It’s Friday, a little after seven, and you want to know who needs a call on Monday. On Tuesday Laura spoke with a customer who wants to replace every window in her house, and Laura promised her a quote. Marc sent out two quotes last week and has no idea whether anyone replied. You find this out by asking each of them before they head home. In the CRM those three customers have a name, a phone number and little else, because the actual conversation is still sitting in the WhatsApp of whoever handled it.
We set up a CRM or connect the one you already pay for, and the AI fills it with what your team does during the day. The answer to your Friday question ends up on the screen, and your team gets back the end-of-day stretch they now spend copying notes from their phones into the computer.
Where the data comes from
Most of what belongs in a contact record is already written down somewhere. Customers tell you on WhatsApp what they need and how much they want to spend, and your website form and email cover the rest. The AI reads those conversations, leaves a short summary on the contact record and fills in the fields you’ve agreed matter. From each calendar appointment it logs the date and who took it. After a visit, the person who went answers a couple of questions from their phone, and the answers land on the record next to everything else.
Your team reviews what the AI has logged. When the AI is unsure, say about a name that doesn’t match or a contact that might be a duplicate, it sends the item to a review queue that someone clears in two clicks. If the customer never gave a piece of information, the AI leaves that field blank until someone asks.
Phone calls are the exception for now. Logging each call on its own depends on your phone system, and we’re working on it. Until then, a person still writes down what was said on the phone.
Follow-ups, dashboard and weekly summary
With records kept current, the CRM flags customers who haven’t heard back in days, like Marc’s two quotes, and drafts the next message. Someone on your team reads it, edits it if needed and decides whether to send it.
You also get a dashboard showing what came in, what moved and what has been stuck for a while, plus a weekly summary with the same numbers. With that summary on your phone, the Friday round of questions shrinks to the cases that need a decision, and your people make it.
Your CRM or ours
For real estate agencies we have our own CRM with the AI built in. It answers on WhatsApp, qualifies whoever writes in and saves the feedback from each viewing to both the contact and the property record. If your agency already uses another CRM and it works for you, we connect that one instead.
For every other kind of business we build on the CRM you already have. We hook it up to WhatsApp, email, your calendar and your website form so it fills itself from what comes in. If you don’t have one yet, we use the assessment to pick one that fits how you work, and we set it up.
Most projects start with a single channel, which tends to be WhatsApp, and the five or six fields you check before calling someone. In the first few weeks it pays to take your time with the review queue, since that’s where you see what the AI gets right and what needs adjusting. Once that channel works, we add email and appointments.