CRM software that stops leads dying in WhatsApp
Every enquiry from your website, WhatsApp, ads and walk-ins in one pipeline, with follow-up reminders, quotes, a field app and reports that show which source actually converts.
CRM and sales pipeline software captures every enquiry, assigns it, schedules follow-ups and tracks each deal through defined stages until it closes or is lost. We build it for Indian businesses whose sales take several conversations, where WhatsApp is the main channel and the owner needs to see the pipeline without asking.
- Starting from
- ₹50,000
- Typical range
- ₹50,000 – ₹1,50,000 (focused CRM) · ₹1,50,000+ with WhatsApp API and field app
- Timeline
- 8–12 weeks
What we build
- 01
Enquiry capture
Website forms, WhatsApp API, Meta and Google lead forms and walk-ins in one list, source recorded.
- 02
Lead auto-assignment
Round-robin or territory rules, with unassigned-lead alerts to the manager.
- 03
Follow-up automation
Next-action dates, reminders, missed follow-up escalation and scheduled messages.
- 04
Pipeline board
Up to seven stages defined with you, with time-in-stage so stuck deals surface.
- 05
Quotes on WhatsApp
GST-ready quotations from templates, sent as PDF, with versions tracked.
- 06
Shared WhatsApp inbox
Approved templates and chat history on the lead record, never trapped on one phone.
- 07
Field app
Site visits, call notes and lead updates from an Android app with weak signal.
- 08
Source-wise reports
Conversion by source and executive, and ad spend against closed deals.
Who this is for
Leads die in WhatsApp. A real estate developer in Coimbatore gets forty enquiries a day from Meta ads, property portals and the website; each lands on a sales executive's personal phone, gets one reply, and is forgotten when the next one arrives. A solar installation company has a longer problem: a site visit, a quote, a subsidy question and three follow-ups over six weeks, and nobody knows which of the two hundred open enquiries is at which stage. If your business sells something that takes more than one conversation to close, and your owner cannot see the pipeline without asking each salesperson, this page is for you. A two-person sales team with fewer than a hundred leads a month should use a free CRM plan instead, and we are specific about that below.
What we build
- Enquiry capture: website forms, WhatsApp messages through the official API, Meta and Google lead forms, marketplace enquiries and walk-ins, all landing in one list with the source recorded.
- Assignment: round-robin or territory rules, with an unassigned-lead alert to the manager.
- Follow-up automation: next-action dates on every lead, reminders to the executive, escalation to the manager when a follow-up is missed, and scheduled WhatsApp messages for the quiet periods.
- Pipeline stages: a board of no more than seven stages, defined with you, with time-in-stage visible so stuck deals show themselves.
- Quotes: GST-ready quotations and proposals generated from a template, sent on WhatsApp as PDF, with versions tracked.
- Site visits and calls: visit scheduling with a field app, call notes, and recordings where your telephony provider supports it.
- WhatsApp integration: approved message templates, shared inbox so a lead is never trapped on one phone, and chat history on the lead record.
- Reports: source-wise conversion, executive-wise follow-up discipline, ad spend against closed deals.
How it fits an Indian sales team
Customers in India reply on WhatsApp and ignore email, so the CRM treats WhatsApp as the primary channel rather than an add-on. The WhatsApp Business API glossary entry explains what the official route allows and what it costs, and our guide to WhatsApp automation for Indian businesses covers the templates and consent rules. Quotes carry GST and a UPI payment link for the booking advance. Field executives get an Android app that works in the car park with one bar of signal.
How the build runs
Discovery means listening to twenty real sales calls and reading a week of WhatsApp threads with your team's permission, because the stages a business thinks it has and the stages it actually has are rarely the same. The stage list and follow-up rules are agreed before design. We build in weekly demos, pilot with two executives for a fortnight, adjust, then roll out to the full team. The lead-capture connections are tested with live enquiries, not sample data, so the first Meta lead that arrives after launch is not the first one ever seen.
