Case Study - Effortless Lead Capture for a Growing Mobile Bar Team

The Opportunity

Longleaf Libations had strong demand, but their inquiry and booking process was entirely manual. As their reputation grew, so did the overwhelm—leads were slipping through the cracks, and no system was in place to manage follow-ups, quotes, or scheduling at scale.

The goal: build a scalable lead-to-booking pipeline with automation at its core.

Why It Mattered

With just three team members, time was limited. Manually responding to every inquiry and coordinating availability created delays—and lost bookings.

Key Pain Points:

• No structured inquiry form or quote builder
• Leads came in from multiple platforms (email, Instagram, web) with no central tracking
• Follow-ups were inconsistent and often forgotten
• No automation for reminders, reviews, or re-engagement

We stepped in to create a cohesive system that let the team focus on events, not admin.

The Goal

• A mobile-first website designed to convert visitors into qualified leads
• A custom inquiry flow with built-in automation
• Unified messaging and CRM to manage every stage of the client journey
• Automations for follow-ups, reviews, and seasonal promotions

Our Process

1. Website Overhaul for Lead Generation

We designed a responsive, visually rich website that highlights Longleaf’s personality and services:

• Clear CTAs and service breakdowns
• Embedded inquiry form tailored to event type, guest count, and budget
• SEO optimization and fast load performance

2. Automated Lead Capture

We implemented an inquiry flow that instantly responds to prospects:

• Auto-replies with general pricing and next steps
• Event tag-based segmentation to customize follow-up
• Booking calendar visibility to reduce back-and-forth

3. CRM & Inbox Consolidation

We connected all lead sources—web, social, and email—into one inbox and CRM:

• Visual pipeline to track lead status and close rate
• Templates for fast responses and consistent messaging
• Mobile access for managing everything on the go

4. Smart Follow-Up & Review Workflows

To reduce missed opportunities and increase engagement, we added:

• Timed follow-up sequences for unresponsive leads
• Automated review requests after each event
• Seasonal campaigns for rebooking and referrals

From Friction to Flow

“We used to juggle messages across three platforms—now everything’s streamlined. The site does the selling, the system handles follow-up, and we focus on creating great experiences.”
— Longleaf Libations Co-Founder

What’s Next

With the foundation in place, Longleaf Libations is expanding into new markets. We’re planning future integrations for inventory tracking, staff scheduling, and upsell automation for add-on services.

This project shows how a lean team can punch above its weight with the right digital tools.

See it in Action

Visit Longleaf Libations

What we did