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About This Automation
Off-the-plan buyer enquiries arrive across multiple channels and are manually logged into spreadsheets with inconsistent data entry and no qualification scoring. This creates delays, duplicate work, and lost leads.
Automation captures enquiries instantly, scores buyer qualification automatically, validates documents, and sends timely responses without manual intervention. Sales staff focus on high-priority leads and discovery calls instead of data entry.
Key features:
Capture enquiries from email, web forms, and phone messages into a single inbox
Score and qualify buyers automatically against budget, timeline, and location criteria
Validate proof of funds and ID documents and flag incomplete submissions
Send welcome emails and document requests instantly without manual composition
Track document status and send reminder emails to non-responsive buyers
Log call outcomes and schedule follow-up activities with qualified leads
The issues teams report most often with this process
#
Friction point
Companies Report This
1
Manual data entry delays
Sales staff manually copy enquiry details from multiple channels into spreadsheets, causing inconsistency and lost information.
80%
2
Slow document collection cycle
Buyers do not respond to document requests and staff must send multiple manual reminders over 7 to 10 days.
67%
3
Inconsistent qualification scoring
Buyer qualification decisions are made ad hoc without consistent criteria or audit trail.
53%
4
Delayed initial response
Welcome emails are sent 12 to 24 hours after enquiry, reducing buyer engagement and response rates.
40%
5
Lost follow-up and nurture
Many buyers receive no follow-up after initial contact due to manual tracking and inconsistent timing.
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™Manual data entry, inconsistent qualification, and slow document collection.
9.1/ 10
AI Fit Rating™Enquiry scoring, document validation, and email triggers are highly structured.
9.1/ 10
Automation Lift Index™Automation eliminates data entry, accelerates response time, and ensures.
8.7/ 10
Hidden Overhead™Context switching between email, forms, and spreadsheets; rework from.
7.3/ 10
How The Automation Works
The full workflow, from trigger to completion.
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1. Enquiry Receivedtrigger
New enquiry arrives via email, web form, or phone message. The automation platform captures the enquiry and extracts buyer details.
2. Normalize and Log Enquiry
Buyer name, email, phone, project interest, and budget are automatically extracted and logged as a new contact and deal.
3. Qualify Buyer Automatically
The automation reviews the enquiry against qualification rules (budget range, timeline, location match) and assigns a qualification score and status.
4. Send Welcome Email and Document Request
An automated email is sent immediately with project brochure, welcome message, and a link to a secure document upload form for proof of funds and ID.
5. Monitor Document Submission
The automation tracks document uploads and sends automated reminders if documents are not received within 48 hours and again at 5 days.
6. Verify Documents and Update Status
The automation reviews uploaded documents for completeness and validity, then updates the buyer status to qualified, pending, or rejected.
7. Notify Sales Team and Trigger Nurture
A notification alerts the sales team of qualified leads. An automated nurture sequence begins, sending project updates and scheduling a discovery call.
8. Log Outcome and Queue Next Action
After the discovery call, the sales manager logs the outcome. The automation queues the next nurture email or follow-up task based on buyer interest level.
Everything you need to know before mapping this process.
The enquiry is automatically captured, buyer details are extracted and logged into the CRM, and a welcome email with the project brochure is sent within minutes. No manual data entry is required.
Gmail
HubSpot
Google Forms
Google Sheets
Slack