WhatsApp CRM Automation — Picky Assist + Pabbly Connect + Claude AI for CBSE School
Budget: ₹12,500 – ₹37,500 INR
We are a CBSE-affiliated residential boarding school in Phalodi, Rajasthan. We are running our 2026–27 admissions campaign and need an expert to set up a complete WhatsApp CRM automation system on a contract basis.
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TOOLS ALREADY PURCHASED / IN USE:
- Picky Assist (WhatsApp CRM, chatbot, Teambox inbox)
- Pabbly Connect (automation middleware)
- Razorpay (payment gateway)
- Meta Ads / Facebook Lead Forms (admissions campaign)
- Google Forms + Google Sheets
- Claude AI API (Anthropic) — for AI-powered replies
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WORKFLOWS TO BE BUILT (5 total):
1. META ADS → PICKY ASSIST
When a parent submits a Facebook Lead Ad form, automatically create a contact in Picky Assist CRM and send a WhatsApp welcome message using an approved template.
2. GOOGLE FORM → PICKY ASSIST
When a parent fills our Google Form, create a contact in PA CRM and trigger a WhatsApp message. Phone number to be formatted in international format (91XXXXXXXXXX).
3. CLAUDE AI AUTO-REPLY ENGINE
When a parent sends a free-text question that the PA chatbot cannot answer, trigger Pabbly → call Claude AI API (Anthropic claude-haiku model) → get AI-generated reply → send it back via Picky Assist WhatsApp. Reply must support Hindi and English. System prompt for school context to be configured.
4. RAZORPAY PAYMENT → CRM UPDATE
When a parent pays the admission registration fee via Razorpay, fire a webhook to Pabbly → update PA CRM stage to "Registered" → send confirmation WhatsApp message with payment details.
5. 7-DAY NURTURE DRIP (inside PA Funnels)
Build a 7-day WhatsApp drip funnel in Picky Assist triggered when a lead tag is added. Messages: Day 1 (fee structure), Day 3 (hostel photos), Day 5 (scholarship reminder), Day 7 (Razorpay registration link). Exit conditions: fee paid, stage = Registered, or parent replies.
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ADDITIONAL DELIVERABLES:
- Picky Assist chatbot flow (FAQ + quick-reply buttons: Fees | Hostel | Science | Commerce | Visit Campus)
- Teambox configured for 2 agents (Jodhpur office + campus)
- 2 WhatsApp message templates written and submitted for Meta approval
- Filters to prevent duplicate contacts
- All workflows tested end-to-end with test data
- Handover documentation (written)
- Screen-recorded tutorial video (Hindi/English) showing how to manage the system
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IMPORTANT REQUIREMENTS:
- Must have prior hands-on experience with Picky Assist AND Pabbly Connect
- Must understand Claude AI / Anthropic API HTTP calls
- Hindi + English communication preferred
- All API keys and account ownership remain with Dunes Academy
- India-based freelancer preferred for timezone alignment
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ENGAGEMENT TYPE: Fixed-price contract
TIMELINE: Completion within 14 days of project start
BUDGET: Please provide an itemised quote for each workflow separately
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TOOLS ALREADY PURCHASED / IN USE:
- Picky Assist (WhatsApp CRM, chatbot, Teambox inbox)
- Pabbly Connect (automation middleware)
- Razorpay (payment gateway)
- Meta Ads / Facebook Lead Forms (admissions campaign)
- Google Forms + Google Sheets
- Claude AI API (Anthropic) — for AI-powered replies
---
WORKFLOWS TO BE BUILT (5 total):
1. META ADS → PICKY ASSIST
When a parent submits a Facebook Lead Ad form, automatically create a contact in Picky Assist CRM and send a WhatsApp welcome message using an approved template.
2. GOOGLE FORM → PICKY ASSIST
When a parent fills our Google Form, create a contact in PA CRM and trigger a WhatsApp message. Phone number to be formatted in international format (91XXXXXXXXXX).
3. CLAUDE AI AUTO-REPLY ENGINE
When a parent sends a free-text question that the PA chatbot cannot answer, trigger Pabbly → call Claude AI API (Anthropic claude-haiku model) → get AI-generated reply → send it back via Picky Assist WhatsApp. Reply must support Hindi and English. System prompt for school context to be configured.
4. RAZORPAY PAYMENT → CRM UPDATE
When a parent pays the admission registration fee via Razorpay, fire a webhook to Pabbly → update PA CRM stage to "Registered" → send confirmation WhatsApp message with payment details.
5. 7-DAY NURTURE DRIP (inside PA Funnels)
Build a 7-day WhatsApp drip funnel in Picky Assist triggered when a lead tag is added. Messages: Day 1 (fee structure), Day 3 (hostel photos), Day 5 (scholarship reminder), Day 7 (Razorpay registration link). Exit conditions: fee paid, stage = Registered, or parent replies.
---
ADDITIONAL DELIVERABLES:
- Picky Assist chatbot flow (FAQ + quick-reply buttons: Fees | Hostel | Science | Commerce | Visit Campus)
- Teambox configured for 2 agents (Jodhpur office + campus)
- 2 WhatsApp message templates written and submitted for Meta approval
- Filters to prevent duplicate contacts
- All workflows tested end-to-end with test data
- Handover documentation (written)
- Screen-recorded tutorial video (Hindi/English) showing how to manage the system
---
IMPORTANT REQUIREMENTS:
- Must have prior hands-on experience with Picky Assist AND Pabbly Connect
- Must understand Claude AI / Anthropic API HTTP calls
- Hindi + English communication preferred
- All API keys and account ownership remain with Dunes Academy
- India-based freelancer preferred for timezone alignment
---
ENGAGEMENT TYPE: Fixed-price contract
TIMELINE: Completion within 14 days of project start
BUDGET: Please provide an itemised quote for each workflow separately