WhatsApp AI Lead Follow-Up System
Budget: £2 – £5 GBP
PROJECT: WhatsApp AI-Powered Inspection Lead Follow-Up & Qualification System
GOAL
Build a WhatsApp system that re-engages past inspection leads, uses AI to handle initial conversations and qualification, and alerts a human when a lead is ready for quoting, booking, or technical discussion.
The system must reduce manual chasing while ensuring humans handle all commercial decisions.
SYSTEM OVERVIEW
Lead list uploaded
→ System sends WhatsApp outreach
→ AI handles replies and qualification
→ AI escalates hot leads
→ Human takes over and closes
→ System continues follow-ups for non-responsive leads
WhatsApp Business API Setup
Platform
Use WhatsApp Business API via Twilio or Meta Cloud API.
Deliverables
• Business WhatsApp number connected to API
• Meta Business verification completed
• WhatsApp Business Account configured correctly
• WhatsApp message templates created and submitted for approval
• Approved templates ready for automation use
• System tested for sending and receiving real messages
Lead Upload System (Client-Managed)
Client must be able to upload new lead lists at any time.
Freelancer will provide:
• A shared Google Sheet or Airtable acting as the “Lead Upload Sheet”
Required fields
• Phone Number (with country code, required)
• Name (optional)
• Company/Site (optional)
• Notes (optional)
Automation must trigger when a new row is added. Each new row represents one lead to contact.
Automation Engine (Client-Editable)
Tool
All automation must be built in a visual platform such as Make so the client can edit logic later.
Automation Logic
Trigger
New lead added to Lead Upload Sheet
Flow
Step 1: Send initial WhatsApp message
Step 2: Wait 48 hours
If no reply → Send follow-up #1
Step 3: Wait 2 days
If no reply → Send follow-up #2
Step 4: Wait 3 days
If no reply → Send final follow-up
Critical Rule
If the lead replies at any point, automated follow-ups for that lead must stop immediately.
AI Conversation Layer (Lead Nurture & Qualification)
An AI layer must sit between incoming WhatsApp messages and the human inbox.
AI Responsibilities
• Greet and acknowledge incoming messages
• Explain services at a high level
• Answer common inspection questions
• Ask qualification questions:
Site location
Site type
Inspection type
Urgency
• Explain next steps in the process
• Keep conversation active if the lead is not ready yet
AI Knowledge Source
Freelancer will build a structured knowledge base from client-provided service information and FAQs.
AI Escalation Rules (Human Handover)
AI must immediately alert a human and stop responding when messages include intent such as:
• Requests for quote or pricing
• Requests for booking or availability
• Urgent deadlines
• Technical questions beyond knowledge base
• Proposal or contract discussions
When triggered: • Email notification is sent
• Conversation is flagged in inbox
• AI pauses for that lead
• Human takes over
Human Inbox for Conversations
Freelancer will implement a shared inbox using one of:
• Twilio Conversations
• Respond.io
• Chatwoot
Requirements
• Agents can view and reply to chats
• When a human replies, AI and automation must remain paused
• Conversations can be tagged:
Booked
Not Interested
No Response
Invalid Number
Email Notifications
System must send email alerts when:
• A lead replies for the first time
• AI escalates due to buying intent
• A lead asks for quote, booking, or urgent support
Emails must include lead number, message preview, and inbox link.
Ownership Requirements
All accounts must be owned by the client:
• Meta Business Manager
• WhatsApp Business Account
• Twilio or Meta Cloud API account
• Make account
• Inbox tool account
• Lead Upload Sheet
Freelancer has admin access only during setup.
Testing and Handover
Freelancer must:
• Test AI conversations with real scenarios
• Test follow-up timing
• Test AI escalation triggers
• Confirm automation stops after human reply
• Confirm notifications are received
• Provide walkthrough on:
Uploading leads
Editing messages
Editing AI prompts/knowledge
Managing inbox conversations
FINAL RESULT
Client can upload lead lists anytime
System automatically re-engages leads
AI handles early conversation and qualification
Hot leads are escalated to humans
Humans close bookings
Follow-ups continue automatically for quiet leads
This delivers a scalable AI-assisted lead follow-up and qualification system inside WhatsApp.
