WhatsApp Sales Pipeline Automation: Enquiry to Quote to Won

What this workflow does

• Every new card on your Sales pipeline gets an instant thank-you template, and the salesperson gets a task: send the quote, due in 4 hours.
• When the card moves to Proposal (your quote is sent), the customer gets a template with two buttons, Book it and Not now, and the salesperson gets a chase the quote task due in 2 days.
• Book it marks the deal Won on the board. Not now tags the contact and books a check-back task two weeks out.
• Won cards get a thank-you template and an advance payment task.

Why it works

The board becomes the one place that is always right. Your team’s only job is to drag the card when something happens; the workflow sends the customer’s message and gives the salesperson a dated task. Tasks appear on the Follow-ups page and in the morning digest, so a quote sent on Monday gets chased on Wednesday even in a busy week.

Closing is one tap. The customer doesn’t have to type “yes, confirm”; they tap Book it and the card moves to Won on its own. Your win rate and pipeline value become real numbers, not an estimate.

Before you start

• Turn on Pipelines. An admin opens Settings → Pipelines, switches on Use pipelines in this account and creates a pipeline. The Sales template gives you New, Qualified, Proposal, Negotiation, Won and Lost; travel agencies can pick Bookings (Enquiry, Itinerary sent, Quote, Advance paid, Booked, Lost). The steps below use the Sales names.
• Get three templates approved: an enquiry thank-you, a quote message with the quick reply buttons Book it and Not now, and a thank-you for booking (templates guide).
• Keep deal details out of the messages. Type the price and dates into the chat yourself, or send a PDF; card fields such as the deal title and value are not reliable inside message text today.
• Plan. Workflows are on the Base Plan (₹9,240/year + GST). Starter (₹840/month + GST) has the shared inbox and campaigns but not workflows. Connecting your number on the Free plan starts a 15-day Base Plan trial.

Build it in WaBot, step by step

Step 1: new card → thank-you and a quote task

1. Open Automation → Workflows in the left menu and click Add workflow. Name it Sales pipeline, under How should it run? choose Automatic, under Start from choose Blank, and pick the Form editor.
2. Click Choose a trigger → Pipeline stage changed. Pipeline: Sales. From stage: Any stage (this includes brand-new cards). To stage: New.
3. Click Choose an action → Send a template, Send to: The customer, and pick the enquiry thank-you template.
4. Add Create follow-up: Send the quote to {{name}}, Due in 4 hours, For: The chat’s assignee, and tick Link it to the contact’s open pipeline card.

Messages started by a pipeline change go out from your account’s default WhatsApp number.

Step 2: quote sent → buttons and a chase task

1. Click Add step. Trigger: Pipeline stage changed, Sales, Any stage → Proposal.
2. Action: Send a template, the quote template with the Book it / Not now buttons.
3. Action: Add to groups or tags → tag Quoted.
4. Action: Create follow-up: Chase the quote with {{name}}, Due in 2 days, For: The chat’s assignee, linked to the card.

Step 3: “Book it” → Won

1. Add step. Trigger: Customer sends a message, WhatsApp Interactive quick reply buttons where the title is exactly Book it.
2. Action: Mark deal won or lost → Pipeline: Sales → Mark as: Won. This moves the contact’s most recently updated open card in that pipeline to the first won stage. No message here; step 5 sends the thank-you.

Step 4: “Not now” → keep them warm

1. Add step with the same trigger and the title Not now.
2. Action: Send a message, Message type Text only. The customer just tapped, so a normal message is fine.
3. Action: Add to groups or tags → tag Not now, then Create follow-up: Check back with {{name}} about the quote, Due in 14 days, For: The chat’s assignee.

Step 5: Won → thank-you and the next task

1. Add step. Trigger: Pipeline stage changed, Sales, Any stage → Won.
2. Action: Send a template: the thank-you for booking.
3. Action: Create follow-up: Collect the advance from {{name}}, Due in 1 day, For: The chat’s assignee, linked to the card.

Step 6: test and switch on

1. Click Save, clear the Set up panel, turn on Step on for each step and the switch on the workflow card.
2. Create a card for your own number, drag it New → Proposal, tap Book it on your phone and watch it land in Won. Repeat with Not now. Each step’s Runs list shows what ran for whom.

A stage change made by this workflow’s own actions won’t set off the same trigger again and again; WaBot stops that loop. More in the workflows guide.

Messages you can copy

Enquiry thank-you (template, step 1):

Hi! Thanks for your enquiry with Skyline Holidays. Our travel consultant is preparing your quote and will send it here within 4 hours. 🌴

Quote (template, buttons “Book it” and “Not now”, step 2):

Your quote is in the message above. Shall we go ahead? Tap Book it and we'll hold your dates, or Not now and we'll keep the quote on file.

Not now reply (normal message, step 4):

No problem! Your quote stays valid for 7 days and we've kept it on file. Reply here whenever you're ready, or tell us if you'd like a different option.

Won thank-you (template, step 5):

Thank you for choosing Skyline Holidays! 🎉 Your booking is confirmed on our side. Your consultant will message you about the advance payment and the next steps.

Variations and tips

Frequently asked questions

Do I need Pipelines switched on for this?

Yes. An admin opens Settings → Pipelines and switches on “Use pipelines in this account”, then creates a pipeline from a template.

Can the quote message include the price from the card?

Not reliably today. Type the quote into the chat or send a PDF, and let the template carry the question and the Book it / Not now buttons.

Which plan includes this?

Workflows and Pipelines are on the WaBot Base Plan (₹9,240/year + GST). Connecting your number starts a 15-day Base Plan trial. Meta’s message charges are billed by Meta directly.