Stop losing enquiries to a forgotten follow-up
Enquiries arrive from the website, calls, WhatsApp, referrals and exhibitions. A lead system captures them all, assigns ownership and makes overdue follow-ups impossible to ignore.
- First module built in
- 4 to 6 weeks
- Captures from
- Website, WhatsApp, Meta and Google forms
- Every morning
- A follow-up list on each phone
What this addresses
Most lost business is lost not to a better offer but to a second follow-up that never happened.
- Enquiries arrive in several places and no single list exists
- The second and third follow-up are the ones most often forgotten
- When a salesperson is away or leaves, their pipeline is invisible
- Quotations are sent from personal email with no central record
How it is put together
One place where every enquiry lands regardless of source, with an owner, a stage and a next action date. Follow-ups that pass their date surface prominently rather than sitting quietly. Full history against each lead so any colleague can pick it up.
What the system contains
Modules are delivered in phases, starting with the one that removes the most work. You own the finished system, code and data included.
- 01
Lead capture
Website forms, WhatsApp, phone logging, exhibition lists and manual entry, all creating the same record with the source noted.
- 02
Assignment and ownership
Automatic or manual assignment by territory, product or turn, so every lead has a name against it from the moment it arrives.
- 03
Pipeline stages
Stages that match how you sell, with a clear view of what sits where and what is not moving.
- 04
Daily follow-up list
A next action date on every open lead and a daily follow-up list on your phone, with anything overdue shown first.
- 05
Quotations and history
Quotations from your template, stored with version history, alongside every call, email, meeting and WhatsApp conversation, so context survives a handover.
- 06
Reporting
Pipeline value by stage, conversion by source, activity per person, time to close and reasons for loss.
Who it suits, and how it adapts
Integration effort depends on what each system offers. We assess it before quoting.
Who this suits
- B2B businesses with a consultative sales process
- Real estate developers and brokers handling site-visit enquiries
- Schools and coaching institutes managing admission enquiries
- Consultancies and agencies where a deal takes several conversations
- Any business where enquiries currently live in individual inboxes
What it can connect to
- Website enquiry forms feeding leads directly
- WhatsApp Business for conversation capture and follow-up messages
- Google Ads and Meta lead forms
- Google or Outlook calendar for meetings
- Order or project systems so a won lead becomes an order without retyping
How it can be customised
- Pipeline stages and required fields per stage
- Lead scoring based on your own qualification criteria
- Territory and product-based assignment
- Quotation templates with your terms
- Escalation when a lead sits untouched beyond a set time
From first call to first module
The first module is usually built in 4 to 6 weeks. Durations depend on scope, integration complexity and how quickly access and decisions are available.
- 0145 min
Free scoping call
How enquiries arrive today, who handles them and where they stall. The stalls are often the most revealing part.
- 023-4 days
Pipeline design
Stages, fields, assignment rules and follow-up policy agreed before build.
- 034-6 weeks
Build and import
System built and existing open leads imported from spreadsheets and inboxes.
- 042-3 weeks
Team onboarding
Short training, then a few weeks where following up in the system is reinforced until it is habit.
Lead & Follow-up System questions
Hosting, backups and updates after launch:
Cloud Hosting & SupportNot covered here?
Ask us directlyHow is this different from a CRM like Zoho or HubSpot?
Those are strong products and often the right answer. A custom system makes sense when your sales process does not fit them well, when per-user licences add up for a large field team, or when leads need to flow straight into your own order or project system. We will tell you if a standard CRM would serve you better.
Will the sales team use it?
Only if it is faster than what they do now. That means very few mandatory fields, quick entry from a phone, and reminders that help rather than nag. It also needs management to work from the system rather than asking for updates separately, which usually decides success.
Can it capture leads from WhatsApp?
Yes, through WhatsApp Business. Incoming messages can create or update a lead and the conversation is logged against it. Personal WhatsApp accounts cannot be connected, which is itself a good reason to move enquiries to a business number.
What happens to leads when someone leaves?
They are reassigned with their full history intact. The new owner sees every previous conversation and quotation rather than starting from nothing.
Are there running costs beyond hosting?
Only if you use paid channels. WhatsApp Business charges per conversation and SMS has per-message fees; both are billed at cost by the provider. There are no per-user licence fees, because you own the system.
Around the lead & follow-up system
Stop losing enquiries at the second follow-up
Tell us where enquiries come from and who handles them. We will propose pipeline stages and a follow-up routine your team will keep to.
The first conversation is free, with no obligation.