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This project involved building a complete lead management system inside monday.com to help a service-based business capture, organize, and track incoming leads from multiple sources in one centralized place.
I designed a structured “Lead Tracking” board that automatically collects and organizes leads based on where they come from (Website, Yelp, Google, Contractors, Returning Clients, etc.), giving full visibility into lead sources and performance.
Each lead includes essential data such as:
• Contact details (phone & email)
• Referral type (lead source)
• Status tracking (New Lead, Follow-up, Quote Sent, Proposal Sent, etc.)
• Notes and latest updates
To eliminate manual data entry and speed up response time, I implemented automation using Make (Integromat), Gmail, and OpenAI. This allows new leads coming from email or external platforms to be automatically captured, structured, and added into the system without any manual input.
I also built logic to:
• Automatically create new leads from incoming emails
• Update existing leads when new activity is detected
• Route data intelligently based on conditions (new vs existing leads)
The result is a streamlined lead pipeline where the business can clearly see:
• Where leads are coming from
• The current status of every lead
• What actions need to be taken next
This system helps reduce missed opportunities, improves follow-up consistency, and gives full control over the sales process.
This type of setup is ideal for businesses that receive leads from multiple channels and want a clean, automated way to manage and convert them.
The network for creativity
Join 1.25M professional creatives like you
Connect with clients, get discovered, and run your business 100% commission-free
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Stop wasting money on bounced emails! 📧❌
Most people think Lead Generation is just copy-pasting from LinkedIn. It’s not. In 2026, if your bounce rate is over 5%, your email domain gets blacklisted.
Here is my 3-step "Human-in-the-loop" process for 100% accuracy:
1️⃣ The AI Fetch: I use advanced tools to find the initial data points.
2️⃣ The SMTP Check: I ping the mail server directly to see if the inbox is active—without sending an email.
3️⃣ The Manual Match: I cross-reference names with recent company news to ensure no one has changed jobs.
The result? A lead list that actually converts.
P.S. If you're a fellow freelancer struggling with bounce rates, drop a 'HELP' in the comments and I’ll share my favorite free verification tool!
#LeadGeneration #DataAccuracy #EmailMarketing #ContraCommunity #WebResearch
Finding freelance clients shouldn't take hours.
Prospectra is a Notion agent that hunts leads for you, scores them by priority, and writes your cold emails — automatically.
→ Finds real leads from across the web
→ Tells you who to reach out to first
→ Writes personalised cold emails instantly
→ Keeps your entire pipeline inside Notion Stop scrolling LinkedIn for hours.
Try it → https://www.notion.so/agent/3357b509492d801682d200929fc20ce0
Let AI fill your pipeline.
The problem it solves
Every freelance designer knows the feeling — someone fills out your intake form, and suddenly you're the bottleneck. Writing follow-ups, sending confirmations, drafting reminders, chasing proposals. The work before the work.
I built the Client Intake Agent to handle all of it.
What it does
A 9-step automated pipeline that runs from the moment a lead submits an inquiry to the moment they receive a proposal — with the right things automated and the right things kept as drafts for human review.
→ New intake submission → agent drafts a branded Gmail follow-up with portfolio examples matched to the client's service request
→ Lead books a call → confirmation email auto-sends instantly
→ Day before the meeting → reminder auto-sends at 7am
→ After the call → agent drafts the proposal, contract, and deposit invoice when you're ready
Why it's reusable
The agent is built as a template — not tied to one person's data. Anyone can duplicate it, swap in their booking link, populate their portfolio database, and run the same workflow in under an hour. The instructions include a full constants block, defined status values, and copy-paste prompts to get started immediately.
Judging criteria — how this entry maps
— Clarity of use case: Freelance designer, client intake, first inquiry to signed proposal
— Quality of instructions: Step-by-step pipeline, named triggers, send rules, guardrails, status definitions, and fallback logic
— Reliability and safety: Human review on every client-facing email except confirmations and reminders — where timing matters and content never changes
— Impact: Eliminates the highest-friction part of freelance ops — the first 72 hours after a lead reaches out
— Craft: Branded emails, STAR-format portfolio database, placeholder links for DocuSign and QuickBooks, and a clean setup guide anyone can follow
Links
— Custom Agent: https://www.notion.so/agent/3352d5cd-4ef4-80a1-a3d6-009263fd916f
— Marketplace listing: https://www.notion.so/marketplace/custom-agents/client-intake-agent (in review)
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