How to Automate Lead Qualification with a Single Workflow

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Lead generation has gone fully digital since the 2010s. The rise of CRM and marketing tools has made it easier than ever for businesses to find potential leads. Platforms like LinkedIn Sales Navigator let you scout for prospects, but that’s just step one. You still have to qualify them based on your criteria. This is usually done by checking their websites, reviewing their profiles, and sometimes digging into their revenue streams. Once that’s all done, you’ll need to store their details into a CRM like HubSpot. Luckily, there’s now a workflow that takes care of all this for you.

The workflow automatically:

📄 Records form submissions from potential leads

🦾 Searches for lead information

🔢 Scores leads

✍️ Enter lead information into a database

To do this, you’ll need a Fillout, Activepieces, and Exa account.

What is Activepieces

Activepieces is an automation tool that lets you connect apps and create workflows without writing code. You can set triggers and actions between your favorite platforms, like moving data from a form to your CRM, sending follow-up emails, or updating spreadsheets, so your processes run on autopilot. It’s designed to be simple enough for beginners, but powerful enough to handle complex tasks.

The automated workflow already available as a ready-to-use template on Activepieces, which you can access here. It contains 7 steps. First, it records form submissions, then uses Exa to find company details like employee count and industry. Next, it scores the lead from 1 to 10. If the score is above 3, it goes back to Exa to review the company’s profile on sources like Crunchbase, press releases, and news. Finally, all the gathered information is saved to your database.

How it works

1. Create a form on Fillout

Sign up for a Fillout account if you haven’t already, then make a form to collect information from potential leads. In this example, we’ll act as a recruitment firm helping companies look for their next best hire.

2. Import the flow template on Activepieces

Create an account on Activepieces and import this template.

In Step 1, add your API key, connect your Fillout form in the right sidebar, and Load Sample Data.

In Step 2, sign up for an Exa account, generate your API Key, and paste it in the right sidebar.

In Step 3, add your product’s description in the Prompt.

In Step 5, connect the same Exa API Key from Step 2 and Test Step.

3. Create a table

Navigate to your Activepieces dashboard. Click Tables in the left side bar to create a new one and add these columns:

company_name, description, about_us, website_url, type, year_founded, industry, company_keywords, quick_context, street_address, city, time_zone, number_of_employees, revenue_range, total_money_raised, company_domain_name, is_public

These are data extracted by the AI tools in this workflow.

Go back to your workflow. In Step 6, Test Step. In Step 7, connect your new table and map fields from Step 6

4. Run the workflow

Before publishing your flow, click Test Flow (above Step 1) to make sure everything works correctly. Then, submit your Fillout form.

If the AI determines that the company you entered is a good lead—based on your product description from Step 3—and it gives the company a score above 3, the company’s details will be automatically added to your table.

That’s all! Now, you can simply send your Fillout form link or embed the form on your website, and watch as qualified leads automatically appear in your Activepieces table.