GOAL
Build a WhatsApp system that re-engages past inspection leads, uses AI to handle initial conversations and qualification, and alerts a human when a lead is ready for quoting, booking, or technical discussion.
The system must reduce manual chasing while ensuring humans handle all commercial decisions.
SYSTEM OVERVIEW
Lead list uploaded
→ System sends WhatsApp outreach
→ AI handles replies and qualification
→ AI escalates hot leads
→ Human takes over and closes
→ System continues follow-ups for non-responsive leads
WhatsApp Business API Setup
Platform
Use WhatsApp Business API via Twilio or Meta Cloud API.
Deliverables
• Business WhatsApp number connected to API
• Meta Business verification completed
• WhatsApp Business Account configured correctly
• WhatsApp message templates created and submitted for approval
• Approved templates ready for automation use
• System tested for sending and receiving real messages
Lead Upload System (Client-Managed)
Client must be able to upload new lead lists at any time.
Freelancer will provide:
• A shared Google Sheet or Airtable acting as the “Lead Upload Sheet”
Required fields
• Phone Number (with country code, required)
• Name (optional)
• Company/Site (optional)
• Notes (optional)
Automation must trigger when a new row is added. Each new row represents one lead to contact.
Automation Engine (Client-Editable)
Tool
All automation must be built in a visual platform such as Make so the client can edit logic later.
Automation Logic
Trigger
New lead added to Lead Upload Sheet
Flow
Step 1: Send initial WhatsApp message
Step 2: Wait 48 hours
If no reply → Send follow-up #1
Step 3: Wait 2 days
If no reply → Send follow-up #2
Step 4: Wait 3 days
If no reply → Send final follow-up
Critical Rule
If the lead replies at any point, automated follow-ups for that lead must stop immediately.
AI Conversation Layer (Lead Nurture & Qualification)
An AI layer must sit between incoming WhatsApp messages and the human inbox.
AI Responsibilities
• Greet and acknowledge incoming messages
• Explain services at a high level
• Answer common inspection questions
• Ask qualification questions:
Site location
Site type
Inspection type
Urgency
• Explain next steps in the process
• Keep conversation active if the lead is not ready yet
AI Knowledge Source
Freelancer will build a structured knowledge base from client-provided service information and FAQs.
AI Escalation Rules (Human Handover)
AI must immediately alert a human and stop responding when messages include intent such as:
• Requests for quote or pricing
• Requests for booking or availability
• Urgent deadlines
• Technical questions beyond knowledge base
• Proposal or contract discussions
When triggered: • Email notification is sent
• Conversation is flagged in inbox
• AI pauses for that lead
• Human takes over
Human Inbox for Conversations
Freelancer will implement a shared inbox using one of:
• Twilio Conversations
• Respond.io
• Chatwoot
Requirements
• Agents can view and reply to chats
• When a human replies, AI and automation must remain paused
• Conversations can be tagged:
Booked
Not Interested
No Response
Invalid Number
Email Notifications
System must send email alerts when:
• A lead replies for the first time
• AI escalates due to buying intent
• A lead asks for quote, booking, or urgent support
Emails must include lead number, message preview, and inbox link.
Ownership Requirements
All accounts must be owned by the client:
• Meta Business Manager
• WhatsApp Business Account
• Twilio or Meta Cloud API account
• Make account
• Inbox tool account
• Lead Upload Sheet
Freelancer has admin access only during setup.
Testing and Handover
Freelancer must:
• Test AI conversations with real scenarios
• Test follow-up timing
• Test AI escalation triggers
• Confirm automation stops after human reply
• Confirm notifications are received
• Provide walkthrough on:
Uploading leads
Editing messages
Editing AI prompts/knowledge
Managing inbox conversations
FINAL RESULT
Client can upload lead lists anytime
System automatically re-engages leads
AI handles early conversation and qualification
Hot leads are escalated to humans
Humans close bookings
Follow-ups continue automatically for quiet leads
This delivers a scalable AI-assisted lead follow-up and qualification system inside WhatsApp.