Lead Response & Follow-Up System · Utah County
Every lead answered. Every estimate followed up. Without you chasing it.
Our flagship system: a lead comes in by form, text, call or email and gets a prompt response; the estimate is followed up until it's a yes or a no; the CRM stays current on its own; the customer books from the follow-up; you see what's open. Built on your own tools, inside accounts you own. Beyond leads, the same practice automates the rest of the repetitive week — intake, status, reminders, reports.
01 — The problem
You already know it's wasteful. You just don't have a Tuesday free to fix it.
The inbox is the system
Leads, requests and approvals all live in the same place as newsletters. Things get answered because someone remembers, not because a process caught them.
The same data, three times
It arrives in an email, gets typed into a spreadsheet, then copied into whatever you use to invoice. Every hop is a chance to lose it.
Nobody owns the boring part
The repetitive work has no owner, so it lands on whoever has capacity — usually the person whose time is worth the most.
02 — How it works
Audit first. We tell you what we'd do before you pay for anything.
Answer a few questions
About five minutes. Where the hours go, how leads arrive, what you rebuild by hand.
You get a written read
What we'd automate first, why that one, and roughly how many hours a month it gives back. Three ways to do it — and a custom offer for the one that fits.
We build it on your instance
Your accounts, your credentials, your data. Not ours. You can see every step and change it without us.
You own it
Documented and handed over. The monthly fee is for keeping it healthy — not for holding it hostage.
If the honest answer is that you don't need us, that's what the audit says. A business with five emails a day and one spreadsheet may not need automation — it may just need a better rule. We'll tell you that too.
03 — How pricing works
Three ways in. Custom-quoted after the diagnostic.
There is no price list — every quote is custom, and it comes out of the diagnostic, not before it. First the audit, then a written offer matched to the category of what you actually need. Setup is one-time; a flat monthly covers monitoring, fixes when something upstream changes, and small adjustments. You also pay for your own automation platform directly, so the account and billing stay under your control.
One pain, solved
Timeline set in the proposal- The single process that costs you the most time
- Built and running on your own instance
- One round of adjustments after you use it
- 30 days of support
The whole flow
Timeline set in the proposal- A complete process end to end, not one piece of it
- Lead arrives → gets sorted → gets answered → lands in your CRM
- CRM structure built if you don't have one
- A panel to change your own text and rules without calling us
Operations on autopilot
Timeline set in the proposal- Intake, response, onboarding and reporting, all running
- Error alerting — you hear about a failure before a client does
- Every flow documented
- Training so your team can run it without us
One custom number per offer, no discount theater. We'd rather quote something we can deliver than win on a number we have to claw back later.
04 — Start here
Start with the essentials. Continue for the full read.
Start with the basics and we can write back with an initial read. Continue if you want us to map the process, the environment it should run in, and what we would tackle first. No call required.
Answer what you can — if you don't track something, say so. That's an answer too, and often the most useful one.
05 — Questions
What people ask before starting.
What if I don't know what to automate?
That's the normal case, and it's what the audit is for. You describe where the time goes; we name the process. Most people are surprised by which one comes out first — it's rarely the one they were thinking about.
Do I have to switch tools?
Almost never. We build around what you already use — Gmail or Outlook, your spreadsheets, your CRM if you have one. Replacing tools is expensive and it's usually the automation, not the tool, that was missing.
What happens if it breaks?
Things upstream change — an app updates, a form moves. Every build includes error alerting, so we find out before you do. Fixing that is what the monthly covers.
Who owns it?
You do. It runs on your accounts with your credentials, and it's documented. If you stop working with us, it keeps running and you can hand it to anyone. We don't host clients on our own infrastructure — that would make us your single point of failure.
Will it replace someone on my team?
Not in the businesses we work with. It removes the mechanical part of the job — the copying, the sorting, the chasing — so the same people spend their day on the part that needs a human. If your goal is headcount reduction, we're probably not the right fit.
How fast do I see something?
The exact timeline is written into the proposal after the diagnostic. We deliberately start with one process instead of a grand plan, because a small thing that works beats a big thing that's still being built.
Is this the same company as the movement program?
Yes. Break Flow runs an on-site human performance program for Utah teams, and this automation practice grew out of the systems we built to run it. Same person, same standards, different problem.