The Automated 3-Step Solution: Capture | Convert | Book

Your AI agent captures calls, website enquiries, chat and social DMs instantly even when your team is busy or offline!

Phase 1: Capture

This phase is designed to ensure no lead is ever missed by automating how initial contact attempts from prospects are handled and recorded.

📍 What Capture Does

Captures leads from phone calls, website, voice/chat & social media DMs.

The goal is to automate the intake of all inbound enquiries from every channel so that nothing slips through the cracks whether it’s a call after hours or a DM over the weekend.

n8n automation

Step 1: Detect Inbound Contact Across Channels

Trigger events:

  • Incoming email

  • Incoming phone call

  • Website form submission

  • Live chat message

  • WhatsApp/Instagram/FB/DM

Purpose:

Automatically recognise any incoming touchpoint that signals a lead. This ensures capture no matter where the lead initiates contact.

Step 2: Channel Routing

Once a lead appears, the automation:

  • Identifies the source channel (email, (call, website form, DM, chat)

  • Routes it into a centralised lead intake queue

Purpose:

This harmonises data regardless of origin, preventing fragmentation of lead info.

Step 3: AI-Powered Intake Response

Instead of leaving the lead unanswered:

  • AI immediately responds on the same channel

  • Starts conversational intake in natural language

This response does three things:

▪️ AI immediately responds on the same channel

▪️ Starts conversational intake in natural language

▪️ Sets up context for the next phases (Convert & Book)

Step 4: Preliminary Data Collection

During or immediately after contact, the system:

  • Logs core lead data:

    ▪️ Name

    ▪️ Contact info

    ▪️Preferred communication method

    ▪️ Enquiry details

  • Timestamps everything

  • Normalises formats across channels

Outcome:

Consistency, and high-quality lead data in the backend

Step 5: Centralised Lead Log & API Sync

Captured data is:

  • Stored in a unified lead database

  • Synced to the CRM and other business tools via API/webhooks

Purpose:

  • No manual data entry

  • Avoids duplicates & broken records

  • Creates a central reference for all future actions

Step 6: Signal for Next Stage

After capture, the automation:

  • Flags that the lead has entered the system

  • Triggers the next phase (Convert) automatically

  • Ensures the incoming lead is now ready for qualification and follow-up workflows

This makes the transition from capture to convert seamless.

✅ What The “Capture” Automation Solves

Problem

How the "capture" AI automation fixes it

Missed calls, unanswered DMs, and after-hours enquiries

The automation continuously monitors inbound calls, website chat, forms, and social DMs, responding instantly in natural language — even when staff are busy, offline, or closed — so no enquiry is ever lost.

Leads arriving from multiple platforms are scattered or forgotten

All enquiries are automatically captured into a single, centralised pipeline, eliminating fragmented inboxes and ensuring every lead enters the same structured process from the first touchpoint.

Lead information is incomplete, inconsistent, or lost

The automation collects and normalises essential lead details (contact info, enquiry context, channel source, timestamps) at the point of entry, creating clean, usable records without manual data entry.

Delays caused by manual handling or slow first responses

The automation responds within seconds, acknowledges the enquiry, and begins engagement immediately, reducing drop-off, increasing trust, and setting the stage for qualification and conversion.

No way to see whether a lead was actually received, recorded, or followed up.

Every enquiry is automatically logged, time-stamped, and tracked from first contact through follow-up, giving you a clear, auditable record of what was received and how it was handled.

This phase ensures the business never loses a lead at the very first touch point, turning silent prospects into actionable entries in the sales process.

The Automated 3-Step Process: Capture | Convert | Book

Your AI agent captures calls, website enquiries, chat and social DMs instantly even when your team is busy or offline!

Phase 1: Capture

This phase is designed to ensure no lead is ever missed by automating how initial contact attempts from prospects are handled and recorded.

📍 What Capture Does

"Capture" captures leads from phone calls, website, voice/chat & social media DMs.

The goal is to automate the intake of all inbound enquiries from every channel so that nothing slips through the cracks whether it’s a call after hours or a DM over the weekend.

n8n automation

Step 1: Detect Inbound Contact Across Channels

Trigger events:

  • Incoming email

  • Incoming phone call

  • Website form submission

  • Live chat message

  • WhatsApp/Instagram/FB/DM

Purpose:

Automatically recognise any incoming touchpoint that signals a lead. This ensures capture no matter where the lead initiates contact.

