Most clients who slip away on WhatsApp are not lost by bad salespeople. All the chats sit on one phone, and nobody answers them at night. Here is how to fix that.
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A client messages you on WhatsApp at 10 p.m.: “How much for the full package?” Your salesperson will only see it in the morning, and only if they remember to check the work phone. By then the client has probably messaged a competitor and bought from them.
That is how most WhatsApp leads slip away. It is rarely the salespeople's fault. All the chats sit on one phone, and nobody really keeps track of them.
Where clients actually get lost
- At night and on weekends. Clients write when it suits them, not when your office is open. For many of them, an answer the next morning is already too late.
- On a shared phone. Everyone uses the same number, and nobody is sure who has already replied. One client hears from two salespeople, another hears from nobody.
- In voice messages. A one-minute voice note is awkward to listen to on the go. It gets put off and forgotten.
- In a spreadsheet. Clients get copied into a spreadsheet by hand, and a month later it no longer matches the chats.
- When a salesperson leaves. All their conversations stay on their phone.
Trying harder will not fix this. What helps is keeping every client in one place instead of on a phone.
Every chat goes straight into your pipeline
In CRAIM's WhatsApp CRM, each new chat automatically becomes a client card and a deal in your pipeline. There is nothing to copy over by hand: the name, the number and the conversation are already there.
You can see what stage each client is at, who is handling them and what they were promised. When someone who has contacted you before writes again, the CRM recognises their number and shows their earlier chats and deals.
An answer in seconds, even at 3 a.m.
In CRAIM, an AI employee can answer your clients. It replies within seconds at any hour, in the client's language, based on your prices, rules and materials. It also understands the voice messages, photos and documents clients send.
A client who writes at night gets an answer right away instead of in the morning. In 86 of 100 conversations on autopilot, a person did not write once.
You decide how it works:
- Copilot. It drafts the reply, and you check it and send it. The client card stays right in front of you.
- Autopilot. It answers on its own, day and night.
- Manual. It only steps in when you ask.
If the answer is not in its instructions, it does not make anything up. It passes the client to you along with the conversation.
The whole team on one number
You connect your WhatsApp number once, and the whole team can work with it, each with their own login. Everyone can see who is handling a client, so two salespeople will not write to the same person. New clients can be handed out in turn, or to whoever has fewer deals on the go.
When you reply from CRAIM, the chat is marked as read in WhatsApp on the phone too, so nobody has to guess whether someone has already answered.
See who is still waiting for an answer
The inbox has a separate list of clients who have written and not had an answer yet. You do not have to scroll through chats trying to remember who you missed: just work through that list.
If a client asks for a person or has been waiting too long, the salesperson responsible gets a notification in CRAIM, in Telegram or by email.
The conversations stay with your company
Clients and their whole history are kept in the CRM, not on a salesperson's phone. If someone leaves, the next person opens the card and sees straight away what the client asked, what they were promised and where the deal stands.
You can bring your old chats over too: export them from the phone, and each one goes into the right client's card.
Up and running in about 15 minutes
- Link your WhatsApp number with a QR code, the same way as WhatsApp Web. It keeps working on your phone.
- Set out the stages your deals go through.
- Describe your prices, rules and the way you talk to clients in your own words, and upload your materials.
You do not need a developer. From then on every new chat goes into your pipeline, and clients get an answer within seconds.
See how it works and what it costs. The first 14 days are free, no card required.
Common questions
- Why do businesses lose clients in WhatsApp?
- Usually because all the chats sit on one phone. Nobody answers at night or on weekends, voice messages get put off, and on a shared number nobody is sure who has already replied. A WhatsApp CRM collects every chat into one pipeline, and an AI employee answers clients right away.
- How do I answer WhatsApp clients at night and on weekends?
- You can hand it to an AI employee. In CRAIM it replies within seconds at any hour, based on your prices and rules. If the answer is not in its instructions, it passes the client to you with the whole conversation, and you will see it in the morning.
- Can I use my existing WhatsApp number?
- Yes. Your regular number links with a QR code, the same way as WhatsApp Web, and keeps working on your phone. On a regular number the AI only answers people who write to you and never messages first.
- What happens to the conversations if a salesperson leaves?
- Nothing is lost. Clients and conversations are kept in your company's CRM, and the next person sees the whole history in the client card.
- How much does CRAIM's WhatsApp CRM cost?
- From $9 a month for the whole workspace: up to 10 users and one AI employee. The first 14 days are free, no card required. The WhatsApp connection itself is paid to its provider.