Every enquiry in your CRM. Automatically.
Every enquiry from every WhatsApp number, Instagram, your website and your calls lands in your CRM by itself — with its source, a follow-up task and a daily check that nothing was lost.
“We get enquiries on four numbers, Instagram and the website. Half never reach the sheet.”
Wakflow Lead Capture & CRM Sync
Sales & CRM
Replaces
- Copying numbers into Excel
- “Please add this lead”
- Guessing which ad worked
Measured, not promised.
Our own two travel brands · audit of 26 Sep 2026, figures as of 27 Sep 2026
- new leads reached the CRM in the daily audit
- 27/27
- new leads in 30 days, each with a follow-up task
- 288
- customers tagged as arriving by WhatsApp
- 10,746
- of 11,476 records ever typed in by hand
- 63
What you say today. What changes.
We get enquiries on four numbers, Instagram and the website. Half never reach the sheet.
Every enquiry reaches the CRM — and it's checked every day.
I spend lakhs on ads and still don't know which number or post brings the bookings.
Every lead is tagged with where it came from.
The same customer is in our system three times.
One customer, one record.
How it works, step by step.
5 steps, and our team does them with you, so you never manage the software.
Step 1: We list your lead sources
Every WhatsApp number, Instagram account, website form, landing page and calling campaign — and what each one should be called in your reports.
Step 2: We connect them
Each source sends its leads into one register, cleaned and tagged. Nothing changes for your customers.
Step 3: We shape the rules
Which brand or branch each source belongs to, who gets the follow-up, which leads count as hot, and who is alerted.
Step 4: Leads start arriving
From day one every enquiry appears in your CRM with its source and a task.
Step 5: We check it every day
The daily audit confirms every lead arrived, and we fix any source that stops sending before you notice.
Everything it does. 26 features.
Capture from every channel
- Every WhatsApp number
- Each of your WhatsApp numbers becomes its own lead source. A new chat on any number creates a lead; a returning customer's record is updated instead.
- Instagram DMs and comments
- People who message or comment on your Instagram and share their number become leads, tagged "Instagram", ready for a call.
- Website enquiry forms
- Enquiry and "call me back" forms on your website send the lead straight to the CRM — name, phone, destination or product, dates, group size and budget.
- Website bookings and seat holds
- When a customer holds a seat or pays on your website, the booking and the customer both reach your records at once.
- Partner and creator tracking
- Leads that come through a partner, creator or influencer link are tagged with that partner's name, so you can pay commissions on facts, not claims.
- Ad-click enquiries
- Enquiries that start from a "Send WhatsApp message" ad on Facebook or Instagram are captured like any other chat, so your ad spend shows up as real leads.
- Contest and landing-page leads
- Spin-the-wheel offers, contest entries and campaign landing pages drop their entries into your lead register with the prize or offer they chose.
- Broadcast replies and AI calls
- Customers who reply to a broadcast, or who speak to the AI calling agent, are recorded with that as their source.
- Any other source you use
- Facebook lead forms, Google Forms, IndiaMART, JustDial, property portals or your own app — if it can send an enquiry, we can connect it.
Clean, trustworthy data
- Phone numbers cleaned to one format
- Spaces, dashes, "+91" and leading zeros are removed, so one person is always one number. WhatsApp's newer hidden-number contacts are resolved to the real phone number automatically.
- Update, never duplicate
- Before creating a lead, the system looks for the same phone number. If it finds one, it updates that record; if not, it creates a new one.
- Bad data blocked at the door
- A lead with no valid phone number can never overwrite an existing customer. Group chats and your own team's messages are filtered out, so they never become fake leads.
- Names and dates tidied
- Full names are split into first and last name. Dates from forms and sheets are converted to one date format your CRM understands.
- A fixed list of lead sources
- Sources come from a fixed list, not free typing — so "Insta", "instagram" and "IG" never become three different channels in your reports.
Routing and follow-up
- Multi-brand routing
- Leads for a second brand or branch go to that brand's own lead book, team and stages, decided automatically from the source.
- Automatic follow-up task
- Every new or returning lead gets a follow-up task due immediately, linked to the customer, so it shows up in the right salesperson's list.
- Hot-lead details carried over
- What the customer already told the chatbot or the Instagram flow — group size, travel dates, destination, lead temperature — is saved on the lead, so the salesperson does not ask again.
- Owner alerts
- Get a WhatsApp or Telegram message for hot leads, big groups or high-value enquiries the moment they arrive.
A register your team already knows
- Live Google Sheet register
- Every lead is also written to a Google Sheet, so the team, the owner and the accountant can see the day's leads in a format they already use.
- Edit in the sheet, sync to the CRM
- Correct a name or lead type in the register and the CRM record is updated automatically.
- Exports any time
- Download your leads by date, source or brand whenever you need them.
Checked and protected every day
- Daily lead audit
- Every morning every new WhatsApp contact, sheet row and website event is traced to the CRM. Each lead is marked OK, misrouted, deleted or missing, with the reason.
- Lost-lead recovery list
- If a lead did not make it — the internet dropped, a service was busy — the audit names it so your team can call that customer the same day.
