Custom CRM with a virtual setter for a sales team

The problem

The sales team tracked leads across spreadsheets, each rep’s WhatsApp and several calendars. Leads waited hours for a reply, and nobody could see at a glance where each one stood.

What I built

• A CRM with a staged pipeline. Every lead has a record with its source, conversation history, pending tasks and assigned rep.
• Automatic lead intake from forms and campaigns, with no manual copying.
• A virtual setter on WhatsApp. It replies within minutes at any hour, asks the qualification questions, checks the team’s calendar and books the call. If the lead asks for a person or the setter isn’t sure what to say, it hands the conversation to a rep with the full context.
• Automatic reminders before every appointment to cut no-shows.
• A pipeline dashboard: new leads, qualified leads, booked calls and completed calls.

What else I proposed

I designed two more modules that the client chose to leave out of this phase:

• A voice agent for leads. It calls every new lead within the first minute, holds the qualification conversation in a natural Spanish voice and books the appointment in the same CRM calendar.
• The same agent for support. It answers customer calls using the company’s knowledge base and, when it can’t solve something, opens a ticket in the CRM and alerts the team.

Both run on top of the existing CRM. If they fit your project, I’ll show you how they work on a call.

Result

The team works from one place, every lead gets a reply within minutes even out of hours, and the sales reps spend their time on calls that are already booked.