Step 2: Channel Routing

Once a lead appears, the automation:

  • Identifies the source channel (email, (call, website form, DM, chat)

  • Routes it into a centralised lead intake queue

Purpose:

This harmonises data regardless of origin, preventing fragmentation of lead info.

Step 3: AI-Powered Intake Response

Instead of leaving the lead unanswered:

  • AI immediately responds on the same channel

  • Starts conversational intake in natural language

This response does three things:

▪️ AI immediately responds on the same channel

▪️ Starts conversational intake in natural language

▪️ Sets up context for the next phases (Convert & Book)

Step 4: Preliminary Data Collection

During or immediately after contact, the system:

  • Logs core lead data:

    ▪️ Name

    ▪️ Contact info

    ▪️Preferred communication method

    ▪️ Enquiry details

  • Timestamps everything

  • Normalises formats across channels

Outcome:

Consistency, and high-quality lead data in the backend

Step 5: Centralised Lead Log & API Sync

Captured data is:

  • Stored in a unified lead database

  • Synced to the CRM and other business tools via API/webhooks

Purpose:

  • No manual data entry

  • Avoids duplicates & broken records

  • Creates a central reference for all future actions

Step 6: Signal for Next Stage

After capture, the automation:

  • Flags that the lead has entered the system

  • Triggers the next phase (Convert) automatically

  • Ensures the incoming lead is now ready for qualification and follow-up workflows

This makes the transition from capture to convert seamless.

✅ What The “Capture” Automation Solves

Problem → Solution

P: Missed calls, unanswered DMs, and after-hours enquiries

S: The capture automation continuously monitors inbound calls, website chat, forms, and social DMs, responding instantly in natural language — even when staff are busy, offline, or closed — so no enquiry is ever lost.

P: Leads arriving from multiple platforms are scattered or forgotten

S: All enquiries are automatically captured into a single, centralised pipeline, eliminating fragmented inboxes and ensuring every lead enters the same structured process from the first touchpoint.

P: Lead information is incomplete, inconsistent, or lost

S: The automation collects and normalises essential lead details (contact info, enquiry context, channel source, timestamps) at the point of entry, creating clean, usable records without manual data entry.

P: Delays caused by manual handling or slow first responses

S: The automation responds within seconds, acknowledges the enquiry, and begins engagement immediately, reducing drop-off, increasing trust, and setting the stage for qualification and conversion.

P: No way to see whether a lead was actually received, recorded, or followed up.

S: Every enquiry is automatically logged, time-stamped, and tracked from first contact through follow-up, giving you a clear, auditable record of what was received and how it was handled.

This phase ensures the business never loses a lead at the very first touch point, turning silent prospects into actionable entries in the sales process.

The Automated 3-Step Solution: Capture | Convert | Book

Your AI agent captures calls, website enquiries, chat and social DMs instantly even when your team is busy or offline!

Phase 2: Convert

This phase is designed to understand lead intent, ask the right questions, and determine the most effective next action — automatically and at scale.

📍 Once a lead has been captured, the Convert automation ensures that:

▪️ The lead is engaged immediately

▪️ Their intent is understood

▪️ They are qualified, prioritised, and progressed

▪️ No human intervention is required unless the lead is worth it

In short: This is where raw enquiries turn into real opportunities.

n8n automation

Step 1: Lead Context Ingestion

The automation receives the lead data from Capture, including:

  • Source (call, chat, DM, form)

  • Conversation transcript (if voice/chat)

  • Time of enquiry

  • Contact details

  • Initial enquiry intent (if already inferred)

Purpose:

Automatically recognise any incoming touchpoint that signals a lead, ensuring capture no matter where the lead initiates contact.

Step 2: Intent Recognition & Classification

The AI analyses the enquiry to determine:

  • Primary intent (e.g. booking, pricing, availability, general enquiry)Routes it into a centralised lead intake queue

  • Urgency level

  • Buying signals (timeframe, specificity, language used)

Outcome:

The lead is classified into intent categories (e.g. high-intent, exploratory, low-intent).

Step 3: Conversational Qualification

Based on intent, the AI dynamically asks only the necessary questions, such as:

  • What service they’re looking for

  • Preferred timing or urgency

  • Budget or decision-readiness signals (where appropriate)

Consistency, and high-quality lead data in the backend

Key point:

Different leads experience different questions — the system does not force one flow.

