Max Sheahan

What I build

Intake and onboarding flows.

A prospect fills out a form. What happens next? In most businesses: someone reads the email, manually forwards it, remembers to reply, and maybe adds them to the CRM. I build the flow so the form triggers everything automatically. Auto-reply in your voice, calendar booking, routing to the right person, CRM entry. Same path every time.

The problem

Every new lead runs a different path.

One prospect gets a reply in two hours. Another waits two days because the email got buried. A third never gets added to the CRM because someone forgot. The intake process depends on who sees the email first and whether they remember all the steps. It is not a process. It is a habit that breaks under load.

BEFORE AND AFTER A new prospect fills out your form. Then what? WITHOUT A SYSTEM Check submissions folder if you see it in time Copy answers to a doc if you remember the format Forward to the right person if you know who handles it Write a confirmation email if you get to it today Add to your CRM if you do not forget Hours. Maybe days. Prospect waits. Context scatters. WITH AN INTAKE FLOW Automation runs Organized email to you instant Auto-reply in your voice instant Contact created in CRM instant Instant Every prospect. Same path. Zero manual steps. maxsheahan.com

(I built this for my own consulting funnel. You are inside it right now.)

What it looks like

Form to notification, one path.

An intake flow showing a filled form on the left, processing steps in the center, and three notification cards on the right: email to you, auto-reply to prospect, and CRM entry

What the flow does

Every step fires without a person in the loop.

Instant auto-reply

The prospect hears back immediately. In your voice, not a template.

Smart routing

Enterprise leads go to one inbox. Small business to another. Education to a third. The form answers decide where it lands.

Calendar handoff

Booking link embedded in the confirmation. The prospect picks a time without a back-and-forth email chain.

CRM entry

Name, email, responses, timestamp. Logged automatically. No manual data entry. No "did we ever hear back from that person?"

What changes in practice

What actually changes.

Every lead gets the same experience

Fast reply, professional follow-up, clear next step. Regardless of who is in the office or what day it is.

Nothing falls through

No forgotten replies, no missing CRM entries. The flow runs the same way every time.

You look bigger than you are

A solo practice with an automated intake flow feels like an operation. Because it is.

Data collects itself

Every form submission is logged, searchable, reportable. You know how many leads came in, what they asked about, and where they are in the pipeline.

Build a front door that never drops a lead.

You already know which leads fell through. Thirty minutes and we design the flow so it stops happening. I build the flow, then teach you to run and adjust it without me.

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