ImmediatelyUtility
enquiry_hello_v1Hi {{first_name}}, thanks for your enquiry about {{service}}. Could you send a photo of the area? We’ll get back to you today with a rough price.
SALES USE CASE
Be the first business to reply.
When an enquiry comes in, start a WhatsApp conversation straight away, and alert your team the moment the lead replies.
7-day free trial · about 15 minutes to connect your number · Meta bills message charges to you directly (you add a card in Meta)
9:41
Today
This business uses a secure service from Meta to manage this chat. Tap to learn more.
Hi Sarah, thanks for your enquiry about initial consult. Could you send a photo of the area? We’ll get back to you today with a rough price.
10:02 am[photo] It’s about 6 square metres.
10:14 am ✓✓Thanks Ben, Mark will review and message you by 3pm.
10:15 amMessage
Meta lead ad · New lead
Illustrative example. Names and details are made up.
FOR LEAD-DRIVEN TEAMS
First to reply usually gets the conversation.
Enquiries from ads and forms get a WhatsApp reply straight away, and your team picks up when the lead answers.
- Team
- Sales
- Starts from
- Google Sheets · Zapier · Contact import
- Goal
- More enquiries turning into conversations, appointments and sales.
- Meta category
- Utility or Marketing, depending on wording
IN PRACTICE
Most enquiries go to more than one business. The first to reply, with something useful, is usually the one that gets the job. ConvoHut sends a personal first message as soon as the enquiry reaches your sheet, asks for the one thing you need to quote, and alerts your team the moment the lead replies.
THE JOURNEY
How it runs.
- Starts when
- A new enquiry lands as a row in your sheet (from your website form, booking tool or Zapier).
- Stops when
- Reply received, team member takes over, opt-out, or two messages sent.
- Send A personal first message within moments, referencing what they asked about.
- Notify Your team is alerted when the lead replies.
- Follow up No reply after a few hours? A gentle second message.
- Stop End after two messages or when a person takes over.
SHEET TRIGGERNew Sheet Row
SEND MESSAGEenquiry_hello_v1
WAIT FOR REPLYTimeout: 4 hours
NOTIFY MEOn reply
SEND MESSAGEenquiry_nudge_v1
END FLOWEnd Flow
Styled like ConvoHut’s flow builder. Every node is editable.
THE FULL PLAYBOOK
Everything you need to launch it.
The exact messages, the sheet, the build and the rules.
4 hours later, if no replyUtility
enquiry_nudge_v1Hi {{first_name}}, just checking you got our message about {{service}}. Reply here whenever suits.
Template names and wording are examples. Write in your own voice and submit templates to Meta for approval; Meta confirms the category.
Speed-to-lead follow-up · example sheet
| A | B | C | D | E | |
|---|---|---|---|---|---|
| 1 | first_name | phone | service | suburb | source |
| 2 | Ben | +61 4•• ••• | Bathroom renovation | Brunswick | Website form |
| 3 | Kate | +61 4•• ••• | Deck restoration | Coburg | Google Ads form |
| 4 | Luis | +61 4•• ••• | Switchboard upgrade | Preston | Phone |
Only the phone column is required. The highlighted row is the newest: adding it starts the journey. Example data only.
- TriggerNew Sheet Row
Your website form writes each enquiry to the sheet.
- Send Messageenquiry_hello_v1
- Wait for ReplyTimeout: 4 hours
- Notify MeOn reply
The estimator is alerted.
- Send Messageenquiry_nudge_v1
Timeout path only.
- End Flow
On reply
The person who quotes is notified and continues the conversation with the photo in hand.
On timeout
One nudge. If there’s still no reply, a person decides whether to call.
On opt-out
The contact leaves the journey straight away and is excluded from future marketing messages.
Mistakes to avoid
- A first message that could be for anyone.
- Asking for five things at once.
- No one checking the inbox after hours.
The moment
An enquiry comes through your website at 8pm. Two competitors got the same enquiry.
The business that responds first often wins the job. Enquiries sit in inboxes overnight and leads book with whoever answered.
Data you need
- First name
- WhatsApp number
- Enquiry type
- Message or form answers
- Source
Measure
- Time from enquiry to first message
- Reply rate
- Appointments or quotes booked
- Enquiries that went unanswered
Good practice
- Reply fast; perfect is the enemy of first.
- Ask for one useful thing (photo, preferred time, budget).
- Make sure a person follows up the same day.
Works for
Free PDF- Trades and home services
- Real estate appraisal requests
- Clinics and health services
- Education and course enquiries
Speed-to-lead follow-up playbook
Journey, sample messages, setup checklist and metrics.
Download ↓FAQ
Questions.
Will customers know it’s automated?
The first message comes from your business number and should sound like you. When they reply, a real person continues.
What if my form doesn’t connect to Google Sheets?
Use Zapier, which connects thousands of apps, or ask about a custom integration on the Enterprise plan.
Who owns the number and the data?
You do. ConvoHut connects to your own WhatsApp Business Account, and Meta bills messages to you with no ConvoHut markup.
RELATED
Often used together.
Sales
Lead qualification
Ask new leads two or three quick questions on WhatsApp, branch on their answers, and send the hottest leads straight to a salesperson.
Google Sheets · ZapierSee the journey →SalesQuote follow-up
Follow up every quote automatically on WhatsApp with a question they can answer in seconds, and stop the moment they reply.
Google Sheets · ZapierSee the journey →SalesMissed call follow-up
When you miss a call, send a WhatsApp message so the customer doesn’t call the next business on the list.
Zapier · Google SheetsSee the journey →IN THE APP
How this runs in ConvoHut.
A new row or form entry starts the journey, then replies decide the next step.
A journey running step by step
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