Collect lead information through a form on your website or directly from your Facebook and Google Ads.

Use a lead form that asks:

• Name (for email personalization)
• Email (obviously)
• Phone (if you want voice outreach)
• Website URL (we’ll scrape this for hooks)
• Primary Challenge or Bottleneck and Desired Outcome

Less is more. Keep it short for better conversions, but of course tailor the fields to fit your needs.

Connect the Form to UltimaBot via Zapier

Use a lead form that asks:

• Trigger: New Lead via your Website, Facebook Ads or Google Ads
• Action: Start Campaign in UltimaBot
• Map the fields and test. You can map the first name, last name, email, phone, URL, and one description field.
• Campaigns Start instantly, unless you add a delay in Zapier.

Less is more. Keep it short for better conversions, but of course tailor the fields to fit your needs.

• We scrape the prospect’s website (if site available)
• We combine the prospect’s website data with their form answers.
• Craft a deeply personalized message (email or voice)
• UltimaBot automatically replies to any follow-up questions (don’t forget to set up your email assistant for this, ideally in combination with a chatbot and/or inbound voice agent
• Schedule meetings, send signup links, or escalate to a human if required.

Wait for Results

Leads reply. Appointments get booked. Conversions improve, without a human lifting a finger.

Follow-Up on Form Submissions

When someone fills out a form, whether it’s a lead magnet, quiz, or survey; you can instantly send a personalized email that speaks directly to their pain points. This builds trust and connection from the very first interaction.

Automated Sales Outreach

If a lead shares their biggest challenge, the AI sends a custom “Here’s how we can help” email. That’s like having a sales assistant that works 24/7.

Onboarding New Clients

Once a new client signs up, ask a few quick questions about their goals and challenges. The system then sends a personalized onboarding email that makes them feel like a VIP from day one.

Custom Product or Service Recommendations

If a lead fills out a form mentioning a specific need, the AI can follow up with a tailored offer that matches exactly what they’re looking for. Perfect for SaaS, e-commerce, and service businesses.

Reactivating Past Clients

When it comes to generating sales, most businesses focus on acquiring new clients, while overlooking their warmest leads: past clients. These relationships are often the easiest to reignite, yet they’re neglected because staying in touch takes time, and whatever time is left usually goes to chasing new business.

That’s where UltimaBot comes in. Connect your invoicing tool (or even a Google Sheet) to UltimaBot via Zapier. Every time an invoice is sent, a Zap is triggered. Set it to delay for six months (or any timeframe you choose) and UltimaBot will automatically check in, offer help, and keep the conversation going. Your clients feel valued, you stay top-of-mind, and repeat sales roll in, all without lifting a finger.

This works for almost every business and niche, both in B2B and B2C, because you’re targeting your own existing clients. Whether you’re a contractor, dentist, coach, web developer, designer, agency, or enterprise, reactivating past clients is one of the easiest ways to generate new sales.

• Contractors – Plumbers or roofers can follow up on maintenance tasks or inspections.
• Landscaping companies – Reach out seasonally for garden cleanups, planting, or winter prep.
• Dentists – Remind patients about yearly checkups.
• Coaches & Consultants – Check in after a program ends to offer follow-up sessions or advanced training.
• Real estate agents – Touch base with buyers after 6–12 months to discuss market updates or investment opportunities.
• Fitness trainers or gyms – Re-engage former members with special offers.
• SaaS companies – Offer feature updates, upgrades, or reactivation discounts to past subscribers.
• Beauty salons & spas – Invite clients back for seasonal treatments or special promotions.