Lead OS is the AI-powered CRM built for architecture firms. Automate inquiry follow-up, nurture your referral network, and track every project from RFP to closeout — so you spend more time designing and less time chasing leads.
The Problem
A developer calls about a new mixed-use project. You're in a design charrette and can't answer. By the time you follow up, they've already sent RFPs to three other firms. In architecture, the firm that responds first shapes the conversation — and often wins the contract.
85% of architecture work comes from referrals. But you finished a project with a contractor 6 months ago and haven't spoken since. No check-in, no portfolio update, no "anything in the pipeline?" — just silence. Your best lead source is drying up because you're too busy to nurture it.
How many active proposals are out? Which ones need follow-up? What's your projected revenue for next quarter? If you can't answer in 5 seconds, you're flying blind — chasing RFPs that don't fit while ignoring the high-value leads that do.
Features
01 — AI Lead Manager
The AI gathers project type, scope, timeline, and budget range, then routes qualified opportunities to the right principal or business development lead with full context. Unqualified inquiries enter a nurture sequence instead of wasting your time.
New Inquiry: Sarah Chen (Developer)
Responded in 42 seconds
AI
"Hi Sarah! Thank you for reaching out. What type of project are you considering?"
Sarah
"Mixed-use residential + retail, about 40,000 SF"
AI
"Great scope. What's your target timeline for design completion?"
Sarah
"Need CDs by Q3 2027"
Inbound Call: Sarah Chen (Developer)
Duration: 4:12
Project
Mixed-use, 40,000 SF
Budget
$8-10M construction
Inbound Call: Mike Torres (GC)
Type: RFI — Column grid spacing
Action
Routed to project architect
02 — AI Voice (24/7 Call Answering)
Lead OS AI answers every inbound call, gathers the caller's project details, identifies whether it's a new inquiry, an existing client, or a contractor question, and routes accordingly. Developers who call after hours are often the most serious — don't lose them to voicemail.
03 — Referral & Network Nurture Campaigns
Lead OS runs automated campaigns to past clients, contractors, developers, and consultants — project case studies, design awards, industry insights, and personal check-ins. Stay top-of-mind so when their next project needs an architect, you're the first call.
Month 1: Project completion case study email
Delivered
Month 3: "Design trend insights" article
Delivered
Month 5: Personal check-in text
Delivered
Month 8: Portfolio update with new work
Scheduled 8:00 AM
Month 12: "Any projects in the pipeline?" SMS
Queued
New Inquiries
Sarah C.
Mixed-use 40K SF
James P.
Office — 15K SF
+7 more
Proposal Submitted
Metro Dev.
Residential 60 units
Oak Group
Retail 8K SF
+2 more
Contract Signed
River LLC
Mixed-use
Chen Dev.
Commercial
9
Inquiries
5
Qualified
4
Submitted
35%
Win Rate
04 — Proposal & RFP Pipeline Tracking
Track project leads through qualification, proposal development, presentation, negotiation, and contract execution. Know which proposals are pending, which need follow-up, and what your win rate looks like — so you pursue the right projects and stop wasting time on long-shot RFPs.
05 — Power Dialer & Proactive Outreach
Use the built-in power dialer to reach out to developers, property owners, and contractors who might need design services. Follow up on submitted proposals. Re-engage past clients. Auto-advance to the next contact. Drop voicemails on no-answer.
Power Dialer — Active Session
Developer & Past Client Outreach
Calling: James Park (Developer — Past Client)
Call #12 of 30
4
Connected
6
VM Drops
2
No Answer
Comparison
| Feature | Lead OS | Accelo | HubSpot | Pipedrive |
|---|---|---|---|---|
| AI Lead Response | Built-in | No | No | No |
| 24/7 AI Call Answering | Built-in | No | No | No |
| Referral Nurture Automation | Multi-channel | Basic | Email only | Basic |
| Proposal Pipeline Tracking | Built-in | Advanced | Basic | Visual |
| Workflow Automation | Multi-channel | Advanced | Basic | Basic |
| Unlimited Users | Yes | No (custom pricing) | No ($20+/user) | No ($14+/user) |
Testimonials
"The automated nurture campaigns reactivated 3 past clients I hadn't spoken to in over a year. Two of them had new projects and we won all three. That's $180K in design fees from emails I didn't have to write."
R.K.
Firm Principal
"I used to forget to follow up on submitted proposals. Now Lead OS sends automatic check-ins at 3, 7, and 14 days. Our proposal win rate went from 22% to 35%."
L.M.
Business Development
"A developer called at 7pm about a commercial project. Lead OS AI picked up, qualified them, and booked a meeting. That turned into a $2M construction project and $160K in fees. Would have been a voicemail otherwise."
S.P.
Firm Owner
"We had no idea how many proposals were outstanding at any given time. Now I can see every opportunity at every stage. We stopped chasing bad-fit RFPs and focused on the projects we can actually win."
J.T.
Design Director
"We set up nurture campaigns for every GC we've worked with. Three of them referred us for projects this quarter. The system keeps us top-of-mind without us having to remember to call."
A.W.
Associate Principal
"We were paying for Pipedrive, Mailchimp, and a separate phone system. Lead OS replaced all three for less money and way more automation. The team actually uses it because it's simpler."
M.C.
Firm Administrator
Get Started Today
Book a free 30-minute demo. We'll show you exactly how Lead OS works for architecture firms — no pressure, no fluff.
No credit card. No commitment. Just results.