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Business Consulting · Consulting Practice

Built an Automated Lead-to-Client Pipeline from Scratch in 5 Weeks

Result
From zero systems to automated pipeline
Timeline
5 weeks
Engagement
CRM + Automation Implementation
If I didn't have this, I would have died already because it's chaotic.

Irene Bonjeh · Consulting Practice

01The problem

Where the work was getting stuck.

Irene runs a consulting practice across Cameroon and Germany. She was generating leads on LinkedIn but had no system to track, follow up, or convert them.

  • No CRM or tracking system. Every lead lived in her head.
  • Contracts, payments, and onboarding were all manual processes
  • Follow-ups depended entirely on memory. Multiple leads meant things slipped.
  • Frequent power outages (up to 12 hours) made any manual process fragile

Irene was generating real interest but had no way to catch it. The leads that mattered most were the ones falling through the cracks.

02What we built

The system, phase by phase.

We built a Notion CRM with automated contracts, payments, onboarding, and booking reminders so the system works whether Irene is online or not.

01

Phase 1: Map the client journey

  • Defined the full process in Whimsical: from booking to clarity call to contract to onboarding
  • Identified every manual step that could be automated
02

Phase 2: Build the Notion CRM

  • Created lead and client views with status-based pipelines
  • Integrated Tally forms so intake data auto-populates into lead records
  • Built task management linked to client projects
03

Phase 3: Automate contracts and payments

  • Connected eSignatures.io with dynamic variables from Notion
  • Automated payment request emails triggered by contract signing
  • Made deposit amounts configurable per client without touching the automation
04

Phase 4: Automate onboarding

  • Client project auto-created when lead converts
  • Onboarding email with needs assessment form sent automatically
  • Tasks generated for Irene to kick off the engagement
05

Phase 5: Booking and reminders

  • Configured Cal.com with Zoom integration for all client calls
  • Set up SMS and email reminders at 24h, 2h, and 15min before calls
  • Reduced no-shows with multi-channel reminders

Built with

Notion · Cal.com · eSignatures.io · Tally · Zoom · Make.com · WhatsApp

03What changed

What it did for the business.

  • From zero systems to a fully automated lead-to-client pipeline in 5 weeks
  • 7 leads booked clarity calls within the first month of going live
  • Ghosted leads easily tracked and followed up with, resulting in rescheduled calls
  • Contract generation and payment requests triggered by moving a card in Notion
  • Full visibility into every lead's status at a glance
  • System runs during power outages since automated sends don't need Irene online
04What we would tell you

What this one taught us.

  • Build the system before the leads come. By the time you're drowning in follow-ups, it's too late to organize.
  • Automation matters most in unreliable environments. When you can't guarantee you'll be online, the system has to work without you.
  • A CRM doesn't need to be complex to be transformational. Two views, a handful of statuses, and three automations changed everything.

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