- Silent-failure detection
- Errors that software normally hides, such as a CRM that was briefly down, are found and reported instead of passing as "success".
- Overwrite detection
- The audit checks that no customer record was accidentally replaced by another lead's details.
- Nightly backups
- The CRM is backed up every night, and the lead register keeps its full version history.
Plugs into the rest of Wakflow.
Lead Capture & CRM Sync talks to 14 other Wakflow products. Start with one; connect the rest later without starting over.
- CRMThe destination. Every captured lead becomes a customer record (or a lead in a second brand's own lead book) with its source, and a follow-up task is created for it.
- WhatsApp ConnectEach connected WhatsApp number sends every new chat to Lead Capture, which turns it into a tagged lead.
- InboxThe same chat your team answers in the Inbox is captured as a lead at the same moment, and its contact details help find the customer's real phone number.
- AI WhatsApp AgentThe details the AI agent collects in the chat (destination, dates, group size, lead temperature) are written onto the lead.
- Instagram AutomationInstagram DM and comment leads, with the number they shared, arrive tagged "Instagram".
- AI Voice Calling AgentNew leads can be called by the AI agent within minutes, and the call result comes back onto the same customer record.
- Bookings & Payment Follow-upsSeat holds and paid bookings from your website arrive with the customer, and a lead marked "Booking confirmed" goes into the bookings register.
- Dashboard WebsitesEvery enquiry and booking on your website is sent here, tagged with the partner or creator who brought it.
- WhatsApp BroadcastsReplies to a broadcast become leads tagged with the campaign.
- AutomateAny new lead can trigger more: a welcome message, a brochure, an owner alert or a call.
- CareThe daily lead audit and the nightly backups that protect your leads.
- Personal AI AssistantReads the daily lead audit and tells you on your phone how many leads came in and whether any were lost.
- AI Carousel StudioPeople who respond to a carousel's call to action enter the same lead pipeline, tagged with the post as their source.
- Lead FinderLeads found by Lead Finder enter the same pipeline as your ads, website and WhatsApp enquiries, counted alongside every other source.
Where it earns its keep.
Sales
Every enquiry in the CRM with a task due now; no "I didn't see that chat"
Marketing
Leads per WhatsApp number, per Instagram account, per website, per partner — the real cost per lead
Owner / management
One daily GREEN / AMBER / RED line on whether every lead reached the team
Partnerships
Leads and bookings tagged per creator or partner for fair commissions
Operations
One clean register instead of five personal Excel sheets
Customer service
Returning customers recognised by phone, their history in one record
Travel and tour operators
Several WhatsApp numbers, Instagram, package website, seat holds, creator links
Real estate
Portal leads, site-visit forms, WhatsApp ad clicks, channel partners
Education and coaching
Admission forms, WhatsApp enquiries, counselling-call bookings, webinar sign-ups
Clinics and diagnostics
Appointment requests, WhatsApp, Instagram, Google Business chats
Automobile dealers
Test-drive forms, WhatsApp ad clicks, exchange-offer landing pages
Retail and D2C brands
Instagram DMs, contest pages, website enquiries, WhatsApp orders
3 more
Insurance and loans
Quote forms, callback requests, partner (DSA) referrals
Salons, gyms and wellness
Instagram, WhatsApp, membership offer pages
B2B and manufacturers
IndiaMART, JustDial, trade-fair forms, dealer WhatsApp numbers
Questions about Lead Capture & CRM Sync.
Anything else? Ask us on WhatsApp.
How is it priced?
A one-time setup fee for connecting your sources and shaping the rules, then a small monthly fee for
How long does setup take?
A few days for WhatsApp numbers, Instagram and a website form. Each extra source, such as a lead portal or
Will my WhatsApp number get banned?
No. Lead Capture only reads the messages you receive — it does not send anything to your customers. Your
Do I need to change my website or my ads?
Usually not. We add one small connection to your website form. Your ads, links and numbers stay the same.
What happens if the same customer messages again?
Their existing record is updated, not duplicated. Their new message, name or details are added to the same
Can I still see my leads in Google Sheets?
Yes. Every lead is also written to a Google Sheet register, and corrections you make there flow back into
6 more questions
Is my customer data safe?
Your leads stay in your own CRM and your own Google account. Only your team can see them, and everything is
What if a lead is lost somewhere?
That is exactly what the daily audit is for. Every morning it checks each new lead against the CRM and names
Can it handle two brands or branches?
Yes. Each brand or branch gets its own lead book and team, and leads are routed automatically by where they
Does it work with Hindi and Hinglish names and messages?
Yes. Names and messages in Hindi, Hinglish or any language are saved exactly as the customer wrote them.
Can it capture leads from IndiaMART, JustDial or Facebook lead forms?
Yes. Any source that can send or export an enquiry can be connected, with its own source tag.
Can my team use it on mobile?
Yes. Leads and tasks open in the CRM on any phone browser, and the Google Sheet register works in the
Stop losing enquiries between WhatsApp and Excel.
Tell us what's slowest in your business today, and we'll show you exactly which Wakflow products fix it — and how fast.
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