Step 4: Lead Scoring & Segmentation

As the conversation progresses, the AI assigns a live score based on:

  • Intent strength

  • Fit with the business offering

  • Readiness to proceed

  • Engagement behaviour

Leads are segmented automatically, for example:

▪️ 🔥 High-intent / Sales-ready

▪️ 🟡 Warm / Needs nurturing

▪️ ❄️ Low-intent / Information only

Step 5: Smart Follow-Up Logic

If the lead does not convert immediately:

  • The AI triggers intelligent follow-ups via the same channel

  • Timing and messaging adapt based on prior responses

  • Follow-ups stop instantly if the lead re-engages

Purpose:

To prevent drop-off without sounding robotic or aggressive.

Step 6: Conversion Path Decision

Based on score and behaviour, the AI decides the next action:

  • Push to Book A Free Demo/Call

  • Route to a human (if required)

  • Enter a nurture or re-engagement sequence

  • Close the loop if the lead is unqualified

This decision happens without manual review.

Step 7: CRM Update & Status Sync

All outcomes are logged automatically:

This decision happens without manual review.

  • Lead status updated

  • Conversation history attached

  • Qualification notes stored

  • Conversion readiness flagged

This ensures complete visibility without manual admin.

✅ What The “Convert” Automation Solves

Problem → Solution

P: Leads aren’t engaged meaningfully after initial contact.

S: The automation interprets lead intent and begins a natural-language conversation tailored to the enquiry.

P: Sales teams waste time on low-intent or unqualified enquiries.

S: The automation qualifies leads in real time, scores intent, and filters out poor-fit enquiries automatically.

P: Inconsistent or delayed follow-up across channels.

S: The automation runs consistent, multi-channel follow-up sequences that adapt to each lead’s behaviour.

P: Manual CRM updates and incomplete lead records.

S: Every interaction, qualification outcome, and status update is logged automatically and accurately in the CRM.

This phase ensures leads are intelligently filtered and progressed without manual effort, so your team spends time only on opportunities ready to convert.

The Automated 3-Step Solution: Capture | Convert | Book

Your AI agent captures calls, website enquiries, chat and social DMs instantly even when your team is busy or offline!

Phase 3: Book

This stage is designed to remove friction from scheduling by automatically turning qualified conversations into confirmed calendar bookings.

📍 What the "Booking Automation" Does:

Once a lead has been captured and converted (qualified), the Booking automation ensures that:

  • Appointments are booked instantly

  • Calendars are updated accurately

  • No-shows are reduced

  • Admin work is eliminated

In short: this is where intent turns into a confirmed commitment.

n8n automation

Step 1: Booking Eligibility Check

The automation first confirms that the lead:

  • Meets the qualification criteria

  • Is marked as sales-ready or appointment-ready

  • Has no outstanding questions preventing commitment

Purpose:

To prevent low-intent or unqualified leads from clogging calendars.

Step 2: Real-Time Availability Sync

The automation first confirms that the lead:

The lead is classified into intent categories (e.g. high-intent, exploratory, low-intent).

  • Meets the qualification criteria

  • Is marked as sales-ready or appointment-ready

  • Has no outstanding questions blocking commitment

Availability is checked in real time, not via static links.

Step 3: Conversational Booking Prompt

The AI invites the lead to book using natural language:

  • Offers suitable time options

  • Adjusts suggestions based on urgency or preference

  • Handles objections or rescheduling requests smoothly

This happens inside the same conversation — no handoff friction.

Step 4: Appointment Confirmation

Once a slot is selected:

  • The booking is locked in automatically

  • All systems are updated instantly

  • The lead receives a confirmation via their preferred channel

Details typically include:

▪️ Date & time

▪️ Location or meeting link

▪️ What to expect next

Step 5: Automated Reminders & No-Show Prevention

The system triggers reminder logic:

  • SMS / WhatsApp / Email reminders

  • Timing adjusted based on booking type

  • Optional reconfirmation prompts

Purpose:

To reduce no-shows and last-minute cancellations without staff chasing.

Step 6: Internal Notifications & Handover

Relevant team members are notified with:

  • Lead context

  • Qualification notes

  • Conversation history

  • Booking details

Outcome:

This ensures a warm, informed handover, and not a cold calendar entry.

Step 7: CRM & Pipeline Update

Finally, the automation:

  • Updates lead status to “Booked”

  • Logs booking metadata

  • Advances the pipeline stage automatically

Outcome:

No manual admin. No forgotten updates.

✅ What The “Book” Automation Solves

Problem → Solution

P: High-intent leads drop off before booking due to friction or delays.

