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Route every new sales enquiry to the right rep

Sales & Business Development

Checks each new enquiry against who you sell to, sends good ones to the right rep in Slack with a reply drafted, and parks the rest.

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Every 2 minutes7 apps10 steps

Apps it connects

Authenticate each one once and the workflow is ready to run.

Google SheetsZeroBounceApolloAnthropicHubSpotSlackGmail

What it does

Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.

  1. 1Google SheetsRead rowsReads the 'New leads', 'Accounts', 'Reps' and 'Ledger' tabs so each lead can be matched, routed and checked for duplicates.

  2. For each lead

    1. 2ZeroBounceVerify emailChecks whether the lead's address is deliverable and notes a likely typo, so invalid or spam-trap addresses are dropped.
    2. 3ApolloEnrich personLooks up the lead's job title from their email address and name to sharpen the fit judgement.

    3. If not isFreeMailDomain

      1. 4ApolloEnrich organizationLooks up the company behind a business email domain for its name, headcount and industry.
    4. 5AnthropicGenerate model responseAsks the AI to judge fit and readiness separately, say what the enquiry really is, and draft a reply.

    5. If decision is “route”

      1. Try

        1. 6HubSpotGet contact by emailLooks up whether a routed lead already exists as a HubSpot contact before creating one.

        If a step fails

        1. 7HubSpotCreate contactCreates a HubSpot contact for a routed lead that was not already in your CRM, with name and company.

    6. If decision is not “drop”

      1. 8SlackSend messagePosts each lead worth a person's time in your channel, mentioning the rep it went to, with the evidence and a suggested reply.

    7. If replyMode is “draft” and decision is “route”

      1. 9GmailCreate draftSaves the suggested reply as a Gmail draft addressed to the lead, when you choose to reply by draft.
    8. 10Google SheetsAppend rowAdds one row per lead to the 'Ledger' tab with the decision, reason, owner and reply deadline, so no lead is handled twice.

How it works

What happens on each run, in plain English.

Every two minutes, new rows on the 'New leads' tab of your spreadsheet are picked up. Throwaway and undeliverable addresses are dropped, the company is matched against accounts you already own, and the AI reads what the person wrote to judge how well they fit who you sell to and how ready they are to talk. A good lead goes to the rep who owns the account, or to the next available rep in turn, is added to HubSpot and is posted in Slack mentioning that rep, with a reply drafted. Leads in no hurry are posted for nurture, partners and existing customers for someone to pick up, and pitches, job seekers, students and spam are recorded and left out.

When the AI is unsure what an enquiry is, it still goes to a person, flagged to be read first, though a throwaway or undeliverable address is always dropped. Every lead is written to the 'Ledger' tab, which is how none is handled twice; up to 10 are handled per run and the run says how many are still waiting. If Slack, the AI, HubSpot, a Gmail draft or the Ledger fails, the run is marked failed and names the leads.

You need Google Sheets, Slack, Anthropic and HubSpot connected, plus ZeroBounce and Apollo if you want addresses checked and companies looked up, and Gmail if replies should also be saved as drafts. You also need a spreadsheet with 'New leads', 'Accounts', 'Reps' and 'Ledger' tabs, and five settings filled in: who you sell to, who you do not, the spreadsheet link, the Slack channel and your booking link.

lead routingqualificationicpspeed to leadslackcrm

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