Let’s talk about what actually causes a sales process to stall.
It’s not always the pricing.
Or your offer.
Or your form being too long.
It’s the black hole between “They reached out” and “They booked a call.”
That murky middle where you’re not sure:
Did I already follow up?
Have they booked a meeting yet?
Did they just ghost—or did I forget to reply?
This is where a lot of warm, qualified leads quietly fall through the cracks. Not because you’re not doing enough, but because you don’t have a simple way to see what’s happening at each stage.
Why this matters more than most people admit
You’re probably not tracking leads to build a pipeline report.
You’re tracking leads because you care about follow-through.
You want to respond quickly.
You want people to feel seen.
You don’t want to chase someone or miss someone who’s genuinely a good fit.
But when there’s no system showing you:
Who came in from where
Who booked a call and who didn’t
What stage each person is in
…it gets muddy, fast.
And that leads to decision fatigue, missed connections, and way too much mental load just to keep up.
So I built something small and simple that actually helps
This workflow doesn’t replace your whole sales system.
But it does give you a clear picture of where your leads are—and what needs your attention.
Here’s what it covers:
Every new lead gets an immediate, tailored response
They’re added to a Google Sheet that acts as a lightweight CRM
Doesn’t matter if they filled out the form or booked directly through your calendar link—both paths are covered
Once they book, their status is automatically updated
If they haven’t booked, it stays visible so you know who to follow up with
This kind of tracking lets you stay proactive without constantly toggling between tools or wondering what you forgot.
What the system actually does
Let’s simplify this:
1. Someone fills out your contact form
You ask your usual questions: name, email, budget, what they need help with, etc.
That form submission triggers an automation in Make.com.
From there, two things happen simultaneously:
They get a kind, tailored email with your scheduling link (only if they’re prequalified)
Their info gets dropped into a spreadsheet that acts as your CRM
2. That spreadsheet includes columns like:
Name
Email
Company
Website
Budget
Notes
Status (dropdown: Intake, Meeting booked, Proposal sent, etc.)
And the “Status” field? It gets updated automatically when they book a meeting.
3. What if they don’t use your form and just book a call directly?
That’s covered too.
When someone books through your scheduling link (I used Cal.com), another automation kicks in.
It checks: is this person already in the sheet?
If yes → update their status to “Meeting booked”
If no → add them as a new row with that status
No more wondering. No more sifting through emails or checking five tabs.
You see, at a glance, where every lead stands.
Why this helped more than I expected
This isn’t just about staying organized.
It’s about saving your brain.
When you’re running a service-based business, you’re already making 1,000 micro-decisions a day. You don’t need lead follow-up to be another one.
This system gave me:
A clear, central place to track progress
Fewer things to hold in my head
A quick visual of who I need to follow up with
More consistency without more effort
And because it’s built with tools I already use (Google Sheets + Make.com), it felt easy to maintain. No big learning curve. No new platform to check.
Just a smarter way to manage the flow of people already interested in working with me.
How to build it (without spiraling)
You can absolutely build this from scratch—I walk through it step-by-step in my video.
But if you want the high-level breakdown, here’s what you’ll need:
Step 1: Set up your spreadsheet
Create a Google Sheet with headers like:
Name
Email
Company
Website
Budget
Notes
Status (use dropdowns with options like “Intake,” “Meeting booked,” “Proposal sent”)
Step 2: Create the intake form automation
In Make.com, create a scenario that triggers when someone fills out your form.
That flow should:
Send a personalized email reply (with booking link if qualified)
Add a new row to your spreadsheet, with status set to “Intake”
Step 3: Create the calendar automation
Create a second scenario that triggers when someone books a call through your calendar tool.
This one should:
Search your spreadsheet by email
If the lead exists → update the status to “Meeting booked”
If they don’t → add a new row with their name, email, and status set to “Meeting booked”
That’s it.
The next time you wonder where a lead is in the process, you’ll have the answer in front of you.
Want to try it?
I packaged the exact system into a Make.com blueprint you can import in minutes.
✅ Google Sheet template with status tracking
✅ Make.com scenarios for both form and calendar flows
✅ Pre-written filters, field mappings, and prompts
If you want help mapping it to your current tech stack or offer, I’ve got you.
👉🏼 Book a 15-minute strategy call here
P.S. This might sound small, but it changes everything.
Because once your leads stop living in your inbox—or worse, in your memory—you free up space to actually follow through.
To show up with care.
To respond faster.
To stop losing the people who were a good fit all along.
This doesn’t have to be complicated.
It just needs to be clear.
Let’s make it that way.
Share this post