Airtable Lead Capture & Project Pipeline
From missed follow-ups to a scalable sales-to-delivery process
We centralized lead capture and project handoffs in Airtable so a professional services team stopped dropping opportunities and spinning up delivery work by hand.
Client type
A professional services / consulting firm with leads arriving through web forms and email, and delivery work that started only after someone manually assembled the project.
Problem
Leads lived across disconnected tools with no consistent follow-up. Opportunities went unrecorded, proposals lagged, and sales-to-delivery handoffs stalled because there was no shared pipeline or templated project setup.
Owners could not see pipeline status, sales spent time chasing the same leads, and delivery teams started projects without clear requirements.
Disconnected lead management
What we built
A centralized Airtable CRM and project pipeline: intake forms feeding Contacts and Deals, deals auto-creating linked Projects with phase-based tasks and deliverables, and leadership dashboards for pipeline visibility.
Zapier handled form intake, notifications, and project creation. Slack and email alerts covered follow-ups and deadlines. The team received a short playbook plus phase templates so sales and delivery ran the same process.
Automated lead-to-project pipeline
Result
Measurable outcomes
- •100% of leads tracked in Airtable
- •Proposal turnaround improved by 40%
- •Zero missed follow-ups after rollout
- •Closed-won conversion improved by 20%
- •5–8 hours per week saved on manual project setup
Tools
Stack
- •Airtable
- •Zapier
- •Jotform
- •Slack
- •Email alerts