Tool
Lead inbox
Every inquiry from every channel in one clean record, with no duplicates and a full history of what happened.
Overview
How it works
The lead inbox is where every new customer inquiry lands. A website form, your AI assistant, a booking request or a phone message all become the same kind of record. Each one holds the source, the status, the person's contact details, the service they asked about and a history of everything that has happened since.
When someone who already contacted you gets in touch again, the inbox attaches the new message to their existing record instead of creating a second one. When a form is sent twice because of a slow connection, only one inquiry is saved. You get one accurate list instead of a messy one.
You move each lead through simple stages, from new to contacted, qualified, booked, and won or lost. Status changes can notify the customer, and every change is recorded. If you already use a CRM, each lead is sent there through a signed webhook, with retries if your CRM is briefly unavailable.
What it looks like
A typical walkthrough
For example, here's how the lead inbox works for a landscaping company over a few days.
An inquiry arrives from the website
A homeowner fills in the contact form asking about weekly mowing. A new lead appears with the source "web form", the requested service, their email and phone number, and the status "new".
The same person reaches out again
Two days later, the same homeowner asks the website assistant a follow-up question. The inbox recognizes their email and adds the conversation to their existing record as a repeat inquiry.
The right person is assigned
Mowing inquiries are routed to your lawn care lead. They get an alert, and the lead shows who it's assigned to.
You update the status
After a phone call, your team moves the lead to "contacted" and adds a note. The change and the note appear in the lead's history with the time and who made them.
The customer hears about progress
When you mark the lead as booked, the customer gets a short, approved update, and any follow-up messages for that lead stop.
Your CRM stays in sync
Each new lead is also sent to your CRM. If your CRM is down for a few minutes, the delivery retries on its own, and any delivery that still fails shows on your dashboard to resend.
Under the hood
How our system does it
One standard record for every channel
Every lead has the same fields: source, status, name, email, phone, requested service, consent choices, assignee and a timeline of activity. That consistency is what lets follow-ups, bookings and reports all work from the same information.
Clean contact details
Email addresses are stored in lowercase and phone numbers in one standard international format. That makes matching reliable and keeps texts going to the right number.
Duplicate detection
When an inquiry arrives with an email or phone number that matches an existing lead for your business, it's added to that lead's history as a repeat inquiry. You see one person with their whole story, not three partial records.
Safe retries
Each submission can carry a one-time key. If the same form is sent again, the inbox returns the original reference and writes nothing new. Customers who double-click Submit don't create double work.
Status workflow with an audit trail
Leads move through set stages, and moves that don't make sense are refused. Every change is recorded in the lead's activity and in an audit log, with the time and who made it.
Signed webhook to your CRM
Each lead is posted to your CRM as structured data with a timestamp and a signature made with a secret only you and we hold. Your CRM can check the signature to confirm the data came from us and wasn't altered. Deliveries run through the retry queue with failure visibility and replay.
Spam and abuse filtering
Public forms only accept submissions from your own website, limit how often one visitor can submit, cap the size of each request and use a hidden field that catches automated spam.
Works with
What it does
What it does
Collects inquiries from every channel
Forms, chat, bookings and phone messages all arrive as the same kind of lead record.
Detects duplicates
A returning contact's new inquiry is added to their existing lead instead of creating a new one.
Handles retries safely
A form sent twice is saved once.
Tracks status
Each lead moves from new to contacted, qualified, booked, and won or lost, with spam set aside.
Keeps a full history
Inquiries, calls, bookings, messages, replies, notes and status changes are listed in order on each lead.
Assigns leads
Leads go to the owner, rotate across your team, or go to the person responsible for that service.
Flags urgent inquiries
Inquiries that match your urgent keywords are marked so the right person is alerted right away.
Notifies customers on status changes
Status updates can trigger approved messages, and moving to booked, won or lost stops follow-ups.
Sends leads to your CRM
A signed webhook delivers each lead to your CRM, with automatic retries and replay.
What it can do for you
Why it helps
One place to look
You stop checking separate inboxes, voicemails and chat logs to find out who contacted you.
A cleaner customer list
Duplicate detection keeps one record per person, which makes follow-up and reporting easier to trust.
Clear ownership
Assignment and status make it obvious who is handling each lead and what happens next.
Your CRM, kept current
If you already use a CRM, leads arrive there without copying and pasting.
What you control
Your rules, your approvals
- Who receives new-lead and urgent alerts
- How leads are assigned: owner, rotation or by service
- Your urgent keywords
- Which status changes notify the customer, and the approved wording
- Whether leads are sent to your CRM, and which fields
- How long lead records are kept
Who it's for
Is this a good fit?
- Businesses that get inquiries from several places and lose track of them
- Teams that share lead follow-up between more than one person
- Owners who use a CRM and want leads to arrive there automatically
- Probably not the right fit if you need fuzzy matching by name or a merge screen for old records, since duplicates are matched on exact email or phone
How we work
From first conversation to live
Discovery
We map where your inquiries come from today, who handles them and whether you use a CRM.
Setup on your business profile
We set your services, routing, alert recipients, urgent keywords and CRM connection in your business profile, and connect your website forms.
Test in safe mode
We send test inquiries through every channel, including repeats and double submits, and check the CRM delivery. Customer messages are recorded but not sent.
Go live
After you approve the setup and message wording, live forms and notifications switch on.
Ongoing review
We review failed deliveries, spam and routing with you, and adjust rules as your team and services change.
Scope
What's included, and what isn't
Exactly what's included is confirmed in writing for each project.
Included
- Lead inbox set up for your business
- Website form connection with spam protection
- Duplicate detection and safe retries
- Status workflow with activity history and audit log
- Lead assignment and urgent flags
- Customer notifications on status changes
- Signed webhook delivery to your CRM
- Safe-mode testing before go-live
Not included
- Cleaning up or importing years of old records from another system
- Building or customizing your CRM itself
- Fuzzy name matching or manual merge tools
- Buying lists or contacting people who haven't reached out to you
What you'll provide
- A list of the places inquiries come from today
- Your services and who handles each one
- Who should get new-lead and urgent alerts
- Your CRM's webhook address, if you use one
- Approval of any customer-facing status messages
Safeguards
Controls built in
- Each business's leads are stored separately and never visible to another client
- Repeated submissions are saved once
- Every status change is recorded with time and actor
- CRM deliveries are signed so your CRM can verify they came from us
- Failed deliveries are shown on your dashboard, never silently dropped
- Test records from setup are never sent to your CRM or counted in reports
FAQ
Questions owners ask
What counts as a duplicate?
A new inquiry for your business with the same email address or phone number as an existing lead. It's added to that lead's history as a repeat inquiry, so you keep one record per person.
Do I need a CRM to use this?
No. The lead inbox works on its own, and your dashboard becomes your inbox. If you do use a CRM, we connect it with a signed webhook.
What happens if my CRM is down?
Deliveries go through a retry queue and try again automatically. If a delivery still fails, it appears on your dashboard with the error, and it can be resent once the cause is fixed. A resend never creates a second copy.
Will customers be messaged every time I change a status?
Only for the status changes you choose, using wording you've approved. Texts go only to customers who agreed to receive them.
How do you stop spam?
Forms accept submissions only from your own website, limit how often one visitor can submit, cap request size and use a hidden field that catches bots. Leads that get through can be marked as spam in one step.
How much does it cost?
It depends on your channels and integrations. We confirm scope and price in writing after a short conversation. Email sales@vyybe.co or call (425) 428-8363.
Put Lead inbox to work
Tell us what you need. We reply with a few questions, and scope and price are confirmed in writing before any work starts.