Whatsapp Sales Automation System — Full A–Z Build
Budget / SalaryHourly project
TypeFreelance project
LocationRemote
Posted1 hour ago
I am looking for an experienced AI automation company or freelancer to build a complete AI-powered lead-management and sales-follow-up system for service companies.
This is not just a website chatbot. I need a working system that captures enquiries, responds quickly, qualifies prospects, stores their information, assigns follow-up and helps convert enquiries into booked calls or sales opportunities.
Required customer journey
The system should:
1. Capture new enquiries from:
* WhatsApp
* Website forms
* Website AI chat
* Email
* Phone calls or missed calls, if technically possible
2. Respond automatically:
* Send an immediate first response
* Answer common questions using company-approved information
* Communicate naturally in English
* Ideally support Arabic as an option
* Clearly identify when human assistance is needed
3. Qualify the lead by collecting:
* Name
* Company name
* Phone number and email
* Required service
* Location
* Company size or project size
* Budget, if appropriate
* Required starting date or urgency
* Any additional information needed by the client
4. Manage every lead:
* Create or update the contact in a CRM
* Record the original enquiry source
* Save the full conversation
* Prevent duplicate contacts
* Give each lead a clear status
* Assign the lead to the correct employee
* Notify the responsible person
* Allow a human to take over the conversation
5. Automate follow-up:
* Follow up when a prospect does not respond
* Remind the responsible salesperson about open leads
* Stop automation when a human takes over
* Stop messages when the lead replies, books or opts out
* Allow follow-up timing and messages to be edited
6. Support appointment booking:
* Connect with a calendar or booking platform
* Show available meeting times
* Confirm the booking automatically
* Send reminders
* Update the lead’s CRM status after booking
7. Provide a management dashboard showing:
* Total enquiries
* Lead source
* Response time
* Qualified and unqualified leads
* Leads awaiting follow-up
* Booked meetings
* Conversion rate
* Lost or inactive leads
* Performance by channel and date
## Integrations
The system should integrate with:
* Official WhatsApp Business API
* Website forms and chat
* Email
* A suitable CRM
* Google Calendar, Microsoft Calendar or a booking platform
* Automation software such as n8n, Make or another recommended platform
* GA4 or another reporting solution where appropriate
I am open to recommendations regarding the best technology, CRM and hosting setup. The system must be reliable, secure and reasonably priced to operate.
## Deliverables
The selected provider must deliver:
* Complete working system
* All automations and integrations
* CRM setup
* AI knowledge base and instructions
* Dashboard and reporting
* Human handover process
* Error alerts and basic activity logs
* Testing of every customer journey
* Setup documentation
* Recorded training video
* Administrator access
* Ownership of all accounts, workflows, prompts and source code created for the project
* 30 days of post-launch support and bug fixing
The system should be designed so it can later be adapted and deployed for other service companies without rebuilding everything from zero.
## Important requirements
* Do not apply if you only build basic chatbots.
* Experience with WhatsApp Business API is important.
* The AI must not invent prices, guarantees or company information.
* Customer data must remain separated and secure.
* All automated messages must support human takeover and opt-out.
* The final product must be tested in a real live environment.
## When applying, please provide:
1. Examples of similar systems you have built.
2. A short explanation of your proposed solution.
3. The technology and CRM you recommend.
4. What is included and excluded.
5. Estimated completion time.
6. Fixed total price and expected monthly running costs.
7. Which third-party accounts or subscriptions will be required.
8. Whether you provide documentation, training and post-launch support.
This is not just a website chatbot. I need a working system that captures enquiries, responds quickly, qualifies prospects, stores their information, assigns follow-up and helps convert enquiries into booked calls or sales opportunities.
Required customer journey
The system should:
1. Capture new enquiries from:
* Website forms
* Website AI chat
* Phone calls or missed calls, if technically possible
2. Respond automatically:
* Send an immediate first response
* Answer common questions using company-approved information
* Communicate naturally in English
* Ideally support Arabic as an option
* Clearly identify when human assistance is needed
3. Qualify the lead by collecting:
* Name
* Company name
* Phone number and email
* Required service
* Location
* Company size or project size
* Budget, if appropriate
* Required starting date or urgency
* Any additional information needed by the client
4. Manage every lead:
* Create or update the contact in a CRM
* Record the original enquiry source
* Save the full conversation
* Prevent duplicate contacts
* Give each lead a clear status
* Assign the lead to the correct employee
* Notify the responsible person
* Allow a human to take over the conversation
5. Automate follow-up:
* Follow up when a prospect does not respond
* Remind the responsible salesperson about open leads
* Stop automation when a human takes over
* Stop messages when the lead replies, books or opts out
* Allow follow-up timing and messages to be edited
6. Support appointment booking:
* Connect with a calendar or booking platform
* Show available meeting times
* Confirm the booking automatically
* Send reminders
* Update the lead’s CRM status after booking
7. Provide a management dashboard showing:
* Total enquiries
* Lead source
* Response time
* Qualified and unqualified leads
* Leads awaiting follow-up
* Booked meetings
* Conversion rate
* Lost or inactive leads
* Performance by channel and date
## Integrations
The system should integrate with:
* Official WhatsApp Business API
* Website forms and chat
* A suitable CRM
* Google Calendar, Microsoft Calendar or a booking platform
* Automation software such as n8n, Make or another recommended platform
* GA4 or another reporting solution where appropriate
I am open to recommendations regarding the best technology, CRM and hosting setup. The system must be reliable, secure and reasonably priced to operate.
## Deliverables
The selected provider must deliver:
* Complete working system
* All automations and integrations
* CRM setup
* AI knowledge base and instructions
* Dashboard and reporting
* Human handover process
* Error alerts and basic activity logs
* Testing of every customer journey
* Setup documentation
* Recorded training video
* Administrator access
* Ownership of all accounts, workflows, prompts and source code created for the project
* 30 days of post-launch support and bug fixing
The system should be designed so it can later be adapted and deployed for other service companies without rebuilding everything from zero.
## Important requirements
* Do not apply if you only build basic chatbots.
* Experience with WhatsApp Business API is important.
* The AI must not invent prices, guarantees or company information.
* Customer data must remain separated and secure.
* All automated messages must support human takeover and opt-out.
* The final product must be tested in a real live environment.
## When applying, please provide:
1. Examples of similar systems you have built.
2. A short explanation of your proposed solution.
3. The technology and CRM you recommend.
4. What is included and excluded.
5. Estimated completion time.
6. Fixed total price and expected monthly running costs.
7. Which third-party accounts or subscriptions will be required.
8. Whether you provide documentation, training and post-launch support.
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