What it costs and why
A focused CRM with enquiry capture, pipeline, follow-ups and reports typically falls between ₹50,000 and ₹1,50,000. Add the WhatsApp API inbox, a field app and quote automation and it becomes a complete sales system in the ₹1,50,000 to ₹5,00,000 range. The cost follows the number of lead sources and the automation depth, not the number of users. VS Tech Builders prices on fixed scope, invoices with GST, and transfers the code and every connected account to you on the last milestone, so the lead data is yours and portable. Timelines run 8 to 12 weeks.
When not to build custom
Small teams should start on a free or low-cost CRM plan and only move when it fights their process; our comparison of custom CRM versus Zoho CRM is written to help you decide fairly. Custom is justified when your pipeline has domain-specific stages such as site visits, subsidies or admissions, when WhatsApp is your main channel, or when you want the CRM wired into your billing and project systems. Real estate agencies and coaching centres are the two businesses that ask us most often, and their pages, software for real estate agencies and software for coaching centres, describe the full picture. If the leads themselves are the shortage, a well-built landing page may be the better first spend.
Frequently asked questions
Can WhatsApp enquiries land in the CRM automatically?
Yes, through the official WhatsApp Business API. Messages to your business number create or update a lead, the conversation is visible to whoever is assigned, and replies go out from the same number. This needs API approval and a per-message cost, which we walk you through. Personal WhatsApp on an executive phone cannot be connected and we do not attempt workarounds.
How do we make sure salespeople actually use the CRM?
By making it less work than not using it. Leads arrive already entered, follow-ups are one tap on the phone, quotes are generated rather than typed, and the manager sees missed follow-ups without asking. We pilot with two executives for a fortnight and change whatever they find clumsy before the full team sees it. Adoption is designed, not enforced.
Can quotations be sent on WhatsApp with GST and a payment link?
Yes. A quote is built from a template with your items, rates and GST, saved as a version on the lead, and sent as a PDF on WhatsApp or email. A UPI or gateway payment link for the advance can be included, and the lead moves to the next stage when the payment is confirmed.
Will reports tell us which ad source brings customers who buy?
That is the main report. Every lead carries its source and campaign, and the pipeline records where it ended, so you see enquiries, site visits and closures by source, with cost per closed deal when ad spend is entered. Most owners discover within a month that their most expensive channel is not their best.
Why build a custom CRM instead of using Zoho or HubSpot?
For many teams you should not, and a free plan is the right start. Custom makes sense when your stages are specific to your trade, when WhatsApp is the primary channel and the subscription treats it as an add-on, or when the CRM must connect to your own billing, booking or project systems. We compare the two routes fairly on our comparison page.
Related services
- Custom Management SoftwarePOS & Retail Billing
Barcode and scale billing, UPI and split payments, loyalty and schemes, returns, day-close and GST invoices, across one shop or many outlets, working even when the internet does not.
- Custom Management SoftwareCustom ERP
Purchase, production, stock, sales, dispatch and the accounts link in one system, built module by module around how your business already works, with Tally left where it is.
- Web DevelopmentLanding Pages
One page, one offer, one action: built for ad traffic on phones, wired to WhatsApp and your CRM, and priced within our published website plans.
- Android App DevelopmentStaff & Field Apps
Order booking, deliveries, collections, attendance and tasks in one Android app for the people who work outside your office, with proof attached to every entry.
Built for businesses like yours
- Real estate agencies and builders
One record for every plot, flat, buyer and broker: listings website, enquiry CRM, site visits, availability chart, payment schedules, commissions and approval documents.
- Coaching centres
Enquiries, batches, fee instalments, attendance, weekly tests and parent updates on WhatsApp, plus an online test portal for students who practise on their phones.
- Travel agencies
Build day-wise itineraries from your own hotel and vehicle rates, send branded quotations quickly, confirm bookings with vouchers, track what you owe each supplier, and give travellers one place for their documents.
- Event management companies
From the first enquiry to the last prop back in the godown: quotations with every revision kept, vendor bookings, event-day run sheets, payment schedules and client approvals in one place.
Further reading
- WhatsApp & AutomationWhatsApp for Business in India: Automating Orders, Bookings and Support the Right Way
- AI & AutomationAI for Small Businesses in India: 7 Things That Actually Save Money in 2026 (and 3 That Do Not)
- Business StrategyHow to Choose Between Custom Software and Off-the-Shelf for Your Business in 2026
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