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Running a business often feels like a never-ending game of whack-a-mole, especially when it comes to lead management. One moment you’re focused on client work, the next a new lead pops into your inbox and you’re scrambling to respond before they move on. If you’ve ever opened an email at 11 pm from someone who could be your next big client, you know the stress of missing out on opportunities.
This is where ClickUp automation changes the game. Instead of living in your inbox and refreshing constantly, you can build a system that captures, organizes, and responds to leads automatically while still sounding personal.
No more sleepless nights.
No more missed connections because you weren’t glued to your phone.
In Yvonne Heimann’s latest YouTube video she shows you how ClickUp automation can make your lead management faster, smarter, and less stressful. You’ll see why quick responses matter, how to capture leads across multiple channels, and how to set up personalized automated replies that actually feel human.
By the end, you’ll have a practical blueprint for turning stressful lead management into a smooth, reliable system that grows with your business.
The Real Cost of Slow Responses and How ClickUp Automation Helps
Every business owner knows the anxiety of constantly checking emails. Yvonne Heimann admits she used to refresh her inbox late at night, worried she would miss an opportunity. If you’ve done the same, you’re not alone.
Here’s the problem: companies that respond to leads within five minutes are up to 100 times more likely to connect. Every extra hour—or even minute—of delay could mean losing a client.
That’s where ClickUp automation comes in. With the right setup, you can make sure every inquiry is:
Handled quickly and professionally
Answered instantly, even when you’re offline
Personalized to the lead’s situation
Automation takes the pressure off so you can focus on serving clients instead of chasing your inbox.
A Multi-Channel Lead Capture Strategy Using ClickUp Automations
Leads don’t just come from one place anymore. They might reach out through your website, a form, a DM, email, or even after meeting you at a networking event. Without a clear system, it’s easy to lose track. Yvonne’s solution is to bring everything into one hub using ClickUp automation.
Here’s how you can set this up:
Create a master lead capture form with ClickUp Forms.
Automate task creation so every form submission becomes a task inside ClickUp.
Tag the source of each lead—whether it’s a DM, email, referral, or event.
Qualify leads upfront with smart questions about budget, team size, or project scope.
That way, no matter how or when someone reaches out, they’re funneled into the same system and followed up with consistently.
Automating Personalized Responses With ClickUp
We’ve all received those robotic autoresponders: “Thank you for your inquiry. We’ll get back to you soon.” They don’t build trust.
The real power of ClickUp automations is being able to personalize replies at scale. Yvonne uses ClickUp with Make.com to pull in details like how leads found her and what they said in their message. The automated response then reflects those details back in a way that feels authentic.
For example, if someone comes through her ClickUp Partner Page, the reply thanks them for finding her there, recaps their request, and points them to the next steps. She even introduces her bot by name (“Eevee”) so people know it’s automated—and they actually appreciate the honesty.
Tips for adding personality into automation:
Reference the lead’s own words in your reply
Write in your brand’s voice, whether that’s professional, quirky, or both
Be transparent about automation so people see it as a benefit
Always include an invitation to continue the conversation
Balancing Efficiency and Authenticity With ClickUp Automation
Efficiency doesn’t have to mean sounding robotic. In fact, the sweet spot is when automation saves time but still feels personal. Yvonne shares that her biggest challenge was balancing “professional polished” with her natural “quirky German” tone. Once she leaned into being transparent and human in her automation, people responded even better.
The truth is that automation isn’t about removing the human touch. It’s about amplifying it. If you set clear expectations, keep your tone friendly, and don’t hide the fact you’re using automation, it actually makes people respect your process more.
Your Next Step: Start Small With Automations
If your lead management feels overwhelming or inconsistent, now’s the time to simplify it. Start by:
Auditing all the ways new leads find you
Centralizing them using ClickUp Forms and automations
Writing automated replies that still sound like you
You don’t have to build a perfect system right away. Start small, celebrate the wins, and refine as you grow.
If you’re ready to stop losing leads and start building stronger client relationships, give ClickUp automation a try.
