Do we need to replace our current CRM?

Not necessarily. If your CRM can hold the data and support automation, we build around it. We only recommend a change when the current tool genuinely can't do the job.

What happens to enquiries that come in on WhatsApp?

We route them into the same pipeline as web and email enquiries, so a salesperson doesn't need to check a separate app to know what's outstanding.

How is an enquiry assigned to a salesperson?

By rules you define — territory, product line, workload or round robin. It can also route to a specific person for existing accounts.

Will this add extra admin work for the sales team?

The aim is the opposite. Enquiries are logged automatically from where they arrive, so salespeople spend time responding, not filing.

Can it tell us which leads have gone cold?

Yes. Enquiries with no activity past a set period are flagged for the manager to review or reassign.

Sales & CRM Automation

Every enquiry captured, owned and followed up — without anyone remembering to do it.

Enquiries arrive from the website, WhatsApp, email and phone calls. When they land in five different places, some get answered and some get forgotten. This system gives every enquiry one home, one owner and a follow-up schedule nobody has to remember.

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How the system works

Illustrative interface

01Customer enquiry
Enquiry receivedSample
CustomerNeed 5,000 units of an industrial component. Can you quote?

02AI qualification
AI qualification
Intent
New RFQ
Priority
High
Product
Industrial component

03CRM
CRM recordIllustrative
Lead
Created
Status
Qualified
Source
Web form

04Assign owner
OwnershipIllustrative
Sales — assigned by ruleAssigned

05Follow-up
TaskIllustrative
Follow up on the new enquiry
Owner
Assigned salesperson
Due
Today
Status
Scheduled

06Sales pipeline
Sales pipelineIllustrative
- NewStage
- QualifiedCurrent
- QuotationStage
- Won / lostStage

The problem

Enquiries are only as good as what happens after they arrive

A new enquiry comes in on WhatsApp at 6pm, another through the website form overnight, and a third from a phone call that never gets written down. Each one needs an owner and a timely reply, but there is no single list showing what has been answered and what hasn't.

Salespeople keep their own notes, in their own way, on their own phones. When someone is on leave, their open enquiries sit untouched. Management only finds out a lead went cold when the customer calls a competitor instead.

The result is not a shortage of leads — it's leads that were never properly owned, so the effort spent generating them is partly wasted.

The old way — handled manually

Enquiries sit in five inboxes
Ownership decided informally
Follow-up depends on memory
Leads go cold unnoticed

Every step depends on someone remembering. Nothing connects to the next step on its own.

Why it happens

No single intake point

Enquiries land in inboxes, phones and forms that never talk to each other.

Ownership is informal

Whoever picks up the enquiry becomes responsible, with no record of who that was.

Follow-up depends on memory

Reminders exist in someone's head or a sticky note, not in a system.

What we automate

The work this system takes off your team

Pulling enquiries from WhatsApp, email, web forms and calls into one record
Assigning an owner automatically based on rules you set
Sending follow-up reminders on a schedule until the enquiry is closed
Logging every interaction against the customer, not against a person's phone
Flagging enquiries that have gone quiet for management review
Handing qualified enquiries into the quotation process without re-typing

Before and after

What changes on the ground

Same people, same customers, same tools where they already work — a different flow between them.

Before: scattered work

Enquiries sit in five inboxes
Ownership decided informally
Follow-up depends on memory
Leads go cold unnoticed

Information is copied between tools by hand. Nothing is connected, so nobody can see the full picture without asking someone.

ScatteredConnected

With ReLeaf: one connected system

01One enquiry listEvery channel in one place
02Clear ownershipAssigned automatically
03Scheduled follow-upNothing waits on memory
04Visible pipelineManagement sees stalled leads

Each step hands the next one the information it needs. Work moves forward on its own and management can see where every job stands.

Use cases

Where businesses apply it

Distributor with multiple sales staff

Enquiries split across five phones are pulled into one pipeline so no customer is contacted twice or missed entirely.

Manufacturer with long sales cycles

RFQs stay owned and visible through weeks of back-and-forth instead of getting buried in email threads.

Services firm chasing proposals

Every proposal sent gets an automatic reminder cadence instead of relying on the consultant to remember.

Who benefits

Sales team: A single list of what needs attention today, instead of juggling apps.
Sales manager: Visibility into every open enquiry and who owns it, without asking.
Business owner: Confidence that leads are being worked, not lost.

Possible integrations

WhatsApp Business API
HubSpot
Zoho CRM
Google Sheets
Microsoft 365
Excel

We work with what you already run. If a tool is not listed, we look at whether it can connect before recommending a change.

Implementation

How we put this in place

Scoped so the first version is running inside your business quickly, then extended.

01
Map your enquiry sources
We list every channel enquiries currently arrive on.
02
Design ownership rules
We agree how enquiries should be assigned across your team.
03
Build the pipeline
We connect the channels into one CRM view with automatic reminders.
04
Run alongside the old way
We test it on live enquiries before switching over fully.

Questions we usually get asked

Related systems

Industries we build this for

Go deeper

See all seven systems

Stop losing enquiries between channels

Tell us how enquiries reach you today and we'll show you where they're falling through.

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