Lead Capture for B2B SaaS with Automated Qualification and Notifications
Rishad Al Islam
System Overview
What it is: A chatbot-driven lead qualification and capture system that integrates with HubSpot for CRM management and Slack for instant sales notifications. The chatbot engages website visitors, qualifies leads based on criteria, and routes high-value prospects to the right representative in real time.
Core Capabilities
- Conversational lead capture via chatbot
- Automatic syncing of lead data with HubSpot CRM
- Lead qualification and scoring based on form inputs or chat answers
- Real-time Slack notifications to assigned sales reps
- Instant task creation in HubSpot for follow-up
- Integration with calendars for demo scheduling
- Analytics on lead quality, response time, and conversion
Business Problems Solved
- Reduce manual data entry for sales teams
- Capture leads 24/7 directly from website traffic
- Qualify leads instantly to improve response time
- Ensure high-value leads are routed to the right rep without delay
- Provide sales leadership with complete visibility into pipeline activity
Industries Served
B2B SaaS companies, agencies, enterprise software providers, consulting firms.
Actor Identification
Primary actor: Website visitor or prospect interacting with the chatbot.
Secondary actors: Chatbot assistant, HubSpot CRM, Slack workspace, sales representatives, calendar system.
Actor Goals
- Prospect: Get quick answers and an easy way to connect with sales.
- Sales Rep: Be notified instantly when a qualified lead arrives, with all context ready for follow-up.
- Chatbot: Collect and validate lead details, score intent, and route the lead efficiently.
- CRM/Admin: Maintain structured and accurate sales pipeline data.
Context and Preconditions
- Chatbot integrated with website and connected to HubSpot via API
- Lead qualification rules defined (budget, company size, urgency, interest level)
- Slack channel or direct messages configured for new lead alerts
- HubSpot workflows set up for task assignment and follow-ups
- Demo scheduling integration enabled with calendars
Basic Flow (Successful Scenario)
- Website visitor engages with the chatbot and provides details such as name, company, and need.
- Chatbot applies qualification rules and calculates an intent score.
- Lead data is synced into HubSpot CRM in real time.
- If intent score is above threshold, Slack notification is sent to assigned sales rep with full context.
- HubSpot workflow creates a follow-up task and can trigger an automated email sequence.
- Rep reaches out directly or schedules a demo with the lead.
Outcome: Leads are captured, qualified, and routed to sales instantly, cutting response time and improving conversion rates.
Ready to capture more high-value leads without adding work for your team? Let’s set up your automated lead system and start seeing results this week.
Alternate Flows
A1: Low-intent lead: If score is below threshold, lead is logged in HubSpot but enters a nurture campaign instead of instant Slack alert.
A2: Duplicate contact: If HubSpot detects duplicate, existing record is updated and rep notified of recent interaction.
A3: Slack delivery failure: If Slack notification fails, fallback email is sent to sales rep.
A4: Scheduling conflict: If requested demo time is unavailable, system proposes the next available slot and sends an updated invite.