Smartlead-WhatsApp Zoho Workflow Build

Project Overview
We are a biophilic design company (indoor plants, green walls, planters, maintenance) serving corporate offices across 6 cities in India. We need a freelancer to implement an automated cold outreach system that nurtures leads through email and WhatsApp until they respond, at which point our sales team takes over.
Key Objective:
Build an automated Email → WhatsApp → Email → WhatsApp sequence that runs without human intervention until a prospect responds. When they respond, our sales team gets notified with the lead details.
The Core Workflow You Will Build
Step Channel What Happens
Day 1 Email Personalized cold email sent via Smartlead.ai
Day 4 WhatsApp If no email reply → Auto WhatsApp via Interakt
Day 8 Email If still no reply → Follow-up email
Day 12 WhatsApp If still no reply → Final WhatsApp reminder
ANY DAY RESPONSE Sequence stops → Lead created in CRM → Sales team notified via WhatsApp
Detailed Deliverables
Module 1: Cold Email Infrastructure
• Purchase secondary domain for cold emails (to protect main domain reputation)
• Set up Google Workspace with 5 email accounts on secondary domain
• Configure DNS records: SPF, DKIM, DMARC (provide screenshot proof of correct setup)
• Set up Smartlead.ai account and connect all 5 email accounts
• Start email warmup process (this runs in parallel with other work)
Module 2: WhatsApp Business API Setup
• Create Interakt account (Growth plan)
• Complete Meta Business verification (requires company documents — we will provide)
• Register WhatsApp Business phone number
• Create and get approved: at least 3 message templates
first_followup — Initial WhatsApp after no email reply
second_followup — Final WhatsApp reminder
sales_notification — Internal alert to sales team when lead responds
Module 3: Pabbly Automation Workflows— CRITICAL
This is your most important deliverable.
Workflow Logic
No Email Reply → WhatsApp #1 Smartlead webhook (no reply 4 days) → Pabbly → Interakt sends WhatsApp to lead
Still No Reply → WhatsApp #2 Pabbly scheduled trigger (4 days after WhatsApp #1) → Interakt sends final WhatsApp
Email Reply Detected Smartlead webhook → Pabbly → Create Lead in Zoho CRM → WhatsApp notification to sales team
WhatsApp Reply Detected Interakt webhook → Pabbly → Create Lead in Zoho CRM → WhatsApp notification to sales team
Module 4: Cold Email Campaigns
• Build verified lead lists: 500-1000 leads per target segment
• Target segments: Architects, PMCs, FMCs, Corporate Real Estate heads, Interior Designers
• Write 4-5 email sequences per segment with A/B test variants
• Launch campaigns: 25-50 emails per day per mailbox
• Monitor and report deliverability weekly (open rates, reply rates, bounce rates)
Module 5: Data Migration to CRM
• Import existing client Accounts (we will provide master list)
• Import existing Contacts (SPOCs for each client)
• Import existing AMC contracts (50+ sites) into Service Agreements module
• Map data to correct fields and contract types
• Verify imported data with our team for accuracy
Module 6: TallyPrime Setup (Optional)
• Install TallyPrime Gold on company server (we have license)
• Configure company details: Name, GST, Address, Logo, Bank details
• Set up chart of accounts (ledger groups for Clients, Vendors, Products, Services, Cities)
• Create CRM→Tally Excel export template matching Tally import format
• Document the monthly export/import process
Module 7: Documentation & Training
• SOP document: How to run cold email campaigns in Smartlead
• SOP document: How to use Interakt WhatsApp dashboard
• SOP document: CRM to Tally monthly export process (Optional)
• Video tutorials: Minimum 6 Loom recordings covering all key processes
• Training session: Sales team on responding to leads
• Training session: Accountant on Tally export process (Optional)
• Handover all admin credentials
• 1-week post-launch support for troubleshooting
What's NOT in Your Scope
A separate CRM consultant handles Zoho CRM configuration (modules, pipelines, workflows, dashboards). You will coordinate with them for:
• Field mapping when creating leads via Pabbly
• Data migration file format requirements
• Testing the lead creation workflow end-to-end
Skills Required
Must Have:
• Pabbly Connect or Zapier — Building multi-step automation workflows
• Cold email infrastructure — DNS configuration (SPF, DKIM, DMARC), email warmup
• Smartlead.ai or similar cold email platform (Instantly, Lemlist)
• WhatsApp Business API — Interakt, WATI, or similar
• Documentation — Clear SOPs and video tutorials
• Basic TallyPrime knowledge (setup, not accounting) (Optional)
Nice to Have:
• Lead generation tools: Apollo.io, LinkedIn Sales Navigator
• Zoho CRM familiarity (for coordination, not config)
• Experience with B2B service companies