Convert inquiries into signed projects, keep clients updated on progress, and manage approvals efficiently with intelligent WhatsApp automation.
Someone sees your Instagram work, messages for a quote. You're on-site supervising. By the time you respond 2 days later, they've already met 3 other designers.
You share 3D renders, client says "let me think." Weeks pass. You follow up, they have changes. More delays. Projects that should take 3 months stretch to 6.
Design fee, material advance, execution milestoneâtracking who paid what when across 5 active projects is overwhelming. Some clients conveniently "forget" to pay.
"Where's the contractor?" "When is material arriving?" "Can you send tile options again?" Same questions, multiple clients, endless WhatsApp threads. You're a designer, not a helpdesk.
Carpenters, painters, electricians, plumbersâcoordinating 8 vendors across 4 active sites. Who's doing what when? Delays cascade because someone didn't show up.
Beautiful projects completed, but no systematic way to share with prospects. Your best work sits on your phone instead of converting new clients.
Convert inquiries, streamline approvals, and deliver projects smoothly
When prospects message, instantly share your portfolio, services, and consultation booking optionsâeven when you're on-site.
Trigger: Any new message or keywords "interior", "design", "quote" Action: Send welcome message with portfolio link Collect: Property type, area, rooms, budget CTA: Book consultation or share requirements Result: Professional first impression, capture lead details
New messages trigger instant response with your portfolio, services, and qualification questions. Even if you're on-site, prospects get a professional response within seconds, preventing them from reaching out to competitors.
Workflow tip: Include a before/after carousel or video tour of your best project in the auto-response. Visual impact converts better than text.
Book site visits or office consultations with automatic calendar integration. Send reminders and preparation checklist before meeting.
Trigger: "CONSULT" keyword or consultation request Action: Show available slots from calendar Collect: Preferred slot, address (if site visit) 24h before: Reminder with preparation checklist 2h before: "On my way" or location directions Post-meeting: Thank you + proposal timeline
The sequence integrates with your calendar to show real availability. Reminders ensure clients are prepared with floor plans and inspirationâmaking your consultation more productive.
Workflow tip: For site visits, request floor plan and photos beforehand: "Share photos of the space so I can prepare ideas before we meet."
After sharing proposal, automatically follow up at key intervals. Track when they view documents and time your calls perfectly.
Day 0: Send proposal with all details Day 3: First follow-up with recap Day 7: Second follow-up with value highlight Day 14: Final follow-up with limited-time offer Response tracking: Adjust timing based on engagement Objection handling: FAQ responses ready
The sequence tracks when proposals are sent and triggers follow-ups. Each message adds valueârecap, testimonials, flexible payment options. No prospects fall through the cracks.
Workflow tip: For large projects, offer staged commitment: "Not ready for full home? Start with living room only. Happy clients usually add more rooms later."
When project is signed, trigger onboarding sequence: welcome message, timeline overview, payment schedule, and what to expect at each stage.
On signing: Welcome message + project overview Day 1: Designer introduction + measurement scheduling Day 3: Design questionnaire (style preferences) Weekly: Phase transition updates Payment milestones: Automatic reminders Emergency: Escalation path for urgent issues
When you mark a project as "signed" in the CRM, the onboarding journey triggers automatically. Clients receive clear expectations, timelines, and payment schedulesâreducing confusion and back-and-forth.
Workflow tip: Include a style questionnaire in onboarding: "Share 5 images of interiors you love. Pinterest board works great!" This kickstarts the design process.
Share designs with clear approval request. Track response, send reminders if pending, and document all approvals for reference.
On design completion: Share renders + approval request Day 2: Reminder if no response Day 5: Second reminder with deadline impact Response "APPROVED": Thank you + move to next phase Response "CHANGES": Schedule call, document revisions Track: All approvals logged with timestamp
The journey tracks each design submission and waits for approval keywords. If no response within 2 days, automatic reminders go out. All approvals are logged with timestampsâprotecting you from "I never approved this" disputes.
Workflow tip: For each approval, send a summary: "Approved on Dec 15: Living room design v2. Changes from v1: Wall color changed from grey to beige."
