AI Lead Recovery
Stop missing opportunities when you miss a call.
When you can’t pick up, Keepflow can text the caller, find out what they need and pass the details to your team, so the enquiry doesn’t go cold.
The problem
When you’re on a job, with a customer or closed for the day, calls go unanswered. Callers often hang up rather than leave a voicemail, and by the time you ring back they may have found someone else.
Website and email enquiries can wait just as long when everyone is busy. Lead Recovery makes sure a missed enquiry gets a quick, helpful reply, and that your team has the details when they follow up.
How it works
One example in detail: what happens when a call is missed. The animation below shows two example workflows with fictional data.
A customer calls and you can’t answer.
Where you’ve set it up, they get a text straight away, using a message you’ve approved.
They reply with what they need, and the follow-up asks for any missing details.
The enquiry is recorded in your CRM or spreadsheet.
You get a short summary by text or email.
A member of your team follows up.
Simulated demonstration
Missed call follow-up
- Missed customer call
- Automatic SMS
- AI understands the enquiry
- Collects service, location and preferred time
- Creates lead
- Business owner receives summary
- Missed call from 07700 900461 at 14:02
- Hi, sorry we missed your call. I'm the booking assistant. What can we help you with?
- Hi, I need a boiler service. Ideally Thursday morning. I'm in Leeds, LS6.
-
- Service
- Boiler service
- Location
- Leeds, LS6
- Preferred time
- Thursday morning
- Lead created in CRMStatus: new, contacted automatically
- New lead for youBoiler service, Leeds LS6, Thursday morning. Customer has already had a reply.
Fictional example data.
Simulated demonstration
Quote follow-up
- Quote sent
- Automated follow-up
- Customer responds
- AI understands intent
- Interested customer returned to sales team
- Follow-up recorded
- Quote sent to Sam Patel: kitchen refit
- Hi Sam, just checking the quote came through. Happy to answer any questions or talk through options.
- Thanks. We're keen, but could it start in March? Budget is a bit tight at the moment.
-
- Intent
- Interested
- Timing
- March start
- Concern
- Budget
- Returned to your sales teamWarm lead. Suggested next step: discuss phased options.
- Follow-up recordedReply and next step logged against the deal.
Fictional example data.
What you get
- A missed-call and enquiry follow-up workflow, set up for your business
- Reply templates written with you and approved before launch
- Enquiry details recorded in your CRM or a spreadsheet
- Summaries sent to the right person by text or email
- Testing with realistic examples before it goes live
- A simple way to pause it at any time
A good fit for
- Trades and home service companies
- Dental practices
- Professional service firms that take enquiries by phone
- Any business that misses calls while serving customers
Limits and human handover
- It catches the calls you can’t answer. It doesn’t replace answering the phone
- Texts are only sent where it’s appropriate, and never to withheld numbers
- Urgent or safety-related messages go straight to a person
- Your team approves every reply template before anything goes live
- Qualified enquiries go to a named person, with the full conversation
- How missed calls are detected depends on your phone provider, so we check that first
Common questions
Will customers know the reply is automated?
We recommend saying so in the first message. Every message also gives the customer a way to reach a person.
Do I need a new phone number?
Not necessarily. It depends on your phone provider: some setups forward unanswered calls to a number we set up, others can tell us about missed calls directly. We’ll check what works with yours on the discovery call.
Does it work with my CRM?
Often, yes. Common CRMs and spreadsheets can usually be connected. It depends on your system, so we confirm it before any work starts.
What if a customer needs something urgently?
Messages that mention urgency or safety are passed straight to a person instead of being handled automatically.
Stop losing enquiries.
Show us how enquiries reach you today, and where they slip through.