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Warm My Leads

A simple process from start to finish

You provide the opportunities. We help you turn more of them into customers.

We securely connect to the tools you already use, contact the right people, manage follow-ups and show you what happens next. You stay informed and remain in control throughout.

Your journey

Four clear steps from start to results

Select a step for more detail. The headings alone explain the complete service.

  1. Step 1We agree the planYou tell us which opportunities matter, what success looks like and when your team should take over.
    Your part
    • Tell us what a useful opportunity looks like
    • Tell us which services and locations you cover
    • Tell us who should receive important replies
    • Agree what counts as interested, qualified and won
    Our part
    • Turn your requirements into clear contact and qualification rules
    • Agree when messages should stop
    • Agree when your team should take over
    • Prepare a simple plan for approval
  2. Step 2You provide your email and contactsProvide a dedicated business email mailbox, upload suitable existing enquiries, quotes or customers, and approve how messages should sound.
    Your part
    • Provide a dedicated email mailbox we can use to contact your customers
    • Confirm the sender name and signature
    • Upload suitable existing enquiries, quotes, customers or other genuine contacts
    • Confirm where the contacts came from and exclude anyone who asked not to be contacted
    • Approve the tone and message style
    Our part
    • Set up and test the mailbox for sending and receiving
    • Send from an address linked to your business, not from a Warm My Leads address
    • Check the list for duplicates and contact details
    • Separate different types of opportunity and prepare the right approach
    • Flag anything that needs clarification before contact begins

    Messages normally come from the dedicated mailbox linked to your business, using the sender name and style you approve. This is not a purchased or random cold-contact list.

  3. Step 3We follow up and manage repliesWe contact people gradually, follow up politely, stop scheduled messages when someone replies and ask your team for help when needed.
    Your part
    • Approve the sending pace and any special rules before we start
    • Answer occasional questions about previous work or customer history
    • Take over when a personal conversation is needed
    • Respond to important alerts
    Our part
    • Send messages gradually, one person at a time
    • Follow up politely according to the plan you approved
    • Stop scheduled follow-ups when a reply arrives
    • Understand whether the person is interested and ask useful qualification questions
    • Arrange a call or appointment where appropriate
    • Ask a real person for help when the answer is unclear or sensitive
    • Honour every request to stop

    Scheduled follow-ups stop when someone replies. The conversation is then handled according to the agreed rules, or passed to your team when personal input is needed.

  4. Step 4You see the resultsYour portal shows replies, genuine interest, appointments, opportunities requiring action, and known won or lost results.
    Your part
    • Review progress in your portal
    • Act on opportunities that need your team
    • Tell us when something changes
    Our part
    • Show people contacted, replies received and interested or qualified opportunities
    • Highlight what is waiting for your team, appointments booked and quotes followed up
    • Record won or lost results where known, and people to contact later
    • Help prevent valuable opportunities from being forgotten
    • Check staff follow-up where this has been included in the service

    The exact follow-up checking available depends on the customer systems and tools you use. You can see contact progress, replies, interested opportunities and actions that need attention in your portal.

Your contacts remain yours

Warm My Leads uses your customer information only to deliver the service you asked for. You stay in control throughout.

  • Used only for your service

    We use your contacts only to provide the service you agreed to.

  • Never sold or shared between customers

    Your contacts are never sold or used for another customer.

  • You remain in control

    You can pause activity, exclude a person or take over a conversation.

  • Removed when the service ends

    Your information is removed according to your contract, our Privacy Policy and any legal retention requirements.

  • Approve before starting
  • Pause at any time
  • Take over conversations
  • Stop individual contact
  • See everything in your portal
See exactly how we use, protect and remove your information

Common questions

The most important points, answered plainly.
View all questions

No. The main Warm My Leads service works with enquiries, quotes, customers and other genuine contacts your business already has.

Read more in the FAQ

Ready to see what your business may already be losing?

We will look at your current enquiries, old leads and follow-up process, then show you where valuable opportunities may be getting missed.

Read our Privacy Policy