Marta N.09:12Is the 2-bed in Dubai Marina still available?
budget fits, Olena handles it
For sales teams of 5 to 200
Lead processing automation
Your sales team talks only to leads ready to buy
We build a route for every lead: qualify it, warm it up where needed and pass it to a manager once the lead is ready.
Discuss your project
Free 30‑minute call with the founder
What changes
Every lead sorted before the first call
Today, leads land in one list, and managers call and message everyone, hot or cold. We sort them first: ready buyers go straight to a manager, people who need time are warmed up, and those who don’t fit get a polite no, so they don’t take up the team’s time.
Ready for a callstraight to the right manager
Warming upthe sequence runs automatically
Not a fita polite no
Marta N.09:12
@dana_k09:16Price for the one with the terrace?
price list sent · day 1
James W.09:20Lead form · Downtown, 1–2 bedrooms
call due 09:35
+48 601 …09:28
Missed call · looking for a rental
wants to rent · closed
Ahmed A.09:40Lead ad · Off-plan, payment plan
email 2 of 5
Carmen R.09:51
Ref. 4471, can I visit on Thursday?
viewing booked
Laura M.10:15
Downloaded the area guide
warm-up · 14 days
info@ inbox10:40
Partnership offer for SEO services
not a lead · removed
Tom H.10:52Back in Dubai in May, can we talk then?
reminder 1 May
Example from a real estate team. Your groups and rules come from mapping your own sales process.
Lead routes
Every source gets its own route
Someone who searched on Google is a different lead from someone who tapped an Instagram ad. For each source, we work out how warm its leads are, what to ask them, when to warm them up and when a manager steps in.
AutomaticTask for your teamBranch
Where to start
Essentials first, then the full system
In many companies a lead lands in the CRM and nobody gets a task for it. Others run six sales teams and need a route for every source and product. We do both: two levels of setup for teams of different sizes.
Level 1 · Essential automation
No lead gets lost or left unanswered
For sales teams of up to 20 people
- Every new lead goes to a manager straight away
- The manager gets a task with a deadline for the first contact
- If the deadline is missed, the task goes to the head of sales
- Reminders and follow-ups go out on time, with no one tracking them by hand
- You see where every client came from
- A dashboard shows how leads are moving and which managers are falling behind
Usually live in 2–4 weeks
Level 2 · Multi-funnel system
A route for every source, product and client type
For sales teams of 20 to 200 with several products and channels
- A separate funnel and strategy for every source
- Qualification before a manager calls
- Warm-up by email, WhatsApp and calls
- Branches by client type, product and readiness to buy
- Routing to teams: pre-qualifiers and closers
- Server-side automation, AI lead scoring, duplicate merging and error alerts
Built in stages over several months
8:00
Your morning summary
Sales summary · nowYesterday: 23 new leads. 9 ready for a call, all assigned.
Overdue · 2 min ago
2 calls overdue · Team 3
Facebook funnel4 warmed-up leads asked for a call
Weekly report · MonGoogle Ads: 4 deals this month · Facebook: 2
Runs automatically
You check your phone and already know where every lead stands
- Every source in one CRM
Ads, forms, WhatsApp, social media, listing sites and the shared inbox. Each lead keeps its source and campaign.
- Sorted before the first call
Qualifying questions and rules decide who is ready, who needs time and who doesn’t fit.
- Warm-up runs automatically
Email and WhatsApp sequences for every route. They stop the moment the lead replies.
- Tasks where a person is needed
Calls and checks go to the right manager with a deadline. Overdue tasks go to the head of sales.
- Duplicates merged, errors flagged
Duplicates from different channels are merged. If something in the flow breaks, you get an alert instead of a lost lead.
- You see which ads bring sales
Every deal keeps its source, so it’s clear which channels bring paying clients, not just clicks.
Cases
What we have built
From a real estate company’s first sales system to a multi-funnel system for six sales teams.
Marketing budget down about 40% while revenue grew
Before
Leads came in through Google Ads, Facebook ads and social media, mostly from India, Pakistan and Africa. Many were not a fit: no budget, no valid passport. Six sales teams spent whole days calling and messaging everyone in turn, and most of their time was spent pre-qualifying and qualifying leads by hand.
What we built
We started by mapping every source and branch. Each source got its own strategy. Before a manager stepped in, every lead was checked for budget, a valid passport and readiness to move. Inside one funnel, agents and private clients took separate branches, and private clients split again into work and study. Each branch had its own emails, WhatsApp templates, call tasks and follow-ups, and went to the team that specialised in it.
After
Managers spent their time only on people with money and documents who were ready to move. No lead was lost, leads that weren’t a fit were filtered out, and the marketing budget fell by about 40% while revenue grew.
