Automate lead status tracking & management with AI

Managing and tracking inbound leads across multiple tools can get messy fast. This quick start playbook helps you track, enrich, and qualify leads automatically—no matter what CRM, spreadsheet, or outreach tools you already use.

It adapts to your current workflow and connects with your favorite apps to keep lead data organized, enriched, and always up to date.

How to configure the lead status tracking & management quick start playbook

Setting up this playbook is simple. Each step lets you pick the tools and rules that match your workflow.

Step 1: Get inbound lead data in CRM or a spreadsheet

Start by selecting where your inbound leads are stored. This could be a CRM or a spreadsheet. Bardeen will monitor this source for new entries and trigger the playbook when a new lead is added. Choose from:

• HubSpot
• Google Sheets
• Microsoft Excel
• Airtable

This step is key to making sure your lead tracking starts from the right place and stays consistent.

Step 2: Enrich leads from LinkedIn and external sources

Next, choose where Bardeen should look for more information about each lead. You can pull data from multiple sources to create a full lead profile. Options include:

• LinkedIn
• LinkedIn Sales Navigator
• Apollo.io
• Crunchbase
• Company websites (pricing pages, blogs, testimonials, etc.)

This step helps you build context around each lead, which is essential for qualification and outreach. Learn more about enrichment in our post on data enrichment tools.

Step 3: Qualify leads (optional)

You can choose to qualify leads using AI. Bardeen will use your custom rules to score and tag leads based on the enriched data. You’ll be able to define criteria like:

• Job title
• Company size
• Industry
• Tech stack
• Budget indicators

This optional step helps you focus on the most promising leads and route them accordingly. Learn how to qualify leads effectively in this guide.

Step 4: Enroll leads in follow-up sequences (optional)

If you want to start outreach right away, Bardeen can enroll leads into your email sequences. You can choose your preferred outreach platform:

• Lemlist
• Outreach
• Salesloft
• Apollo
• Smartlead
• Gmail
• Microsoft Outlook

This step helps you act on leads faster and keep your outreach consistent. For more, check out our guide to cold email personalization.

Step 5: Update CRM or spreadsheet with key info

Once a lead is enriched and qualified, Bardeen will update your system of record with the latest data. You can choose where to store the updated lead:

• HubSpot
• Salesforce
• Pipedrive
• Affinity
• Zoho
• Google Sheets
• Microsoft Excel
• Notion
• Airtable

This step ensures your lead database stays accurate and ready for reporting or follow-up.

Step 6: Notify in Slack, Teams or email

Finally, choose how you want to be notified when a lead is updated or qualified. Bardeen can send alerts to:

• Slack
• Microsoft Teams
• Google Mail
• Microsoft Outlook

This step keeps your team informed and ready to take action on high-priority leads.

How to automate lead status tracking & management with Bardeen’s quick start playbook?

Automating lead tracking helps you stay on top of every opportunity without switching between tools. From capturing inbound leads to enriching and qualifying them, this playbook keeps your pipeline clean and actionable.

Benefits of automating lead status tracking & management

Automating lead management helps reduce manual work and ensures your pipeline stays accurate and up to date.

Keep your CRM and spreadsheets updated automatically

Instead of manually copying data between tools, Bardeen updates your CRM or spreadsheet with the latest lead details. This keeps your sales pipeline clean and helps teams stay aligned. It also supports better sales lead management by reducing data gaps and errors.

Enrich leads with real-time data

Bardeen pulls data from sources like LinkedIn, company websites, and third-party platforms to give you a full picture of each lead. This helps with lead scoring and qualification, and supports better targeting. Learn more about how data enrichment works and why it matters in this guide on what is lead enrichment.

Qualify and route leads instantly

Use AI to qualify leads based on your custom rules. Route hot leads to sales and send others to nurture flows. This helps you focus on the right prospects and improves conversion. For more on this, check out our list of top lead qualification tools.

Ways to automate lead status tracking & management

This playbook covers several key parts of the lead management process, helping you stay organized and responsive.

Capture inbound leads automatically

Whether leads come through forms, spreadsheets, or your CRM, Bardeen can detect and capture them in real time. This ensures no lead is missed and every contact enters your system of record.

Enrich leads with external data

Bardeen can search LinkedIn, company websites, and other sources to fill in missing details like job titles, company size, and recent news. This helps you build a more complete lead profile. Learn more in our guide to data automation software.

Notify your team of lead updates

Send alerts to Slack, Teams, or email when a lead is enriched, qualified, or updated. This keeps your team in the loop and ready to act. For more tips, explore our guide to sales process automation.