Flowgrammer

Lead Qualification Checklist and System Planner

Use a lead qualification checklist and editable planner to define fit criteria, evidence, review, routing and tests before automating your sales handoff.

Download the planner (PDF)

Use this lead qualification checklist to agree which enquiries deserve a sales conversation, what evidence you need and who takes the next step. The planner then turns those decisions into rules you can use in an automation project.

Download the editable qualification checklist. Work through one recent enquiry with a colleague; compare any answers where you disagree.

Lead qualification checklist

Use this checklist to agree what makes a lead ready for a sales conversation. Record the evidence behind each answer. A missing answer should create a question or review task.

Check Evidence to record If unknown
Company fit The criteria the company meets Mark the missing criterion
Relevant problem The prospect's stated problem or request Prepare a clarification question
Role in the decision The contact's role and other people involved Ask who should join the discussion
Timing The timing the prospect has provided Keep timing unknown
Budget or buying process What the prospect has said about budget or procurement Ask at the appropriate stage
Existing relationship Matching account and current owner Route a conflicting match for review
Service area The location relevant to service delivery Clarify the service location
Next action A named owner and a recorded next step Assign the designated review owner

Use the editable qualification checklist alongside the core planner. The checklist supports a conversation; your team decides which fields are required before a lead progresses.

A completed qualification example

Suppose a prospect asks for help routing enquiries from two locations. They have described the problem and asked to discuss a project, but have not given a budget or timeline. Record the stated need, leave those two fields unknown and assign a discovery conversation. Missing budget alone does not decide fit unless your team has explicitly chosen that rule.

This example shows how evidence leads to a next action without turning an incomplete form into an automatic rejection.

1. Lead sources

Source What arrives Required fields Current owner
Website form
Email or inbox
Referral or partner
Event or community

2. Fit and disqualification rules

Write rules in a way two people could apply consistently.

Rule Include, exclude, or escalate Evidence required
Company or account fit
Problem or use case
Geography or service area
Budget or timing
Existing relationship

3. Enrichment and confidence

List the information the system may look up, the source it may use, and what happens when the information is missing or contradictory.

Field Source Required confidence Missing-data action
Company size
Role or seniority
Trigger or buying signal
Existing systems

4. Human review

The system should route a lead to a person when the score is uncertain, the information conflicts, the account is strategically important, or the response could damage trust.

Condition Human owner Response target Decision recorded
Low confidence
High-value account
Sensitive or unusual request

5. Routing outcomes

Outcome Destination Owner Service level
Sales follow-up
Nurture
Partner referral
Not a fit

6. Test cases and measures

Before launch, test normal leads, incomplete records, duplicate leads, poor-fit leads, conflicting enrichment, and high-value exceptions. Track reviewer agreement, response time, correct assignments and booked conversations. Check both poor-fit enquiries sent to sales and promising enquiries the system missed.

This planner connects to Flowgrammer's AI Lead Qualification system offer. For broader workflow design, see AI Automation Systems.

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