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ConvoBox · WhatsApp CRM

WhatsApp CRM with pipelines, deals and tickets

Every WhatsApp contact gets an owner, a pipeline stage, notes, tasks, deals and tickets. Automations move them forward as they reply, so nothing waits in someone's phone.

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  • Custom pipelines
  • Deals, tickets and tasks
  • Stage-based automation
Pipeline · B2B orders₹4.2L open
New lead · 12
Rahul · ₹18k
Meera · ₹6k
Sanjay
Quoted · 5
Arjun · ₹42k
Fatima · ₹9k
Won · 8
Kavya · ₹25k
Vikram
Task due 4 PMCall Rahul · Owner: Sarah

What is a WhatsApp CRM?

A WhatsApp CRM is a customer relationship manager where each record is tied to a WhatsApp conversation.

Read the full explanation

In ConvoBox, the chat, the contact's owner, CRM stage, deals, tickets, tasks and notes sit on one screen, and workflows can move a contact between stages based on what they reply. Businesses that sell on WhatsApp often track leads in spreadsheets or in their heads, which means follow-ups are missed and nobody knows which stage each customer is at. A WhatsApp CRM fixes this by putting the pipeline beside the conversation. In ConvoBox you define your own stages, such as New, Contacted, Qualified and Won, assign an owner to each lead, and attach a drip campaign to any stage: the first message is sent the moment a lead moves into that stage, and the drip stops when the lead replies or moves on. Leads arrive automatically from click-to-WhatsApp ads, Meta Lead Ads, workflows and Google Sheets.

A pipeline that fills itself from WhatsApp

Every card is a WhatsApp contact. Open it and you see the chat, the deal, the tickets and the tasks together.

app.convobox.in/crm/b2b-orders
Pipeline · B2B orders₹4.2L open · 33 deals

New lead12

RRahul · 200 boxes₹18,000Sarah
MMeera Textiles₹6,400Vikram
SSanjaynewPriya

Quoted5

AArjun Traders₹42,000Sarah
FFatima₹9,100Priya

Negotiation3

DDeepa Stores₹31,500Vikram
NNaveen₹7,200Sarah

Won8

KKavya Stores₹25,000Vikram
VVikram & Co₹12,800Sarah

A drip campaign for every CRM stage

Attach a drip to any stage. The moment a lead moves into that stage, the first message goes out instantly, the rest follow on schedule, and the drip stops if the lead moves on.

New leadWelcome + brochure
QuotedQuote follow-up drip
NegotiationOffer reminder
WonOnboarding drip
LostWin-back in 30 days

Stage: Quoted · drip attached

  1. Instant
    Quote sent“Hi Rahul, here is your quote for 200 boxes. Shall we confirm Monday's delivery?”
    Sent the moment the stage changes
  2. +1 day
    Gentle reminder“Just checking in on the quote. Any questions on pricing or delivery?”
    Scheduled
  3. +3 days
    Offer nudge“Confirm this week and we will include free delivery.”
    Scheduled
  4. Stop
    Lead replies or changes stageThe drip stops and the next stage's drip takes over.
    Automatic

CRM automations that keep the pipeline current

Set these once in the workflow builder. Contacts move on their own as customers reply.

  • WhenA new contact messages from an adThenCreate the contact, stage New lead, owner by round robin
  • WhenA lead is moved to any stageThenSend that stage's message instantly, then its drip
  • WhenA Meta Lead Ads form is submittedThenCreate the contact with mapped fields, stage New lead
  • WhenA lead reaches Qualified or WonThenSend the signal back to Meta to find lookalike leads
  • WhenThe customer taps "Accept quote"ThenMove the deal to Won and notify the owner
  • WhenA quoted deal has no reply for 3 daysThenCreate a follow-up task for the owner
  • WhenA support ticket is closedThenSend the feedback template
  • WhenA Shopify order is deliveredThenMove the contact to Customer and tag repeat-buyer
  • WhenThe contact unsubscribesThenRemove them from marketing segments

CRM features inside every chat

Your sales and support records live next to the conversation that created them.

  • Pipelines and stages

    Create pipelines for sales, support or onboarding with your own stages.

  • Deals

    Track deal value and status, and see open pipeline value at a glance.

  • Tickets

    Open support tickets from a chat and close them when resolved.

  • Tasks

    Assign follow-up tasks with due times; agents get reminders.

  • Notes

    Private notes on the contact, visible to the team but never to the customer.

  • Contact owner

    Each contact has an owner responsible for the relationship.

  • Agent assignment

    Assign contacts to agents or teams manually or by automation.

  • Stage automation

    Move stages from workflow replies, Shopify events or button taps.

  • Stage drip campaigns

    When a lead changes stage, a message goes instantly, then a timed drip follows.

  • Meta Lead Ads forms

    Lead form entries from Meta ads arrive as contacts at the right stage.

  • Tags and attributes

    Custom fields and tags for segmentation and broadcasts.

How to set up the WhatsApp CRM

The real steps to turn chats into a pipeline.

  1. 01

    Create a pipeline and its stages

    Name the pipeline and add stages in order, such as New lead, Quoted, Negotiation, Won and Lost.

