Automated lead capture
All inbound channels — web form, Meta Ads, Google Ads, and WhatsApp — route into a single HubSpot pipeline. No lead falls through the cracks.
Use case
Lead Capture & Booking Automation
Premium Dental Clinic
A full revenue automation system — from the moment a lead arrives to a confirmed appointment. Built for a premium dental clinic targeting high-ticket treatments in Madrid.
<1 min
Time to first response after a lead arrives
8
Pipeline stages mapped end-to-end
100%
Leads tracked with ownership & follow-up tasks
72 h
No-show reactivation window — 2 automated attempts
The problem
More ad spend wasn't the answer
Premium dental clinics running solid campaigns still lose a large share of inbound leads before they ever sit in the chair. The bottlenecks are predictable:
- Slow first response — leads go cold in under five minutes
- No consistent follow-up after the first message
- High no-show rates with no automated reminder system
- No visibility into where the pipeline is actually leaking
The clinic wasn't short on demand. It was short on system. Leads were captured manually via WhatsApp and a spreadsheet. That's the gap this project closes.
Context
Clinic profile
- Type: Premium dental clinic, Madrid
- Average ticket: €2,500–€5,000 per treatment
- Lead sources: Google Ads, Meta Ads, web form, WhatsApp
- Team: 3–5 front-desk and ops staff
- Starting point: No CRM — leads managed via WhatsApp and a spreadsheet
What I built
The complete system — from lead to signed treatment
A single, connected automation layer that handles every step from inbound lead to confirmed appointment, with full pipeline visibility at each stage.
Sub-1-minute first response
A Make automation triggers an instant WhatsApp message the moment a lead is created — before any human has touched it.
Lead scoring & qualification
Contacts are scored based on channel, engagement, and intent signals. Leads reaching ≥70 points automatically trigger the booking sequence.
Booking & confirmation flow
Qualified leads receive a HubSpot Meetings link. On booking, a deal is created and automatic confirmations go out via WhatsApp and email.
Reminders & no-show recovery
Automated reminders at 24h and 2h before the appointment. No-shows trigger a reactivation flow with two attempts within 72 hours.
Dashboard & reporting
A Looker Studio dashboard tracks conversion at every pipeline stage — show rates, time-to-close, CAC estimates, and revenue by channel.
The pipeline
8 stages, fully automated transitions
Every stage has a clear entry and exit criterion — so the team always knows what action to take next, and the system handles the rest.
- 01New lead — Form / WhatsApp / Ad received. Auto-response in <1 min.
- 02Contacted — First contact made. Follow-up sequence starts.
- 03Qualified — Lead Score ≥70. Booking sequence triggered.
- 04Appointment scheduled — Booking confirmed. Deal created + reminders sent.
- 05Appointment completed — Patient attended. Quote task assigned to team.
- 06Quote sent — Proposal delivered. 48h follow-up task created.
- 07Closed won — Accepted + paid. Satisfaction survey sent automatically.
- 08Closed lost — No-show ×2 or declined. 30-day reactivation workflow begins.
The stack
Tools used
CRM
HubSpot
Automation
Make
Meta Cloud API + 360Dialog
Booking
HubSpot Meetings
Reporting
Looker Studio + Google Sheets
Lead sources
Meta Ads, Google Ads, web form
Key metrics tracked
Every stage is measurable
The system is built around five conversion metrics — visible in real time on the Looker Studio dashboard, so decisions are always data-driven.
Speed
Time to first contact
Target <1 minute. Every lead gets an automated WhatsApp the moment they submit — no manual trigger needed.
Reach
Lead → Contact rate
Percentage of new leads that respond and engage after the first automated message.
Conversion
Contact → Appointment rate
Percentage of contacted leads who schedule a confirmed appointment.
Reliability
Appointment show rate
Percentage of booked patients who actually attend — improved by the reminder and no-show recovery flows.
Revenue
Appointment → Close rate
Percentage of attended appointments that convert to a signed treatment plan.
Want something similar?
Let's build your lead-to-booking system
Whether you run a clinic, a high-ticket service, or a B2B sales operation — if leads are slipping through the cracks, I can design and implement the system that stops the leak.