Run agents · Your App Cloud
Build an AI lead qualification agent
Have an agent check inquiries against criteria you write down and suggest a priority, with its reasons and a next question. A person accepts or overrides it before anyone replies.
Built around a purpose
From an inquiry form to a priority with reasons.
For people who read every inquiry before anyone calls back and want the clear cases sorted first. That might be the owner of a service business answering a website form, or the person who answers demo requests at a small software company.
For illustration: a commercial landscaping company near Sacramento, California, receives inquiries through its website form. The form asks for a contact name, email and phone, the organization, property type, address, approximate acreage, services wanted, preferred start date and a message. Add the criteria your estimator applies today and 40 past inquiries whose outcome you know.
A review queue where each assessed inquiry shows a suggested priority, the checks it passed and failed with the form answers behind them, the details still missing and a drafted next question. The reviewer's decision and reason stay on the lead record.
This agent needs Pro. It runs a language model inside the app, and the lead records, the review queue, reviewer sign-in and emailed replies are backend capabilities. Free publishes frontend-only static apps. Every assessment is model usage, metered separately from the plan.
Turn instinct into written checks
Write each criterion as a question the form can answer. Is the property in Sacramento, Placer or Yolo County, and is it commercial, a homeowners association (HOA) or an apartment community? Is the service on your list, and is the maintained area at least one acre? Can work start within 90 days? Treat a blank acreage or address as unknown, a reason to ask rather than decline, because without them no one can judge.
Fix what the assessment contains
Describe in Studio what the agent saves on the lead record: a priority from a fixed list (call this week, ask first, refer out, decline, needs a person), a yes, no or unknown for each check with the form answer it used, the missing details, and one next question.
Replay last season's inquiries
Import the 40 past inquiries with what happened to each: signed, lost, declined or never answered. Use 20 while you write the checks and keep 20 aside. If the agent would have declined an HOA you later signed, find the check that failed and decide whether its wording or the form was at fault.
Route every reply through a reviewer
Show assessed inquiries in a review queue. The reviewer accepts the priority or overrides it with a reason. Hold each drafted question, such as asking a property manager for the addresses of the three sites their message mentions, until the reviewer edits and sends it.
Read the overrides each month
List overridden and declined leads side by side with their reasons. If reviewers keep upgrading small HOA jobs because boards often add their other properties later, change the acreage check instead of overriding it again.
Scope the first version
What a first version includes.
Lead records
One record per inquiry with the contact details, every form answer, the date received and the message exactly as the lead wrote it.
Editable criteria
Each check with its question, the form field it reads and what a blank answer means. Date every change, so you can tell which version of the criteria assessed a lead.
The assessment
A suggested priority, yes, no or unknown for each check with the answer it relied on, the missing details and one next question, saved on the lead record beside the original inquiry.
Review queue
Assessed inquiries, oldest first, with a filter by priority. The reviewer accepts or overrides, and an override asks for a reason from a short list plus a note.
Drafted replies
The next question, a referral or a polite decline, drafted for the reviewer to edit. The app can send it by email (Pro) after a person approves it.
Overrides and declines
A monthly view of overridden and declined leads with their reasons, grouped by the check that decided them, so you can see which criterion needs rewriting.
Test it in the preview
Before you share it.
- Replay the 20 inquiries you kept aside, including some you declined and some you lost. Read every case where the suggested priority differs from what happened before you trust the ones that match.
- Submit a test inquiry with acreage and start date left blank. The assessment should mark those checks unknown and ask for them. If it estimates a size from the organization's name, tighten the instructions in Studio and test again.
- Submit the same request twice under different names, once written with care and once short and full of typos. The two assessments should match. If they don't, find what in your instructions rewards polish and remove it.
- Send an out-of-area request and confirm the drafted decline stays in the queue until someone approves it. Then approve a reply to your own address and read it as the lead would.
- Override a suggestion and confirm the reason appears on the lead record and in the monthly overrides view.
- Signed out, open a lead record by its link. The contact details and the assessment should not load.
Together in your app cloud
The pieces behind the possibility.
Choose the models and services that support the experience you want to create.
Language models
Reason, write, and understand
Database
Keep data and context for apps and agents
Authentication
Give the right people access
Email
Keep conversations moving
Shape the details
Make it work for your world.
- Write down what the agent must not do: decline without a reviewer, quote a price or a start date, or mention another client's property. Put those limits in its instructions and test each one, because a drafted reply that promises a date is hard to take back once it's sent.
- Keep a needs-a-person outcome for inquiries no rule covers, such as a referral from an existing client or a request just outside your service list. A wrong decline can lose a lead you never hear from again.
- Watch the unknowns. If timing comes back unknown on most leads, the form isn't asking for it clearly. Add or reword the field rather than asking the agent to guess from the message.
- Say near the form that an agent helps sort inquiries and that a person makes the final call. Declined leads should still get a reply, ideally with a referral to someone who does that work.
- Lead records hold names, phone numbers and property addresses. Limit them to the people who follow up, with the access you describe for each collection (Pro), and check it signed in as a reviewer and as someone who isn't one.
A little more context
Good questions.
Does the agent replace a lead tracking app?
No. The agent does one job: it checks an inquiry against your criteria and saves an assessment. Stages, follow-up dates and the history of a deal belong in a lead tracking app. Keep both on the same lead record, so the reasons stay with the lead. The lead tracking guide below covers the pipeline.
Can it reply to the lead?
It can draft one: a question about missing details, a referral or a polite decline. Apps can send email on Pro. Put the send step in the review queue, so a person reads and approves each message before it goes out. Keep the agent's checks and reasons on the lead record rather than in the email, so the lead gets a plain question, not your scoring.
Which criteria should I avoid?
Anything about the person instead of the request, such as name, age, gender, nationality, disability or how well someone writes. None of it tells you whether you can do the job, so tell the agent to ignore it. Also avoid criteria your form never asks about, because the agent can only guess at them. Each check should point to a field the lead filled in, so a reviewer can see why it passed or failed.
When does the agent run?
When someone asks it to, for example from a button on a new inquiry, or on a schedule you set (Pro), such as each weekday morning for the inquiries received since the last run. Either way the result is a suggestion in the review queue, and a person decides what happens to the lead.
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