This is the intake I run before a lead routing build. The two numbers I want are leads per week and how long a lead waits today.
Section 1 · Your business
| Question | Your entry | Example |
|---|---|---|
| Company or firm name | Rossi Legal | |
| What you sell | Family law, retainers and fixed fees | |
| People who handle new leads | One receptionist, two fee earners | |
| Tools you pay for today | HubSpot, Make, Calendly, Meta Ads, Gmail | |
| Who signs off on a fix | Marta Rossi, office manager |
Section 2 · Where leads come from and how fast they get answered
Answer for the lead that went cold last. If you do not know the wait time, write that down too, it is part of the answer.
| Question | Your entry | Example |
|---|---|---|
| Where leads come from | Website forms, Meta ads, referrals, phone | |
| Leads per week | About 30, a third from ads | |
| How fast you answer today | Within a day if nobody is on the phone | |
| How fast you want to answer | Under five minutes, evenings included | |
| Last lead that went cold | A lead waited two days and signed with a competitor. | |
| Systems a lead passes through | Form, HubSpot, Slack, Gmail, calendar |
Section 3 · What fixed looks like
Write the fixed state so somebody could check it on a Tuesday morning. A line nobody can check will not hold a price.
| Question | Your entry | Example |
|---|---|---|
| Fixed, in one sentence | Every lead has an owner and a first reply inside one minute, day and night. | |
| Deadline or driver | Before the next campaign | |
| Budget you have in mind |
Check these before you send
Somebody owns every lead the moment it arrives.
The fix should run inside tools we already pay for.
I can say what happens when no owner is available.
Section 4 · Before you send
What do I get back?
A reply from me, usually within one working day, with the first fix, what it takes and the price. If the honest answer is that you do not need me yet, I say so.
Does sending this book a call?
No. Nothing is booked. If a call would help, I offer a time in the reply and you decide.
Do I have to fill every line?
No. Leads per week, wait time today and the lead that went cold are the three I read first.
What happens to my answers?
They land in my inbox and stay there. No mailing list, no sharing, no automation on top.
What happens next: the answers arrive in my inbox and I reply myself, usually within one working day, with the first fix I would make, the work it takes and the price. If a call would move faster I offer a time in that reply.