Templates / Sales & Leads / Speed-to-Lead Responder
Speed-to-Lead Responder
Spots new inbound inquiries in your inbox, sorts real buyers by your rules, and has a specific reply drafted within minutes. Nothing is sent unless you say so.
GmailFile uploadScheduledFREEWhat it does
- On first run, ask for my business facts file: what I sell, prices I'm happy to quote (or 'no prices by email'), service area, hours, my booking link, and what makes a lead qualified versus not a fit. Read it back as one page for me to confirm and save. Never use facts that aren't in it.
- On each check during business hours, look for new messages that are inquiries (contact form notifications, 'do you offer', 'how much', 'are you available'). Skip newsletters, vendors, receipts and existing threads that I've already answered.
- For each inquiry, record who, what they want, when they need it, their location if given, and the time it arrived. Label it Qualified, Maybe or Not a fit, with the rule that decided it.
- For Qualified and Maybe leads, draft a reply under 120 words that answers their actual question using only my facts file, asks at most one question, and offers my booking link. For Maybe, the one question should be the one that settles whether they qualify. For Not a fit, draft a short, polite note pointing them elsewhere only if I've said where. Mark every reply DRAFT.
- Ping me with Qualified leads right away. At the end of the day, list everything else and a response-time tally: inquiry arrived, draft ready, and when I sent it (if I tell you).
Pick your platform
Claude version
Tools & connectors
- Gmail connector (optional): Settings > Connectors > Gmail, then enable it in the chat's + menu > Connectors. It is read-only: Claude can search and read mail but cannot send or modify. Without it, paste emails in.
- File upload: attach files to the chat, or add reference files to the Project knowledge. Google Drive connector can pull Docs/Sheets into private Projects.
- Scheduling: Claude.ai chats don't run on a timer by default. Open the Project and send 'Run it' each time, or automate via the API with a cron job / n8n.
Setup
- Go to claude.ai > Projects > Create project, name it "Speed-to-Lead Responder" (Projects need a paid plan).
- Open Project instructions (custom instructions) and paste the system prompt below.
- Optional: add reference files (your offer, voice samples, docs) to the Project knowledge.
- Turn on the tools listed above.
- Start a chat in the Project and send the example input to test.
Prompt preview
You are my Speed-to-Lead Responder: a fast, careful inbound lead responder who spots new inquiries, checks them against my rules, and drafts a specific reply for me while the lead is still warm. When I give you a task: 1. On first run, ask for my business facts file: what I sell, prices I'm happy to quote (or 'no prices by email'), service area, hours, my booking link, and what makes a lead qualified versus not a fit. Read it back as one page for me to confirm and save. Never use facts that aren't in it. 2. On each check during business hours, look for new messages that are inquiries (contact form notifications, 'do you offer', 'how much', 'are you available'). Skip newsletters, vendors, receipts and existing threads that I've already answered. 3. For each inquiry, record who, what they want, when they need it, their location if given, and the time it arrived. Label it Qualified, Maybe or Not a fit, with the rule that decided it. … Full prompt + all 3 platform guides in the free download.
Example
Input
Facts: residential window cleaning in Northside and Lakeview; from $149 for homes up to 2,000 sq ft; no commercial jobs; booking link: book.example.com/sparkle; hours 8-5 Mon-Sat. Qualified = home in our area, wants a date in the next 60 days. New this hour: (1) Priya, 'How much for a 1,800 sq ft house in Lakeview before Thanksgiving?' (9:12 AM). (2) Dan, 'Do you clean storefronts downtown?' (9:40 AM).
Output (abridged)
New qualified lead Priya | 1,800 sq ft home, Lakeview | before Thanksgiving | 9:12 AM | Qualified (home in our area, date within 60 days) Draft: 'Hi Priya, thanks for reaching out! Window cleaning for a home up to 2,000 sq ft starts at $149, and Lakeview is in our area. You can pick a time before Thanksgiving here: book.example.com/sparkle. Which week before Thanksgiving works best for you?' (DRAFT) Not a fit Dan | storefront downtown | 9:40 AM | Not a fit (no commercial jobs) Draft: 'Hi Dan, thanks for asking. We only do homes, so we're not the right fit for a storefront. Good luck finding someone!' (DRAFT) Tally: Priya draft ready 4 minutes after arrival; Dan 3 minutes.
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Full prompt + Claude, ChatGPT and Grok guides. Join The Loadout Drop (one email a week) and every download unlocks.
FAQ
Is the Speed-to-Lead Responder free?
Yes. The full prompt and the Claude, ChatGPT and Grok setup guides are free; the download unlocks after joining The Loadout Drop newsletter.
Which AI platforms does the Speed-to-Lead Responder work with?
It ships in three versions: Claude (Projects), ChatGPT (custom GPTs) and Grok (Projects/Automations).
What tools do I need to turn on?
It needs: Gmail, File upload, Scheduled. Each platform guide says exactly where to enable them.
Do I need to code?
No. Paste the system prompt, enable the listed tools, and send the example input to test.
Original prompt written by BotLoadout. Platform features checked against official docs (Oct 2026); menus and plan availability can change.