Tutorial: automate your WhatsApp sales pipeline

🎯 Goal

Every enquiry lands on the board as a deal, moves on its own as things happen, and your team only steps in where a human makes the difference.

🧰 What you need

• The Sales pipeline opened once (it creates the default stages)
• An approved Utility template for follow-ups outside the 24-hour window
• Optional: Razorpay connected for the payment step (Payment links)

We use the default pipeline: New lead → Contacted → Qualified → Quote sent → Won / Lost.

Step 1: a new enquiry becomes a deal

New chatbot Enquiry to deal. Trigger card → Match keyword: price, quote, rate, enquiry.

1. Ask question “Sure! What do you need? (product and quantity)” → requirement.
2. Ask question “Roughly what budget do you have in mind (₹)?” → budget, validation Number.
3. Create deal: Stage New lead, title {{name}} — {{requirement}}, value {{budget}}, Owner Agent assigned to the chat, tag whatsapp.
4. Assign → Next available agent (round-robin).
5. Send message Thanks {{first_name}}! Our team will send you a quote shortly.

Publish. Write price from a test phone: a card appears in New lead on the board, with the budget as its value and the chat linked.

SSharma Sweets✓

Hi, price for 200 boxes of kaju katli?✓✓

Sure! What do you need? (product and quantity)

200 boxes kaju katli 500 g, Diwali✓✓

Roughly what budget do you have in mind (₹)?

18000✓✓

Message

The flow collects the details; the deal appears on the board.

Deal variables

After Create deal, later steps can use {{deal_id}}, {{deal_title}} and {{deal_stage}}. Flows started by the deal triggers also get {{deal_value}}, {{deal_pipeline}}, {{deal_owner}}, {{deal_previous_stage}} and {{deal_reason}}.

Step 2: follow up on a quote

The agent sends the quote and drags the card to Quote sent. Make a second flow, Quote follow-up:

1. Trigger card → Deal stage changed, Pipeline Sales, Moved to stage Quote sent.
2. Delay 2 days.
3. A Template message: a Utility template such as quote_followup (Hi {{1}}, did you get a chance to look at our quote?). Two days later the 24-hour window is usually closed, so it has to be a template.
4. Notify agent → Agent assigned to the chat: Quote follow-up sent to {{name}}.

If the deal moved on in the meantime, the follow-up still goes. For a tighter version, use a Smart wait for the customer’s reply instead of the delay.

Step 3: payment marks the deal Won

If you collect payment on WhatsApp (tutorial), close the deal automatically:

1. New rule Paid = won. Trigger card → Payment, When the payment: is paid.
2. Move deal stage → Won, reason Paid online. Which deal: the deal that started this flow, else the latest open one.
3. Branch no deal → Create deal in stage Won with value {{payment_amount}}, so walk-in payments still count.

Step 4: thank-you on Won, win-back on Lost

Flow Deal closed. Trigger card → Deal stage changed (any stage), then a Condition on Field / answer deal_status:

• is won → Send message Thank you for your order, {{first_name}}! 🎉 → Set / remove tag customer.
• is lost → Delay 30 days → Template message, Marketing we_miss_you with an offer → Set / remove tag win-back.

The lost branch is where the reason pays off. Put {{deal_reason}} in an internal Add note so the next agent knows why it was lost the first time.

Step 5: read the results

After a couple of weeks, open Sales pipeline → Reports:

• Time in stage shows whether quotes still wait too long.
• Deals per agent shows who converts best.
• Why deals were lost tells you what to fix: price, speed, or fit.

Checklist

• Deals created by flows show Automation in their activity history.
• A flow can’t move the same deal back and forth endlessly: the same deal and stage only fires once a minute, and flows keep their normal loop limits.
• Agents whose role lacks See every deal (not only their own) (for example Agent (chat only)) see only their own deals, so assign the chat before Create deal if the owner should be that agent.

What’s next

Sales pipeline →Board, stages and the inbox deal box.Pipeline reports →What every number means.Triggers →Every way a flow can start.