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Service Business AI automation 5 weeks

AI Lead Triage and Response Workflow on WhatsApp

Always-on lead capture with cleaner handoff into the sales workflow.

See the AI + Communication pillar
First response
Instant, 24/7
Repetitive Qs
Handled before handoff
Lead context
Full thread in CRM
Team load
Focused on qualified leads

The problem

A service business with strong organic interest was losing leads to faster competitors. Most inbound came through WhatsApp, and the team was spending mornings answering the same five questions before any qualified conversation could happen. After-hours leads went stale because there was no first-touch.

Our approach

  • Reviewed three months of WhatsApp conversations to identify the most common questions and decision points

  • Defined what a "qualified" lead looked like for the sales team, in their own words

  • Designed an AI triage layer that handles repeated questions and routes qualified leads with full context

  • Built clear human handoff with confidence thresholds and team alerts

What we built

  • AI triage agent on WhatsApp and the website chat with shared context

  • FAQ handling, qualification questions, and quote intake flow

  • Lead routing with full conversation context into the sales workflow

  • Confidence-based human handoff with team alerts for high-intent conversations

  • Conversation monitoring, escalation flagging, and weekly performance reports

The outcome

First response is now instant on WhatsApp and web, even after hours. The team starts each morning with qualified, contextualised leads instead of a backlog of repeat questions. Sales conversations begin further along the buying journey, and the team can focus on the conversations that actually move deals.

Stack

Aria AI Platform WhatsApp Business API Next.js Custom CRM integration Conversation analytics

Want to scope something like this?

Tell us the bottleneck and we will recommend the right scope, timeline, and budget range.

  • Free 30-minute planning call
  • Honest fit assessment
  • WhatsApp, phone, or email available