Lead Capture Chatbot That Emails You Qualified Leads in Real Time
Convocore is an AI chatbot that qualifies every website visitor against criteria you write in plain language and emails your team the moment a conversation becomes a qualified lead, with the score, the reasons and a link to the chat. Lead capture is included on the Pro plan at $59 a month ($39 a month billed yearly), and Starter users at $29 can add it for $15 a month.
Use Case
How the lead funnel decides who is a qualified lead
The feature is called the lead funnel. You describe what a good lead looks like, the AI checks each conversation against that description, and an email goes out only when your rule is met. Nothing is sent for chats that never qualify.
| Setting | What you set | What happens |
|---|---|---|
| Qualification steps | 5 to 8 plain-language conditions, such as "named a monthly budget", with points that add up to 100 | The AI checks the conversation against each step and adds the points of every step that matches |
| Email rule | A score threshold (70 by default) or a list of steps that must all match | The first rule that matches sends the email; later rules do not also fire |
| Contact requirement | "Phone or email is enough" is on by default | The email waits until the visitor has left an email, a phone number or a WhatsApp number, so every lead can be reached |
| Recipients | Any workspace member or any email address, per rule | Only the people on that rule get that email, never the whole workspace |
| Chat tag | A tag such as hot_lead, or one made from the rule name | The conversation is tagged so each person can filter the inbox to their leads |
| Tag routing | Percent splits, such as 50/50 or 70/30, between people | Qualified chats are shared out by a stable split, so a lead never jumps between two salespeople |
| One email per conversation | Nothing; it is always on | After the first email the conversation is locked, so a lead that keeps chatting does not send a second alert |
What the lead email contains
- The lead's name if they gave it, the score out of 100, the agent's name, and how to reach them.
- The steps they matched with the points for each, the facts the AI pulled from the chat (budget, timeline, phone and so on), and a short AI summary.
- A link straight to the conversation, and a recording link when the lead came in by phone.
- For agencies on the White Label plan, client agents send the email with the agency's logo, colours, sender address and custom domain.
Lead capture chatbot vs a contact form vs a bot that emails every chat
| Contact form | Chatbot that emails every chat | Convocore lead funnel | |
|---|---|---|---|
| When you hear about the lead | When the visitor submits the form | After every conversation | As soon as the conversation meets your rule |
| What decides it is qualified | Nothing; every submission arrives | Nothing; you read every transcript | Your own steps and threshold |
| Noise in your inbox | Spam and tyre kickers | High | One email per qualified conversation |
| Who gets it | One shared inbox | One shared inbox | Different people per rule, or a percent split |
| Context you get | The fields on the form | A raw transcript | Score, reasons, extracted facts, summary and a link |
| Channels | Website only | Usually website only | Website, WhatsApp, Instagram, Messenger, email, and phone calls on Business |
When another tool is the better choice
- You want an email drip that follows up with the lead. The lead funnel emails your team, not the visitor. Use your email marketing tool for sequences.
- You need a native, two-way HubSpot or Salesforce connector. Convocore has a native Zoho CRM sync; other CRMs connect through webhooks or the API on the Business plan, which is more setup than a built-in connector.
- You want to score anonymous visitors by the pages they browse. The funnel scores what people say in the conversation, not page views or clicks.
- You only need a short form and get a handful of enquiries a week. A form is simpler and free.
Key facts decision-makers quote
- Lead capture is part of Pro at $59 a month ($39 billed yearly), with every chat channel and human handoff. On Starter at $29 a month it is a $15 add-on. Business at $99 adds phone calls, so callers are scored and emailed the same way.
- Website visitors expect fast answers; delayed replies lose qualified demand.
- Ground AI answers in your live pages and docs, then escalate when confidence is low.
- Measure lead quality and containment, not raw chat volume.
Why most chatbot lead capture disappoints
- Chat notifications for every conversation train the team to ignore them.
- Leads sit in a dashboard nobody opens until the next morning.
- Every salesperson sees every lead, so two people call the same prospect or nobody does.
- Transcripts arrive without the facts that matter: budget, timeline and how to reach the person.
Real time, but only for leads that qualify
Scoring runs after each AI reply in website chat, WhatsApp and social channels, and once at the end of a phone call. Points add up across the conversation, so a visitor who mentions a budget early and leaves a phone number later still qualifies, and the email goes out on the turn where the rule is met. The AI reads roughly the last 20 messages, so the facts need to be said in the chat. When the funnel is on, your step names and conditions are also given to the agent, so it asks for the missing facts one question at a time instead of firing a list of questions. See pricing for plan limits.
What you get
Criteria in plain language
Write conditions the way you would brief a new salesperson. AI Assist can draft the steps from your agent's prompt, and you edit them.
Separate rules per team
Send 90+ leads to the founder and 60+ leads to sales. The first matching rule wins, so nobody gets the same lead twice.
Fair percent splits
Split one kind of lead between closers by percent. The split is stable per conversation and adds a tag for each person's inbox filter.
Scores in the dashboard
Every conversation keeps its score, matched steps and extracted facts, and the API exposes the same fields for your CRM.
What it costs
Lead capture is part of Pro at $59 a month ($39 billed yearly), with every chat channel and human handoff. On Starter at $29 a month it is a $15 add-on. Business at $99 adds phone calls, so callers are scored and emailed the same way.
How to set it up
- Open your agent in Convocore, find Funnel & Lead Scoring on the right rail, and turn on scoring.
- Write 5 to 8 qualification steps with points that add up to 100, or click AI to draft them from your prompt.
- Add an email rule: a score threshold or the steps that must match, the people who get the email, and a chat tag.
- Test it in the agent tester: talk like a buyer, leave a phone number, and check that one email arrives.
- Put the agent on your website, and on WhatsApp, Instagram or Messenger if you use them.
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Frequently Asked Questions
How fast does the lead email arrive?
In chat, the conversation is scored after each AI reply, and the email is sent on the turn where your rule is met and the lead has left a way to reach them. On phone calls the score is worked out when the call ends, and the email follows straight after.
Will I get an email for every chat?
No. Only conversations that meet one of your rules send an email, and each conversation sends at most one. Chats that never qualify are scored and kept in the dashboard, but nobody is emailed.
Can different leads go to different people?
Yes. Each rule has its own recipients and tag, so you can send hot leads to one person and the rest to another. Tag routing can also split one kind of lead between several people by percent, such as 50/50.
Does it work on WhatsApp and phone calls?
Yes. The same funnel scores website chat, WhatsApp, Instagram, Messenger and email conversations, and on WhatsApp the customer's number counts as contact details automatically. Phone calls are scored when the call ends, on the Business plan at $99 a month.
Does the chatbot send follow-up emails to the lead?
No. The lead funnel is an alert for your team, not a marketing sequence. If you want to email the lead, use your email marketing tool or CRM, and send the lead there through webhooks or the API.
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