Want a ready-to-use setup? Check out Yvi’s CRM & Client Support Template to manage leads, clients, and support in one place:
👉🏻 https://askyvi.tips/shop-crm-support
ready to take action and stop trying to figure it all out on your own?
You don’t have to do it all – or all by yourself.
I have helped many Digital Entrepreneurs scale their operations, teams, and offers!
Let’s get you to that next level.
Video Transcription:
Yvonne Heimann [00:00:00]:
A stranger emails me at 11pm wanting to work with me and gets a personalized response in under two minutes completely automatically. But before we dive into exactly how this works, let me know in the comments. How long does it usually take you to respond to new leads? Are you team within an hour or team? What day is it again? Hey there. I’m Yvonne from askyvi.com and let me tell you about the automation that has literally saved me thousands of dollars in lost opportunities and I know I’m not alone in the struggle. Please tell me I’m not the only one who used to check their email 24/7 terrified I’m going to miss following up with a potential client. Every single inquiry gets handled professionally, personally and immediately, whether I’m on a plane, on vacation or deep in client work. Most people think this advanced automation requires a massive tech team and tech stack.
Yvonne Heimann [00:01:03]:
But I’m about to show you exactly how to build this step by step. Let’s talk about that trust crisis that’s killing your potential partnerships and loses you leads. Studies show that companies that respond within five minutes are 100 times more likely to connect with leads. None of your leads wants to wait five days for you to realize a lead came in and you finally reply and grace them with your personality. We don’t want to be attached to our business 24/7 and potential leads want to be taken care of. With that, let’s dive into the multichannel strategy that captures leads from everywhere. Whether it’s your website, your contact form, social media dms, email inquiries, networking events.
Yvonne Heimann [00:01:54]:
Every single touch point needs to feed into one unified system. No more leads falling through the cracks because they came from an unexpected source and you didn’t even see them. And here’s where the magic happens. A simple ClickUp form. First, your forms need to qualify leads automatically. Ask the right questions up front. Budget range, timeline, specific needs. This isn’t about being nosy.
Yvonne Heimann [00:02:22]:
This is about serving them the best way possible from day one. Second, every form submission creates a task and ClickUp. And with source tracking, priority level and automatic due dates, you now suddenly don’t have any manual data entry anymore. You are not forgetting where leads came from and everything is sourcing into one single location. Now for the email intelligence that changes everything. Here’s what most people don’t realize about automated email responses. What do you think is that secret ingredient that makes them feel personal instead of just a template and robotic? I’ll let you guess it’s a secret context aware automation. It is not just blah.
Yvonne Heimann [00:03:12]:
Hey great to meet you. No context aware and personalized automation. We can forward Gmail through make processes and every incoming request, extract key information and create personalized responses based on the lead source, the inquiry type, even the language they use. In my most recent webinar I walked through the specific automation and how we bring all of this together. Let’s go check it out. We do have a couple of automations and forms. If you look at my askyvi.com contact page you actually see a lead form in there. So this list there is a lot of different ways how people could end up in here and my contact form is one of those.
Yvonne Heimann [00:04:01]:
So let me, let me just show you really quick if we are going to askyvi.com contact I love ClickUp Forms consultant request because for me to make a informed decision if I can help you or if I should send you somewhere else I need some information. So I have it all ready to go right here. Who is the decision maker? What’s your problems? How big is your team? Are you using a project management tool? And yes, there’s quite a lot of questions but these questions allow me to literally have a 20 minute discovery call and sign clients because I know exactly what’s already happening in their business before I even jump on a call with them through this form. Again, this is one way through this form they are coming into my leads list right in here and what happens automatically in here the moment they come in here an automation runs. So first of all when they are being added task is being created and you can choose how this task is being created. I set the start date. That allows me to know exactly when they reached out to me the first time. So I can see great.
