AiXCEL SolutionsLead Operations
Every enquiry captured, scored, routed to an owner and followed up on a clock until a call is booked.
Built in your own accountsA person approves outbound actionsHanded over with a runbook
3 workstreams that help you book more calls:
- New
- Contacted
- Qualified
- Booked
Routing rules
- Tier AHigh fit and intentBook now
- Tier BFit, low urgencyNurture
- Tier CNot ready yetRe-engage
- HotNeeds a person nowOwner alert
- HeldMissing contact detailsException queue
Follow-up clock
- 0 minSMS and email sentSent
- 5 minOwner alert in SlackAlerted
- 1 hourCall task createdQueued
- Day 1First nudgeQueued
- StopReply or booking ends the sequenceRule
Teams that run on AiXCEL systems
Connects to the tools you already use
- Meta Ads
- Google Ads
- HubSpot
- HighLevel
- Slack
- Gmail
- Calendly
- Zapier
- Make
- n8n
- OpenAI
- Webflow
Speed-to-lead build
A fixed-scope build inside your own CRM, such as HubSpot or HighLevel. We map your intake, then wire capture, scoring, routing and owner alerts so every enquiry lands with a named person and a next step.
Choose your use case
What gets built
- Intake and required-field check
- Contact matching and duplicate prevention
- Scoring, routing rules and a visible owner queue
- Calendar and lifecycle checks before follow-up
Lead sources
Enrich & score
Enrich & scoreMatch contactCheck duplicatesScore fit, intentQualified leads
Routing paths
Synced to your CRMFollow-up engine
Follow-up that runs on a clock, not on someone remembering. Each step fires on schedule, booked and opted-out contacts are held out, and a person approves what goes outbound.
- Minute 0
SMS and email
The first touch goes out from an approved template the moment an enquiry lands.
Person approves - 5 min
Owner alert in Slack
The named owner is pinged with the lead, its tier and the next step.
Internal - 1 hour
Call task
If no one has reached the lead, a call task lands in the owner's queue.
Internal - Day 1 · 3 · 7
Nudges
Short follow-ups spaced over a week, each from an approved template.
Person approves - Stop
Stop on reply or booking
A reply or a booked call ends the sequence, so no one is chased twice.
Rule
A person approves every outbound template and rule before it goes liveEvery step runs on a clock
Booking and opt-out checks
Booked, opted-out and already-owned records follow the agreed rules and stay out of every nudge.
Exceptions have an owner
Missing details, duplicates and a tool going down land in an exception view instead of vanishing.
Review before execution
Drafting, review and execution are separate steps wherever a decision has consequences.
Lead ops reporting
Response time, contact and booking rates, and what is stuck, in one reporting view and a daily pulse in Slack. Data gaps are shown rather than hidden.
A daily pulse, in Slack
Each morning the team gets a short summary: what came in, how fast it was handled, what is booked and what still needs an owner. The same numbers sit in a reporting view you can open any time.
Daily pulse · yesterday
- New enquiries
- 25
- Contacted
- 18
- Booked
- 6
- Needs an owner
- 2
- Response time per lead, by owner
- Contact and booked rates by source and tier
- Unresolved exceptions, with who owns each
How an engagement runs
Sprints are fixed-scope and priced before we start. Every engagement follows the same path, built in your accounts and handed over.
- 01
Map
Thirty minutes with Ahmad. We map one recurring bottleneck, the tools involved and what a working system would change.
- 02
Build in your accounts
One recurring workflow first, with the smallest useful set of integrations. A person approves every outbound action.
- 03
Test the difficult paths
Duplicates, incomplete information and a tool going down are tried before launch, against agreed acceptance criteria.
- 04
Hand over
The keys, a runbook, an operating checklist and training, so your team can run it without us.
- 05
Improve
Ongoing monitoring and improvements are scoped separately, once the system is live and the numbers are in.
Frequently asked questions
Can the AI send messages or change records on its own?
External actions need explicit authorization and tested rules. Drafting, review and execution are separate steps when a decision has consequences, and we put a person in front of every outbound action.
Do we have to replace our current tools?
Often the first improvement can use your existing platforms and APIs, such as HubSpot or HighLevel. Tool changes are considered only when the current setup cannot meet the agreed requirements.
Will this bring in more leads?
A first project improves how your existing enquiries are handled: who owns them, how fast they are contacted and whether a call gets booked. It does not promise extra demand or appointments.
What happens before you quote, and how is it priced?
We review the workflow, its owners, the tools involved and the access needed. The proposal then defines the scope, assumptions, responsibilities and acceptance criteria. Sprints are fixed-scope and priced before we start; ongoing workstreams run as subscriptions.
What happens after handover?
Documentation, an operating checklist, a runbook and training are part of the agreed delivery. Ongoing monitoring, improvements and support are scoped separately.
Schedule a workflow mapping call
Thirty minutes with Ahmad. We map where leads leak between your tools and what we would build first.
Book a workflow mapping call