Will automated replies feel robotic to my customers?

No. Messages go out in your voice - plain, personal, and signed as your business. They stop the instant a human replies, so the customer experience is a fast, professional handover, not a bot loop. Good automation is invisible.

What happens to enquiries outside business hours?

They get an instant, genuine acknowledgement 24/7 - "Thanks, we've got this, you'll hear from us first thing" - and follow-ups schedule themselves within business hours. You wake up to a warm lead, not a cold one.

Whatever you already use. If you don't have one, we set up a simple Notion-based CRM as part of the build - no per-seat licence fees, and it doubles as your job pipeline.

How long does it take to set up?

Weeks, not months. Lead capture is deliberately small in scope so you see value fast - the audit gives you a concrete timeline before any build starts.

What if a lead replies to an automated message?

The sequence stops immediately and the right person is notified with the full context. Automation handles the chasing; humans handle the conversation.

Peregrine Automations

Lead Capture Automation for Service Businesses

Never lose a lead to slow follow-up again.

Lead capture automation answers every enquiry in seconds - an instant SMS and email, logged straight into your CRM, then followed up automatically until the job is won or lost. Designed, built and managed for you by Peregrine Automations, Sydney.

Run the free Workflow Auditor →Book a triage call

Five minutes - shows you where leads are leaking.

Lead capture automation diagram - enquiry to instant SMS and email reply, logged in the CRM

What is lead capture automation?

Lead capture automation is a system that responds to every enquiry instantly and follows up automatically - no manual chasing. When someone fills in your website form, emails, or leaves a message, the system creates the contact in your CRM, sends an immediate SMS + email reply, notifies the right person, and keeps following up on a polite schedule until there's an answer. No lead sits in an inbox overnight, and nothing depends on someone remembering.

Why speed-to-lead wins jobs

For service businesses, responding first (or at least quickly) is a major advantage - especially when customers are comparing a few options. Most owners reply when they get a chance - between jobs, after knock-off, on the weekend. That gap is where enquiries go cold.

Automation closes the gap exactly where it hurts most:

After hours - evenings and weekends are when customers enquire and when you're least able to answer
On the tools - the system responds while you're mid-job, not after
Every channel - forms, email and messages all land in one pipeline with the same instant response

You still have the real conversation. The system just makes sure the conversation actually happens.

What the system does

Enquiry arrives (website form, email, message) → contact and deal created in your CRM with the source tagged
Instant reply - SMS + email to the enquirer: "Thanks - here's what happens next"
Right person notified immediately, with the lead's details (SMS/email/Slack)
No response within your window → automatic follow-up sequence - polite, spaced, and stops the moment they reply
Everything logged - source, response time, outcome - so you can see which channels actually produce jobs

What it connects

You keep the tools you already use. We wire them together:

Website forms - whatever your site already runs on
CRM / operations hub - Notion, HubSpot, Pipedrive, ServiceM8 (or we set up a clean Notion-based CRM if you don't have one)
SMS - Twilio or ClickSend
Email & calendar - Google Workspace or Outlook
The glue - Make.com routes data between everything, with error handling and guardrails built in

No new logins for the team, no double entry - the best automation is the one your team never notices.

How much does lead capture automation cost?

Same engagement model as everything we build - three steps, and you can stop after any of them:

Automation Audit - a short, fixed-fee discovery. We map how enquiries flow today, quantify what slow follow-up is costing you, and hand you a prioritised roadmap.
Scoped build - a fixed price, agreed up front. Lead capture is usually a single workflow and typically the first one we build for a client - live in weeks, not months.
Managed service - a flat monthly retainer: we monitor, fix and improve the system so you never touch the plumbing.

For most service businesses, one or two recovered jobs cover the build. Run your own numbers with the ROI calculator, or book a triage call for a straight answer on whether it's worth it for your business.

Frequently asked questions

Ready to stop losing leads?

About Peregrine Automations

Peregrine Automations is a Sydney-based AI & automation agency founded by Matt Sullivan, a former managing director who spent a decade running service businesses before building the systems he wished he'd had. We design and manage done-for-you automations for Australian small businesses - and we run our own agency on the exact same stack we build for clients.