    • Several pipelines for sales and support
    • Rename or reorder stages any time
  2. 02

    Decide owners and teams

    Choose who owns new contacts: a fixed agent, a team or round robin.

    • Owner shown on every chat
    • Access control per team
  3. 03

    Add custom fields and tags

    Track what matters to you, such as GST number, city, order size or source.

    • Fields fill from chatbot answers
    • Tags drive broadcast segments
  4. 04

    Automate stage changes

    In the workflow builder, add "Move CRM stage" where a button reply or event changes the status.

    • Button replies, Shopify events, webhooks
    • Tasks created automatically
  5. 05

    Work deals from the chat

    Agents open deals, tickets and tasks from the side panel of the inbox, next to the conversation.

    • Deal value and stage
    • Tickets with priority
    • Tasks with due times

Watch a lead move through the pipeline

A wholesale supplier gets a bulk enquiry on WhatsApp. The CRM records each step automatically.

CRM automation · Bulk enquiry
  1. New contactContact created, stage: New leadOwner assigned by round robin
  2. DealDeal opened · ₹18,000From the quantity the customer typed
  3. TaskTask: send quote by 4 PMReminder to the owner
  4. Stage moveQuote accepted → WonTriggered by the button reply
Sri Ganesh Traders Official business account
Today

Hi, I need 200 boxes of A4 paper for our office every month.

11:02 ✓✓

Thanks! Sarah here from Sri Ganesh Traders. For 200 boxes a month we can offer ₹90 per box.

11:05

Here is the quotation with delivery terms.

15:40

Shall we confirm the first delivery for Monday?

15:41
Accept quoteRequest changes

Accept quote

15:52 ✓✓
Message

How teams use the WhatsApp CRM

The pipeline changes by trade; the habit of never losing a lead stays the same.

Wholesale

Bulk order pipeline

Quote for 200 boxes attached. Shall we confirm Monday's delivery?

Accept quote

Result: Accepted quotes move to Won and create a delivery task.

Travel agency

Holiday package enquiries

Your Kerala 5N/6D itinerary is ready. Want us to hold the dates?

Hold my dates

Result: Each enquiry tracked from Enquiry to Booked to Travelled.

SaaS / agency

Demo to customer

Thanks for the demo today. Here is the proposal and next steps.

Result: Demo, Proposal, Negotiation and Won stages with deal value.

Service business

Service ticket

Ticket #482 created. Our technician will visit tomorrow between 10 and 12.

Result: Tickets close when the customer confirms the fix.

Education

Admission funnel

Your counselling call is booked for 5 PM. Here is the fee structure.

Result: Counsellors see who to call next by stage.

Retail

VIP customer owners

Hi Meera, your personal stylist Kavya here. New arrivals in your size are in.

Result: Top customers keep one owner and one conversation.

Why a WhatsApp-first CRM

  • 1

    Screen for chat and CRM

    No copying chats from phones into spreadsheets.

  • 0

    Leads lost in personal phones

    Every conversation belongs to the business, with an owner.

  • Live

    Pipeline value

    See open deals and stage counts as customers reply.

  • Auto

    Stage updates

    Button replies and store events move contacts for you.

WhatsApp CRM questions

Short, direct answers. Still unsure? Message the team on WhatsApp.

What is a WhatsApp CRM?

A WhatsApp CRM stores customer records, deals, tickets and tasks alongside the WhatsApp conversation. ConvoBox adds pipelines and automation so contacts move between stages as they reply.

Can I create more than one pipeline?

Yes. Create separate pipelines for sales, support, onboarding or any process, each with its own stages.

What is the difference between a deal and a ticket?

A deal tracks a sales opportunity with a value. A ticket tracks a support issue until it is resolved. A contact can have both.

Can contacts move stages automatically?

Yes. Add a "Move CRM stage" node in a workflow, or trigger it from a button reply or Shopify event.

Who can see a contact's notes?

Notes are internal. Agents with access to the contact can see them; the customer never does.

Can I import my existing contacts?

Yes. Import a CSV or Excel file, or sync from Google Sheets or Shopify, with tags and custom fields.

Can I see the WhatsApp chat inside a deal?

Yes. Every deal, ticket and task belongs to a contact, and the contact's full WhatsApp conversation sits next to it in the inbox.

Can a message go out automatically when a lead changes stage?

Yes. Attach a drip campaign to any CRM stage. When a lead moves into that stage, the first message is sent instantly and the rest follow on the delays you set. The drip stops when the lead replies or moves to another stage.

Can Meta Lead Ads leads come into the CRM?

Yes. With the Meta Ads integration, lead form entries are created as CRM contacts with mapped fields, and CRM stage changes can be sent back to Meta as conversion signals.

Does the CRM work without a chatbot?

Yes. Agents can create deals, tickets and tasks by hand from any chat. Automations are optional.

Works together with the rest of ConvoBox

  Get started today

Put every WhatsApp lead in a pipeline

Connect your number to the official WhatsApp Business API and launch your first broadcast, chatbot or Shopify automation the same day.

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  • No credit card
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  • Hand-held onboarding
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