels (email, web forms, voicemail) and extracting prospect details into a CRM. This fragmented process causes missed opportunities, duplicate records, and slow response times that frustrate prospects.
Automation consolidates all enquiry sources, extracts key information, checks eligibility rules, and routes qualified leads to the right broker with an instant acknowledgement to the prospect. Response times drop from hours to minutes, and duplicate records nearly disappear.
Key features:
Capture enquiries from email, web forms, and phone messages in a single workflow
Extract prospect details and loan information automatically from unstructured messages
Check eligibility criteria against stored rules without manual spreadsheet lookup
Route qualified leads to brokers based on speciality, geography, and workload
Send instant acknowledgement emails and broker notifications
Create or update CRM records and log all activity automatically
The issues teams report most often with this process
#
Friction point
Companies Report This
1
Multiple enquiry channels
Checking email, web forms, and voicemail separately causes missed leads and duplicated effort.
80%
2
Manual data extraction
Extracting incomplete or unstructured prospect details from messages is error-prone and time-consuming.
67%
3
Eligibility cross-referencing
Checking multiple spreadsheets and CRM records to validate loan amounts and industry exclusions delays decisions.
53%
4
Duplicate CRM records
Returning prospects often create duplicate contacts, polluting data and complicating follow-up.
40%
5
Informal broker assignment
Assigning leads by email or informal discussion results in inconsistent routing and workload imbalance.
26%
DisclaimerAll data is based on anonymized FullSpec mapping sessions and proprietary industry research. Learn more
Automation readiness
How well-suited this process is for automation
Process Pain Score™Multiple manual channels, duplicate records, and slow response times create.
8.3/ 10
AI Fit Rating™Structured data extraction, rule-based eligibility checks, and deterministic.
9.1/ 10
Automation Lift Index™Automation reduces cycle time by 94%, eliminates duplicates, and improves.
8.8/ 10
Hidden Overhead™Context switching between channels, manual eligibility lookups, and informal.
7.3/ 10
How The Automation Works
The full workflow, from trigger to completion.
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1. Enquiry Receivedtrigger
An email arrives, a web form is submitted, or a phone message is logged. The automation platform monitors all three channels and triggers on new inbound enquiries.
2. Extract Details via AI
The automation reads the enquiry and extracts name, contact details, loan amount, industry, and enquiry type. It handles incomplete or unstructured input and flags missing critical fields.
3. Check Eligibility Rules
The automation checks the extracted details against stored eligibility criteria: loan amount range, excluded industries, and existing customer status. It returns a pass or fail decision.
4. Eligible?
If the prospect meets all eligibility criteria, the lead is qualified. If not, it is logged as ineligible and a rejection email is sent.
5. Create Contact
The automation creates a new contact with the extracted details, or updates an existing contact if a match is found by email or phone number.
6. Assign to Broker
The automation assigns the lead to the appropriate broker based on stored rules: speciality, geography, and current workload. A human can override the assignment if needed.
7. Notify Broker
A message is sent to the assigned broker with the prospect name, contact details, loan amount, and enquiry summary. The message includes a direct link.
8. Send Acknowledgement Email
An automated email is sent to the prospect confirming receipt of their enquiry and providing an expected response timeframe. The email is personalised with the prospect's name and broker contact details.
Everything you need to know before mapping this process.
Automation extracts what it can and flags missing critical details for a team member to review and complete manually, ensuring no lead is lost or processed with gaps.
Gmail
HubSpot
Slack
Google Forms
Microsoft Excel