From "Contact Us" to Qualified Conversation in 5 Seconds

The Silent Funnel Killer

A few months ago, a fast-growing B2B company came to us with a familiar problem.

Their "Contact Us" form (the front door of their sales funnel) was quietly bleeding revenue. They were spending serious money on ads and SEO, driving solid traffic, winning attention... and then watching good leads vanish into a black hole.

Meanwhile, a poor soul on their team played "manual triage detective" every day: downloading form submissions, Googling companies, copying data into a CRM, and guessing which ones were real.

By the time a rep reached out, the lead was colder than yesterday's coffee.

We can't share the company's name (NDA life), but we can show you exactly what we built, how it worked, and how you can replicate it in under an hour with no code, no duct tape.

The Situation (aka: The Shovel They Were Using to Dig the Hole)

Here's what was happening behind the scenes:

• Leads arrived 24/7. The sales team? Not so much.
• Each new lead triggered an email notification with raw fields and zero context.
• Someone manually Googled every company, cross-checked the domain, and copy-pasted into the CRM.
• Junk leads mixed with legit ones. Nobody knew which was which.
• By the time someone replied, the prospect had moved on.

They weren't doing anything wrong, just everything manually.

The Wishlist (and What We Actually Delivered)

What they wanted was simple but powerful:

• Instant responses for real leads, not "after lunch."
• Auto-enrichment: company size, industry, HQ, etc.
• Smart filtering of spam without human babysitting.
• Clean, normalized CRM entries.
• Slack alerts for the sales team (but only the useful kind).
• A personalized acknowledgment email so prospects felt seen.

In short, they wanted to turn "We'll get back to you" into "We're already on it."

The WorqHat Workflow That Did It

Everything below was built using WorqHat Workflows - our no-code automation tool.

No scripts. No cron jobs. Just clean logic.

1. Trigger

A REST API node fired the moment the form was submitted.

• Fields mapped: first_name, last_name, email, company, website, message, use_case.
• Zero delay. Zero polling. No missed leads.

2. Enrichment

A Web Search node pulled live company context:

• Industry
• Company size (range)
• HQ location
• Official website
• LinkedIn URL (if available)

Everything was normalized up front, so the CRM stayed clean and searchable.

3. Qualification

An If-Else node acted as a friendly bouncer:

• Dropped spam (temp domains, gibberish names).
• Flagged questionable entries (free email, unclear company).
• Passed legit prospects straight through.

4. Routing (Three Parallel Tasks)

1. CRM Insert: Added the record with enriched data.
2. Slack Notification: Posted a compact lead card with a CTA.
3. Email Acknowledgment: Sent a short, personalized reply.

5. Confirmation

A Return State node logged the success and maintained an audit trail. If something failed, it retried automatically with no ghost submissions.

The Slack Card (What Reps Actually See)

Reps could respond right from Slack without any digging through spreadsheets or email threads.

The Acknowledgment Email (What Prospects Feel)

The Tiny Details That Matter (Where Most Teams Trip)

These sound small, but they're where automations often fall apart:

• Normalization: "100-500" vs "100–500" vs "100 to 500", we standardize it.
• Domain checks: "example.co" ≠ "example.com."
• Free email logic: Not all Gmail leads are junk. Founders exist.
• Timezones: Slack pings respect quiet hours; emails don't wait.
• De-duplication: Re-submissions are hashed and merged.
• Observability: If enrichment fails, the record still lands, marked "needs context."

No lost leads. No double entries. No surprises.

The Impact (Numbers Don't Lie)

Reps stopped being data entry interns. Leads stopped ghosting. Pipeline forecasts stopped feeling like interpretive dance.

What They Did Next (Because Momentum Is Addictive)

After seeing the impact, the team went further:

• Regional Routing: Leads auto-sent to regional Slack channels.
• Auto-Booking: High-intent leads skipped acknowledgment and jumped straight to a calendar link.
• Attribution Stitching: UTMs were enriched so marketing could finally report on actual ROI.

No engineers touched the workflow. The sales team owned it.

Why This Works

Speed wins. Context builds credibility. Consistency scales.

When your first touch is fast, informed, and human, your funnel stops fighting uphill battles. You don't need AI the size of a small moon, you just need a workflow that actually runs every time and tells the right people what they need to know.

The best feedback we got from this customer?

"We look competent."

That's not vanity. That's revenue.

Want This, Minus the Mystery Customer?

If you'd like a walkthrough, I'll show you how to build this exact workflow in about 15 minutes. If meetings aren't your thing, just ping me and I'll send you a pre-configured WorqHat template you can import and tweak for your stack.

Get in touch:

• Email: sagnik@worqhat.com
• Book a call: Schedule 15 minutes
• LinkedIn: Connect with Sagnik

👉 Explore WorqHat Workflows

Startups to enterprises rely on WorqHat to build what their teams need, from dashboards and workflows to full-featured internal apps. The fastest way to learn? Jump in and build something useful in under an hour.

Worst case, you'll save a day. Best case, you'll stop leaking pipeline.

Sagnik GhoshBuilding WorqHat

Ayush KulshresthaChief Operations Officer @ WorqHat