Example plan · WhatsApp Chatbot & Automation
WhatsApp lead-response flow for property enquiries
Scenario: A lead-response setup for a project receiving enquiries from Meta forms, Google, the landing page and property portals. Message wording and timings are illustrative and adjusted for each client. This is not a client case study.
The first minute
| When | What happens |
|---|---|
| 0 seconds | Lead arrives from a form, ad, portal or website and is written to the CRM with its source and a timestamp |
| Within seconds | Approved WhatsApp template: thanks, project name, brochure and one question — “Which would you like: 2 BHK or 3 BHK?” |
| Buyer replies | Chatbot asks budget band and when they plan to buy, using quick-reply buttons |
| Any time | “Talk to someone” hands the chat to a salesperson immediately |
Scoring and routing
| Lead type | Rule | Action |
|---|---|---|
| Hot | Budget fits and buying within 3 months | Assigned to a salesperson for a call, visit slots offered on WhatsApp |
| Warm | Budget fits, timeline 3–12 months | Assigned, plus a follow-up sequence |
| Cold / no reply | No answer to the first message | Reminder later the same day, then the nurture sequence |
| CP-sourced | Came through a channel partner’s tagged link | Stays tagged to that CP; CP notified instantly |
Booking site visits and cutting no-shows
- Buyer picks a date and time slot on WhatsApp.
- Confirmation with location pin and the name of the person meeting them.
- Reminders the day before and two hours before the visit.
- If the buyer doesn’t turn up, a reschedule message goes out the same evening.
- After the visit, the salesperson updates the CRM status, which also feeds ad optimisation.
When a buyer goes quiet
Most buyers need several touches. Instead of relying on a salesperson to remember, a short sequence goes out to leads who opted in: a walkthrough video, a construction update, a payment-plan explainer and an invitation to visit. Anyone can reply “stop” to opt out.
What the setup needs
- An official WhatsApp Business API number through a Business Solution Provider.
- Approved message templates for the first reply, reminders and follow-ups.
- A connection to the CRM (or a Google Sheet) and to each lead source.
- Clear routing rules agreed with the sales team and channel partners.
What we measure
- Time from enquiry to first reply.
- Share of leads who answer the qualifying questions.
- Site visits booked and completed, and no-show rate.
- Leads with no human contact after 24 hours — the number that should be zero.
Want this set up for your project?
Every lead — from ads, your website or portals — gets an instant WhatsApp reply with the brochure, a few qualifying questions and a site-visit slot, then lands with the right salesperson or CP.
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