S: The booking automation moves qualified leads directly into booking flows at the right moment.

P: Manual scheduling causes delays, errors, and missed opportunities.

S: The automation handles appointment booking automatically based on availability and rules.

P: No-shows and last-minute cancellations waste time and revenue

S: The automation sends confirmations, reminders, and rescheduling prompts without staff involvement.

P: Bookings happen, but follow-through is inconsistent

S: The automation ensures every booking is confirmed, logged, and prepared for handover automatically.

This phase ensures a seamless transition from qualified enquiry to confirmed bookings, eliminating scheduling friction and boosting conversions from lead to appointment.

✅ 3-Step Automation Value

Together, these phases create a fully autonomous lead pipeline:

  • The Capture automation ensures no lead is missed.

  • The Convert automation turns those captured leads into qualified prospects without manual effort.

  • The Booking automation turns qualified prospects into scheduled interactions with minimal friction.

Key takeaway: A fully automated lead-to-booking pipeline! Capture prevents missed leads, Convert qualifies and follows up, and Book turns intent into confirmed appointments.

Want to Partner with Us? 🤝

Let’s build a lead-capture, and follow-up system that books appointments automatically so you stop losing revenue to missed calls & unanswered DMs.

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Copyright 2026 | AIVIA Systems | All Rights Reserved

The Automated 3-Step Solution: Capture | Convert | Book

Your AI agent captures calls, website enquiries, chat and social DMs instantly even when your team is busy or offline!

Phase 2: Convert

This phase is designed to understand lead intent, ask the right questions, and determine the most effective next action — automatically and at scale.

📍 Once a lead has been captured, the Convert automation ensures that:

▪️ The lead is engaged immediately

▪️ Their intent is understood

▪️ They are qualified, prioritised, and progressed

▪️ No human intervention is required unless the lead is worth it

In short: This is where raw enquiries turn into real opportunities.

n8n automation

Step 1: Lead Context Ingestion

The automation receives the lead data from Capture, including:

  • Source (call, chat, DM, form)

  • Conversation transcript (if voice/chat)

  • Time of enquiry

  • Contact details

  • Initial enquiry intent (if already inferred)

Purpose:

Automatically recognise any incoming touchpoint that signals a lead, ensuring capture no matter where the lead initiates contact.

Step 2: Intent Recognition & Classification

The AI analyses the enquiry to determine:

  • Primary intent (e.g. booking, pricing, availability, general enquiry)Routes it into a centralised lead intake queue

  • Urgency level

  • Buying signals (timeframe, specificity, language used)

Outcome:

The lead is classified into intent categories (e.g. high-intent, exploratory, low-intent).

Step 3: Conversational Qualification

Based on intent, the AI dynamically asks only the necessary questions, such as:

  • What service they’re looking for

  • Preferred timing or urgency

  • Budget or decision-readiness signals (where appropriate)

This is adaptive, not scripted.

Key point:

Different leads experience different questions — the system does not force one flow.

Step 4: Lead Scoring & Segmentation

As the conversation progresses, the AI assigns a live score based on:

  • Intent strength

  • Fit with the business offering

  • Readiness to proceed

  • Engagement behaviour

Leads are segmented automatically, for example:

▪️ 🔥 High-intent / Sales-ready

▪️ 🟡 Warm / Needs nurturing

▪️ ❄️ Low-intent / Information only

Step 5: Smart Follow-Up Logic

If the lead does not convert immediately:

  • The AI triggers intelligent follow-ups via the same channel

  • Timing and messaging adapt based on prior responses

  • Follow-ups stop instantly if the lead re-engages

Purpose:

To prevent drop-off without sounding robotic or aggressive.

Step 6: Conversion Path Decision

Based on score and behaviour, the AI decides the next action:

  • Push to Book A Free Demo/Call

  • Route to a human (if required)

  • Enter a nurture or re-engagement sequence

  • Close the loop if the lead is unqualified

This decision happens without manual review.

Step 7: CRM Update & Status Sync

All outcomes are logged automatically:

This decision happens without manual review.

  • Lead status updated

  • Conversation history attached

  • Qualification notes stored

  • Conversion readiness flagged

📍 This decision happens without manual review.

✅ What The “Convert” Automation Solves

Problem

How the "convert" AI automation fixes it

Leads aren’t engaged meaningfully after initial contact

AI interprets lead intent and begins a natural-language conversation tailored to the enquiry.

