Leads go cold before anyone replies
Lead-to-CRM Automation with WhatsApp Follow-Up
We connect your lead sources to your CRM and WhatsApp so every enquiry is captured with its source, answered quickly, prioritised, assigned to a person and followed up on a schedule — on infrastructure you own.
Free 30-minute call — you describe the workflow, we tell you honestly whether and how we would automate it.
Who this is for
Businesses that generate enquiries from Facebook or Instagram ads, a website or WhatsApp — real estate, travel, clinics, education and local services — and rely on staff to notice, reply to and chase each one by hand.
The problem
What this looks like day to day
Enquiries are noticed late
Leads arrive in several places — Meta lead forms, a website form, WhatsApp. Whoever happens to see one first replies, sometimes hours later.
Nobody knows who to call first
Every lead looks the same in the inbox, so a serious buyer waits in the same queue as someone just browsing.
Follow-up depends on memory
The second and third message only go out when someone remembers. Most leads stop hearing from you after one attempt.
Ad spend can't be traced to customers
Leads live in chat threads and spreadsheets with no source attached, so you can't tell which campaigns produced real enquiries.
If it stays unsolved: Leads you paid to attract go to whichever business answers first, and you can't tell which of your campaigns or channels are actually producing customers.
The system
How it works
- 01
Capture
Meta lead forms, website forms, landing pages and WhatsApp feed one pipeline. Duplicate enquiries are detected and merged.
- 02
Respond
An automated first reply goes out on WhatsApp straight away, and can ask the qualifying questions you define.
- 03
Qualify and score
Answers are recorded and each lead gets a priority score based on rules we agree with you — enquiry type, budget, location, activity.
- 04
Route and alert
The lead is saved to your CRM with its source and assigned to the right person, who gets an instant WhatsApp or chat alert.
- 05
Follow up
If there is no reply, a timed follow-up sequence continues on your behalf and stops automatically when the lead replies or books.
Works with
- Meta lead forms and Meta Ads
- WhatsApp Business API
- Website and landing-page forms
- n8n (self-hosted)
- Google Sheets
- CRMs with an API or webhooks (including self-hosted EspoCRM)
- Email, Slack and Telegram alerts
Scope
What is included, and what is not
What you receive
- A working lead pipeline running on your own server
- Lead capture from the sources you use, with source recorded on every lead
- Scoring rules, documented in plain language
- CRM pipeline stages, fields and assignment rules
- Instant alerts to the assigned person
- Follow-up sequences with auto-pause on reply or booking
- Failure alerts, written documentation and a recorded walkthrough for your team
- 30 days of post-launch support for what we delivered
What we need from you
- Access to your ad accounts, forms and WhatsApp number (or help getting one)
- Access to your CRM or spreadsheet
- What a good lead looks like, and the questions worth asking
- Who should be alerted for which type of lead
Not included
- Running your ad campaigns or buying media
- WhatsApp number and message-template approvals — Meta decides those
- Replacing your sales team's judgement: the system prioritises, people close
Reliability
When something goes wrong
- Duplicate leads are detected before they reach your team
- Errors trigger failure alerts instead of failing silently
- Messages follow rules you approve; anything outside them goes to a person
- Built and tested on staging before it touches real leads
- Data lives in your own database and server, not a shared SaaS account
Measurement
How we tell whether it works
- Time from enquiry to first reply
- Share of leads with a recorded source
- Leads contacted within the window you set
- Follow-ups sent versus replies received
- Movement through your pipeline stages
We agree these measures during scoping and report what the system actually records. We don't promise a specific result in advance.
A working example
Where we have built this
Mustaraka Properties
The lead pipeline for our own real estate venture, which we built and operate: website and Meta ad leads trigger instant WhatsApp and Telegram alerts to agents, with leads tracked in a self-hosted admin CRM.
Read the full case study →Working together
What happens after you get in touch
- 01
Discovery and scope
A free 30-minute call. We map where leads, messages or orders get stuck today and agree what to automate first and how success will be measured.
- 02
Build and test
Work starts on staging with progress updates and milestone approvals. We test with your real messages, receipts or leads before anything goes live.
- 03
Launch and hand over
We move to production, watch the first live runs, and give your team documentation and recorded walkthroughs so they can operate it with confidence.
- 04
Support and improve
30 days of post-launch support to fix issues in what we delivered, then an optional maintenance retainer. We review what the system actually recorded and tune it from there.
Questions
Common questions
Do I need a CRM already?
No. If you already use a CRM with an API or webhooks we connect to it. If you don't, we can set up a simple one as part of the build.
Will it message my customers without me seeing it?
Only within rules you approve. You decide what the first reply says, which questions it may ask and when it must hand over to a person. Anything outside those rules is routed to your team.
Which channels can follow-ups use?
WhatsApp, email and SMS. WhatsApp business messaging has its own opt-in and template rules, so we set up consent handling as part of the work.
How long does it take?
A focused lead pipeline typically takes 1–2 weeks from scoping to deployment; larger systems with several workflows take 4–8 weeks. We confirm a realistic timeline on the scoping call.
Full scope in the catalogue
Other systems we build
Describe the workflow. We'll tell you what is possible.
Send a short description through the contact form. It reaches our workflow straight away, and a person follows up to set up a free 30-minute call — no commitment required.
Discuss Your Workflow