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Lead Scoring for AI Follow-Up: A Practical Small-Team Workflow

Most small teams do not need a bigger CRM. They need a reliable way to decide which leads deserve human attention now, which leads should receive an automated follow-up, and which leads should be parked until they show intent.

The useful version of lead scoring is not a 50-field enterprise model. It is a short operational rulebook that can be implemented with your existing form, inbox, CRM, and automation tool.

The 15-minute scoring model

Score every new lead on four dimensions:

1. Fit — industry, company size, geography, service area.
2. Intent — requested demo, pricing page, problem-specific form answer, missed call, reply to quote.
3. Urgency — timeline, pain level, deadline, current vendor failure.
4. Contactability — phone present, business email, calendar availability, prior relationship.

Use a 0-2 score for each. The maximum score is 8.

Why this beats generic automation

A generic autoresponder treats every lead the same. That creates two problems: high-intent buyers wait too long, and low-intent leads consume attention.

A score-first workflow lets automation do what it is best at: summarize context, draft the next message, enrich the CRM, and keep the conversation alive until a human step matters.

Implementation recipe

Step 1: Capture intent in the form

Add one required field: “What are you trying to fix?” Then offer four choices:

• missed calls or slow response
• too many manual follow-ups
• lead quality is unclear
• CRM/process cleanup

This single field often predicts the right follow-up better than a long questionnaire.

Step 2: Create the score

In your automation tool, assign points:

• +2 if the lead asks for pricing, demo, callback, or urgent help
• +2 if the company fits your best customer profile
• +1 if the message names a specific tool or workflow
• +1 if phone and business email are present
• -2 if the email is disposable, irrelevant, or vendor spam

Step 3: Generate the first response

For 4-6 point leads, use AI to draft a short reply:

Subject: Quick question about [problem]

Thanks for the context. Based on what you shared, the fastest win is likely [workflow].

One question before I point you to the right next step: are you trying to improve response speed, lead qualification, or handoff into your CRM?

Keep the AI inside a narrow template. The goal is speed and relevance, not a fully autonomous salesperson.

Step 4: Escalate hot leads

For 7-8 point leads, automation should do three things immediately:

1. create or update the CRM contact,
2. post a short summary to the owner/sales channel,
3. draft a call script or personalized reply.

The human still owns the close. Automation owns the delay.

Tool stack options

• CRM: HubSpot, Pipedrive, Freshsales, or another CRM with simple fields and activity history.
• Automation: Zapier, Make, n8n, or native CRM workflows.
• AI layer: an LLM step that summarizes the lead and drafts the reply.
• Speed-to-lead layer: phone/voice tools such as Aircall or CloudTalk if missed calls are a real revenue leak.

KPI checklist

Track these weekly:

• median first-response time for 7-8 point leads
• percentage of leads routed correctly
• booked calls from 4-6 point leads
• stale leads with no next action
• revenue from leads touched by the workflow

The simplest version to ship today

Start with one form, one score field, and three routes. Do not wait for perfect attribution. If the workflow gets hot leads answered faster and stops low-intent leads from clogging your day, it is already profitable.

CTA

If you want the template, copy the scoring table above into your CRM and add one automation rule per route. Memetic Forge is building these small-team AI operations playbooks in public; follow for the next implementation guide.