Sales teams waste time on low-intent or unqualified enquiries.

AI qualifies leads in real time, scores intent, and filters out poor-fit enquiries automatically.

Inconsistent or delayed follow-up across channels

AI runs consistent, multi-channel follow-up sequences that adapt to each lead’s behaviour.

Manual CRM updates and incomplete lead records

Every interaction, qualification outcome, and status update is logged automatically and accurately in the CRM.

This phase ensures leads are intelligently filtered and progressed without manual effort, so your team spends time only on opportunities ready to convert.

The Automated 3-Step Solution: Capture | Convert | Book

Your AI agent captures calls, website enquiries, chat and social DMs instantly even when your team is busy or offline!

Phase 3: Book

This stage is designed to remove friction from scheduling by automatically turning qualified conversations into confirmed calendar bookings.

📍 What the "Booking Automation" Does:

Once a lead has been captured and converted (qualified), the Booking automation ensures that:

  • Appointments are booked instantly

  • Calendars are updated accurately

  • No-shows are reduced

  • Admin work is eliminated

In short: this is where intent turns into a confirmed commitment.

n8n automation

Step 1: Booking Eligibility Check

The automation first confirms that the lead:

  • Meets the qualification criteria

  • Is marked as sales-ready or appointment-ready

  • Has no outstanding questions preventing commitment

Purpose:

To prevent low-intent or unqualified leads from clogging calendars.

Step 2: Real-Time Availability Sync

The automation first confirms that the lead:

The lead is classified into intent categories (e.g. high-intent, exploratory, low-intent).

  • Meets the qualification criteria

  • Is marked as sales-ready or appointment-ready

  • Has no outstanding questions blocking commitment

Availability is checked in real time, not via static links.

Step 3: Conversational Booking Prompt

The AI invites the lead to book using natural language:

  • Offers suitable time options

  • Adjusts suggestions based on urgency or preference

  • Handles objections or rescheduling requests smoothly

This happens inside the same conversation — no handoff friction.

Step 4: Appointment Confirmation

Once a slot is selected:

  • The booking is locked in automatically

  • All systems are updated instantly

  • The lead receives a confirmation via their preferred channel

Details typically include:

▪️ Date & time

▪️ Location or meeting link

▪️ What to expect next

Step 5: Automated Reminders & No-Show Prevention

The system triggers reminder logic:

  • SMS / WhatsApp / Email reminders

  • Timing adjusted based on booking type

  • Optional reconfirmation prompts

Purpose:

To reduce no-shows and last-minute cancellations without staff chasing.

Step 6: Internal Notifications & Handover

Relevant team members are notified with:

  • Lead context

  • Qualification notes

  • Conversation history

  • Booking details

Outcome:

This ensures a warm, informed handover, and not a cold calendar entry.

Step 7: CRM & Pipeline Update

Finally, the automation:

  • Updates lead status to “Booked”

  • Logs booking metadata

  • Advances the pipeline stage automatically

Outcome:

No manual admin. No forgotten updates.

✅ What The “Book” Automation Solves

Problem

How the "convert" AI automation fixes it

High-intent leads drop off before booking due to friction or delays.

The booking automation moves qualified leads directly into booking flows at the right moment.

Manual scheduling causes delays, errors, and missed opportunities.

The automation handles appointment booking automatically based on availability and rules.

No-shows and last-minute cancellations waste time and revenue

The automation sends confirmations, reminders, and rescheduling prompts without staff involvement.

Bookings happen, but follow-through is inconsistent

The automation ensures every booking is confirmed, logged, and prepared for handover automatically.

This phase ensures a seamless transition from qualified enquiry to confirmed bookings, eliminating scheduling friction and boosting conversions from lead to appointment.

3-Step Automation Value (Capture → Convert → Book)

Together, these phases create a fully autonomous lead pipeline:

  • The Capture automation ensures no lead is missed.

  • The Convert automation turns those captured leads into qualified prospects without manual effort.

  • The Booking automation turns qualified prospects into scheduled appointments with minimal friction.

Key takeaway: A fully automated lead-to-booking pipeline! Capture prevents missed leads, Convert qualifies and follows up, and Book turns intent into confirmed appointments.

Want to Partner with Us? 🤝

Let’s build a lead-capture & follow-up system that books appointments automatically so you stop losing revenue to missed calls & unanswered DMs.

CUSTOMER SERVICE

Copyright 2026 | AIVIA Systems | All Rights Reserved