Speed Up Lead Responses

There’s nothing worse than losing a job because you followed up too late. That inquiry sitting in your inbox? By the time you get to it, the prospect has already gone to someone else who got back quicker. Even more frustrating is knowing that lead cost you marketing dollars, now gone to waste.

As an owner or manager, you might not even realize how many of these opportunities are slipping through the cracks until someone manually digs into the data.

The good news is, Simpro’s new Data Feed Automation tool can help respond to leads faster, win more jobs, and automate reporting—saving you time and making your money.

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Why The DataFeed Will Boost Your Sales

So let’s compare how you might be handling form filled enquiries, the manual way, versus how you’ll be able to with Data Feed.

If you’re like most of our clients with optimised digital marketing and are receiving anywhere from 10 to 50+ enquiries from forms in a single day, you’ll see how this really is a game changer. 

The Typical Experience (without Data Feed)

A potential customer submits an enquiry through a form on your website. 

1. Form Submission Generates an Email
   The form submission triggers an email sent to a general or specific staff member’s inbox.
   
   
2. The Email Sleeps!
   The email most likely sits there unattended for a while in the inbox, gets buried by other email, waits until other fires are put out, and worst case scenario - gets missed entirely!
   
   
3. The response (manual Data Entry)
   When someone finally takes action, they need to retype, or copy and paste the details into Simpro to create the lead, then manually hammer out a quote to send off.

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This leads to slow response times, missed opportunities, wasted staff hours, and frustrated customers—all while your marketing spend goes to waste.

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Your New Experience with Data Feed

A potential customer submits an enquiry through a form on your website. 

1. Automatic Lead Creation
   The email is automatically processed by Simpro’s Data Feed, a lead is automatically created, a quote, or job is initiated as a draft, ready for you to finish off.  Eliminating tons of manual data entry.

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2. Instant Confirmation
   Meanwhile the customer has received an automated acknowledgment, including a reference number for their inquiry - moments after submitting the form. Increasing the chances that they’ll wait for your quote before making a decision.

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3. Real-Time Notifications
   At the same time, staff you’ve designated have been instantly alerted about the incoming enquiry via SMS and email with an action ready link. 

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4. Ready-to-Go Details
   With the customer information pre-populated in Simpro, ready for immediate action, the response can be sent off without delay.
   
   
5. Accessible to the Team with Accurate Reporting
   Any team member can jump in and access the inquiry and provide live status updates. This makes speed-to-lead KPIs measurable enabling accountability.

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Now with faster responses helping you win more jobs due to the reduced friction, your team will be delivering a better customer experience with less work required.

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Setting Up Data Feed: Step-by-Step with Visuals

Now that we’ve covered why you need to set this game changer up asap, let’s dive into the how.

Step 1: Make sure the form is set up correctly

• If you don’t have a form on your website set up you should. There are plenty of great no-code form tools out there - most common web platforms (like Wordpress, Webflow, Wix, Squarespace, etc…) have built in solutions or popular plugins. 
• Make sure you’re collecting the following fields:some text
  • First Name
  • Last Name
  • Email
  • Phone Number
  • Enquiry Message
• Tip: Additional fields that are helpful and can be used to customise automation flows:some text
  • Photos/video/pdf attachments
  • ‘Quote Needed’ checkbox
• Make sure the form responses are being sent to the Simpro Data Feed email address.
• Here is an example we made for this guide below.

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Step 2: Show Simpro how to read the form submission

Now we’ll set up the field mapping - or in other words, how to show Simpro where the data fields are, and where to automatically transfer them to eliminating manual entry!

1. Send a test form submission and open it up in Simpro Data Feed settings. 
2. This allows you to setup rules that recognise data fields form the structure of the email and use it as a template for creating leads, quotes, or jobs.
3. Make sure the email's text is structured in a consistent format with the answer following the field name (e.g.  “First Name: John”)

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4. Now you can map key fields to leads and customers such as:

• Customer name
• Email address
• Phone number
• Job details
• Attachments (e.g., photos of faulty equipment).

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Step 3: Test the Configuration

Once your Data Feed setup is complete, send another test email to ensure everything works as intended.

Check that:

• A lead, quote, or job is automatically created in Simpro (see image below)
• All fields are correctly populated based on the form data.
• Attachments are included where applicable.

If you get stuck or it doesn’t seem to work, double check your mapping or formatting settings. If this doesn’t work, I’ll be happy to help. 

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Step 4: Automate Notifications and Access

With the Data Feed now working, you’ll be able to configure it to notify the right people or teams immediately via email or SMS - and you can include clickable links in the notifications so they can go directly to the lead, quote, or job and take action!
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Here’s a link to Simpro’s resources and overview video. But again if you need any help with this please reach out to us.

Closing: Unlocking the Benefits of Smarter Systems

By automating inquiry management with Simpro Data Feed, you’ll:

• Respond faster to leads, increasing conversion rates.
• Save time by eliminating manual data entry.
• Gain actionable insights to make better business decisions.

H2: Special TGN Exclusive Offer
Ready to streamline your processes and grow your business? Reach out to Platinum Consultants for tailored solutions. With their 20% discount for December and January bookings, there’s never been a better time to optimize your systems and drive growth.

Contact us today and take the first step toward smarter, faster, and more profitable operations.

Upcoming guides and articles to help you grow

• Better Decisions with Better Dashboards: Using Realtime Simpro Dashboards to make better decisions and why you’ll want to take them a step further with Dashboards by API’s
• Impress Clients, Reduce Friction through Simpro Call Integration
  Integrate VoIP systems with Simpro to quickly display customer details during incoming calls
• Automation Tips to Improve Service Quality and Sales
  Automate follow-up tasks, such as reminders, status updates, or upselling opportunities, to ensure consistent customer experiences.