Automated weekly site progress updates with photos. Keep clients informed without them having to ask. Build confidence through transparency.
Schedule: Every Friday 6 PM Content: Completed, in-progress, next week Attachments: 5-10 site photos Status: Timeline + budget tracker Alert: Highlight any delays with explanation Customize: Different format for different project phases
Weekly updates are scheduled to go out every Friday. You fill in the progress template, attach photos, and the system sends to all active clients. Proactive communication reduces "what's happening?" messages by 80%.
Workflow tip: Include a video walkthrough for major milestones: "Kitchen installation complete! Here's a quick walkthrough..."
Automatically remind clients when payment milestones are due. Track payments and send receiptsâno awkward follow-up calls needed.
Trigger: Milestone completion (design approved, material ordered) Action: Send payment reminder with full summary Day 3: Gentle reminder if unpaid Day 7: Work pause notice On payment: Auto-receipt + thank you Track: Payment history visible in CRM
When a milestone is marked complete, the payment reminder triggers automatically. The message shows full payment history, creating accountability. Clients can't claim they "forgot" when there's a clear trail.
Workflow tip: Link payments to project phases: "Material order payment enables us to order your kitchen cabinets. 3-week lead time starts after payment."
Share material options with photos, prices, and recommendations. Collect approvals via WhatsApp for quick decision-making.
Format: 3 options with photos and prices Include: Designer recommendation with reason Response tracking: A, B, or C logged automatically Follow-up: Reminder if no response in 24 hours Documentation: All selections stored for reference Bulk orders: Material list compiled from selections
Material options are sent in a structured format with clear choices. Clients reply with simple letters (A/B/C), which are logged automatically. This speeds up decision-making and creates a record of all selections.
Workflow tip: Group related decisions: "Here are your bedroom choicesâall 5 items together. Approving now means we can order everything in one batch, saving time."
At project completion, send handover documentation: warranty card, maintenance tips, vendor contacts, and feedback request.
On completion: Handover documentation package Documents: Warranty, layouts, material specs Contacts: All vendor numbers for future service Snag period: 7-day window for issue reporting Day 7: Final snag check + review request Day 30: Check-in + referral program Day 365: Annual maintenance reminder
When project is marked complete, the handover journey triggers. Clients receive all documentation digitally (easy to save and find later). The 7-day snag period is tracked, and review request goes out only after snag period ends.
Workflow tip: Create a WhatsApp group for each project that transitions to "maintenance support" after handover. Easier than individual chats.
After successful projects, request portfolio permissions and referrals. Turn happy clients into your best marketing channel.
3 months post-completion: Referral request campaign Include: Referral rewards for both parties Portfolio: Permission request for photos Track: Referral codes per client New leads: Auto-credit referral source Annual: Portfolio feature update request
Campaigns target completed clients at the right timeâafter they've settled in and are ready to show off their new home. Referral tracking ensures both parties get their rewards automatically.
Workflow tip: Offer professional photography as a bonus: "If you allow portfolio use, we'll send our photographer for a professional photoshoot of your home. Great for your social media too!"
From first inquiry to completed dream home
| Capability | Starter $29/mo |
Pro $99/mo |
Business $470/mo |
|---|---|---|---|
| Instant inquiry response | Yes | Yes | Yes |
| Consultation scheduling | Yes | Yes | Yes |
| Material selection workflows | Yes | Yes | Yes |
| Proposal follow-up automation | Basic | Full | Full |
| Project onboarding journeys | - | Yes | Yes |
| Design approval workflows | - | Yes | Yes |
| Weekly progress updates | - | Yes | Yes |
| Payment milestone automation | - | Yes | Yes |
| Multi-project management | - | - | Yes |
| Vendor/team coordination | - | - | Yes |
| Client contacts | Up to 500 | Up to 5,000 | Up to 25,000 |
| Team members | 2 | 5 | 15 |
Ideal for design studios handling 5-10 active projects. Includes approval workflows, progress updates, and payment tracking.
Solo designer with 1-2 projects? Starter Plan ($29/mo) covers inquiry response, scheduling, and basic follow-ups.
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