Yvonne Heimann [00:05:26]:
I started talking with them five months ago and they’re still not a signed client. Why are they not a signed client yet? That’s the reason why I want to have a start date. It then changes the due date to three days after trigger probably actually should be two days because you don’t want to let a client, potential client wait three days and it assigns it to me. That now means it’s on my plate. I am taking responsibility of it because I am assigned to it and I have a due date to it. So ClickUp is going to be heavier. Have you, have you emailed them? Have you? The nice thing is I don’t even need to email them because the moment this task is created because we have an email custom field in here when a task is created and it is they ClickUp VC program, custom field, dropdown field so it tells me cool came from the VC program. You can do all sources or you can do forms based on your use case scenario.
Yvonne Heimann [00:06:29]:
What then happens is we are sending an email. I don’t, I don’t even need to do. And I’m literally having fun with this in this specific case. I am. Let me walk you through the specific use case in this moment so you understand all the possibilities here for this specific inquiry. They are not coming through the form. They’re actually coming through my ClickUp partner page. Somebody clicked on my post in there that says, hey, you can work with Ask Yvi.
Yvonne Heimann [00:07:01]:
She is a verified partner and ClickUp consultant. And they said send Yvi an email. And I get an email in my Gmail inbox. That email comes in and it triggers in Gmail to forward it to a webhook and make.com takes that information and plugs it into my ClickUp. This is how this task was created. So a VC through the VC portal and information came in. They said, hey, we found you on ClickUp, I want to work with you. Some magic is happening and it pops into my ClickUp.
Yvonne Heimann [00:07:36]:
This is how this task was created. Now why I wanted you to know that because it’s a specific use case and you can build different automations for different use cases. How these people are coming in here in this case, all the automation and the magic that happened to create this task also told the task, this is a VC program lead. Now with that I can specifically build the email to reply back to them and say, hey, thank you so much in your interest in working with me. We’ve received your request looking to help you to streamline a ClickUp setup. All the things book your discovery call here. Now the fun thing is we’ve received your request as follows. They’re putting a a description in there of what they want.
Yvonne Heimann [00:08:25]:
I added that into a ClickUp custom field which now means I can give it back to them. They can see in their email what they told me they need help with little bit of follow up. This is how we help. You don’t always need me. There’s a YouTube channel if you need just customer support. Please, please email help ClickUp.com One thing I do, I do have fun with this. I have a note in here that says, hey, this is my ClickUp bot. This has been automated.
Yvonne Heimann [00:08:53]:
ClickUp took care of this for me and I literally tell them I’m having fun with this, right? This is my Yvi bot. She just emailed you. How do you like it now that you’ve seen the technical setup. Let’s talk about the personality factor. Because automation without being personable, without speaking to your lead is just fancy spam and it’s not going to get you anywhere. So how do you show your personality in business communication? Are you team professional and polished or are you team quirky and conversational? I’d love to hear your style. Put it down below professional or quirky. I’ll be honest, finding the balance between automated efficiency and authentic connection was my biggest struggle.
Yvonne Heimann [00:09:42]:
It was the hardest lesson in my business communication. I’m still working on that. I’m still working this balance of business professional and the quirky German that I am. Please tell me I’m not alone in this. What I’ve learned through my work is the key is to be transparent about your automation. I literally say, hey, it’s Yvi’s chatbot or hey, it’s clickups AI bot that’s helping Yvi be more productive. I say it in my automated responses and people appreciate the honesty and it sets expectation while keeping it human and fun. If you’ve already started automating your leads in your business, share your wins, no matter how small they seem to you.
Yvonne Heimann [00:10:29]:
I want to celebrate you, but here’s what I really want to know. What’s your biggest lead magnet challenge right now? What are you struggling with most when working on creating leads? Is it volume? Is it follow up? Is it organization? Or maybe it’s something completely else? Your answers might expire just the next video. If you are building a business that’s efficient and human centered, you are my people. Hit subscribe and join the community here on YouTube. And next week I’m diving into client onboarding automation that connects seamlessly to this lead system. Make sure you are subscribed and hit the bell so you don’t miss that video coming up.
