Lead Process

Here is a short description of the workflow we want to set up.

Objective

We want a simple and reliable LinkedIn lead workflow using Waalaxy and HubSpot. For the initial setup, lead qualification will be done manually. Make.com may be added later as an optional automation layer.

Target Process

1. LinkedIn Account
   Jeannette’s LinkedIn account is the starting point.

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2. Waalaxy Campaign

Import/select targeted prospects
Run LinkedIn outreach campaigns
Automated initial messages and follow-ups

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3. Waalaxy Inbox / 1-to-1 Conversations

Incoming replies are handled centrally in Waalaxy Inbox
Yuri takes over the individual 1-to-1 conversation
She needs a clear overview of open conversations and required follow-ups

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4. A/B/C Lead Qualification
   After a relevant reply/conversation, Yuri manually qualifies the lead as A, B or C, mainly based on:

company size
industry
role/function of the contact
overall commercial potential

A/B/C describes the commercial value/potential of the lead, not the conversation status.

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5. Routing

B/C Leads
→ remain in Waalaxy for further communication, follow-up or closing.

A Leads
→ are transferred to HubSpot
→ Jeannette takes over the relevant lead personally.

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6. HubSpot

For an A-lead we want HubSpot to:

check whether the person already exists
check whether the company already exists
identify an existing or former customer relationship
preserve/show the existing CRM history
update an existing record rather than unnecessarily creating duplicates
store the relevant Waalaxy/LinkedIn lead information

We need to define the simplest and safest way for Yuri to trigger the transfer of an A-lead from Waalaxy to HubSpot.

Existing Data / Important Requirement

There are already approximately 450 leads in Waalaxy from previous campaigns.

Before changing the existing Waalaxy account/team structure, we need to make sure that the existing leads and especially their conversation/message history are not lost.

We would therefore also like you to check the current setup and advise us before anything is migrated, transferred or recreated.

Optional Phase 2 – Make.com

Make.com is not required for the initial setup.

Later, we may use Make to automate the A/B/C qualification:

Waalaxy → Make checks qualification criteria → automatically assigns A/B/C → A-lead automatically goes to HubSpot.

For now, however, we want to get the simple manual process working properly first.

What we are looking for

This is not a strategy project. We are looking for someone with real hands-on Waalaxy experience who can work with us via screen sharing and help us:

validate the existing Waalaxy setup and protect the existing history,
configure the campaign/inbox workflow,
establish a practical A/B/C qualification process,
configure and test the A-lead → HubSpot handover,
test the complete process end-to-end.

Ideally, we would like to do this together in a focused 1/2 or 1 day hands-on session and then decide whether any additional work is needed.