Sources
Google AdsFacebook adsSocial mediaWebsiteRouting server
Deduplication, qualification logic, branch rules, error alerts
Zoho CRMWhatsApp APISendGridRingostatPostgreSQL
WhatsApp APISendGridRingostatPostgreSQLBranches
Agentsseparate route and teamClientswork abroadClientsstudy abroadNot a fita polite no
6 sales teams: pre-qualifiers and closers
- lower marketing budget, while revenue grew
- ≈40%
- people in sales at peak
- 40
- teams, each with its own route
- 6
- leads lost
- 0
Example routes
How it works in different industries
In these industries, leads almost always come from many sources. This is a typical starting point, before we map your own process.
Real estate agency
- Property portals
- Google Ads
- Instagram
- Website
- Property portals: the enquiry moves straight to the company WhatsApp, and the client gets an automatic first message
- The agent assigned to the property joins the chat automatically, and the whole conversation stays in one window
- Google Ads: two questions on budget and timing, then a call within 15 minutes for hot leads
- Instagram: price list and similar listings, a call only on request
- Buyers and renters go to different teams
Agents call people ready to view, not everyone who clicked.
Private clinic
- Google Ads
- Instagram
- Doctor booking sites
- WhatsApp
- Ready to book: straight to the calendar, with a reminder the day before
- Asking about prices: an offer of a consultation and a follow-up
- By treatment: a separate sequence for each service
- No-shows: a task to rebook
Receptionists book patients instead of repeating prices.
Car import or dealership
- Car listing sites
- Instagram
- Telegram
- Website
- Before a call: budget, model and timing
- Import or in stock: two routes with different paperwork
- Still searching: an alert when a matching car arrives
- Finance enquiries go to a separate manager
Managers talk to buyers who have a budget and a timeframe.
Courses and education
- Facebook ads
- Webinars
YouTube
LinkedIn- Instagram
- Website
- Webinar sign-ups: reminders and a link to the recording
- Stayed to the end: a call task for the closer
- Cold ad leads: a longer warm-up first
- Corporate enquiries from LinkedIn go to the B2B manager
Closers call people who watched and asked questions.
How a project runs
Map first, then build in stages
We start by drawing a map of how leads actually move through your sales team. Everything we build is based on it.
Step 1
Map
Together with your team we describe every source, every branch and who hands each lead to whom. Nothing is built until the map is agreed.
1–2 weeksStep 2
Plan
We set out what we build first, what it will change and the fixed price of the stage.
2 working daysStep 3
Build
We set it up in your accounts and test it on real leads before launch.
2–4 weeks per stageStep 4
Run and improve
We set up analytics: response rate, conversion and sales for every source. The next stage is added once the previous one is working.
Ongoing
A full system is not built fast or cheap, but it is built right. A multi-funnel system takes several months. We split it into stages, and each stage goes live as soon as it is ready, without waiting for the rest.
What stays yours: the CRM, the phone numbers, the server, every automation and the admin rights. Everything runs on standard tools that another developer can take over.
Questions before you book
Will we need to change our CRM?
No. We work in the CRM you already use: what matters is that it has the features the job needs, not which tool it is. When the logic gets too complex for one CRM, we add a server. If your CRM can’t handle the job, we’ll tell you on the call and explain why.
We have 100 people in sales. Is this for us?
Yes. The largest system we have built served six sales teams with pre-qualifiers and closers. Bigger teams usually need routes by product and region, and that is exactly what the map is for.
How long does it take?
Essential automation is usually live in 2–4 weeks. A multi-funnel system is built in stages over several months, and the first stage starts working within a few weeks.
Won’t automated messages put clients off?
The messages are short, written together with you and sent in the client’s language. Every sequence stops the moment the person replies, and from there a manager leads the conversation.
Does WhatsApp allow these messages?
Yes, through the official WhatsApp Business API, with message templates approved by Meta. No bulk sending from personal numbers.
What if managers don’t do their tasks?
Every task has an owner and a deadline. Overdue tasks are escalated to the head of sales, and the dashboard shows who is falling behind.
Who owns the system?
You do. The CRM, the phone numbers, the server and every automation sit in your accounts, and the admin rights are yours from day one.
What does it cost?
It depends on the number of funnels and how complex the system is, so we price every project individually. Larger systems are priced stage by stage: you always know what the next step costs.
Let’s sort out your leads
A free 30‑minute call where we:
- Ask how you handle leads today
- Suggest what to improve
- Propose a first step and tell you what it costs
Anton Kovalenko
Founder of Hushflow
Runs your call and is responsible for your project