Lead-to-CRM System
A website that captures enquiries from forms, calls and WhatsApp, delivers every one to your CRM with its source, assigns an owner, follows up automatically and reports on what happened. On our homepage we call it the Growth Engine.
Where leads get lost
In most UAE businesses we speak to, enquiries arrive through four or five doors: the website form, a WhatsApp number on the site and on ads, a phone line, Instagram messages and the occasional email. Each door lands somewhere different. Some reach the CRM, some sit in a salesperson's phone, and nobody can say how many arrived last week or how long they waited for a reply.
The fix is not one tool. It needs a site built to capture, a clean path into the CRM, rules for who owns each lead and by when, follow-up that happens without someone remembering, and reporting that joins source to outcome. Buying those as separate projects from separate suppliers is how the gaps appear in the first place. This solution delivers them as one system.
What's included
- Website or landing pages built for capture
- A new site, a redesign or focused landing pages, depending on what you have, with clear calls to action, short forms and WhatsApp and call options placed where customers look for them. Delivered through our web development team.
- Capture from every channel
- Website forms, click-to-WhatsApp from the site and ads, and call tracking where required, each tagged with source, campaign and landing page.
- WhatsApp on the Business Platform
- Setup on Meta's WhatsApp Business Platform with opt-in capture, approved templates for business-initiated messages and a shared inbox, following the rules on our WhatsApp automation page.
- CRM delivery and deduplication
- Every enquiry is created or matched in your CRM, with phone numbers normalised so a returning customer on WhatsApp is recognised as the same person who filled in a form last month.
- Routing and response ownership
- Assignment rules by service, language or area, a first-response deadline for each lead, and escalation when it is missed. Built using our CRM automation approach.
- Automated follow-up
- Reminders to the owner, email sequences and WhatsApp templates for customers who opted in, stopping when the customer replies or books.
- Reporting dashboard
- Leads by source, response times by owner, conversion by stage and source-to-deal results, with GA4 and CRM data joined through conversion tracking.
What you need in place
- A CRM, or a decision to adopt one. HubSpot and Zoho CRM are the most common choices; if you have none, CRM implementation is added to the scope.
- A person who owns the sales process and can decide routing rules and response deadlines.
- A WhatsApp number that can be registered on the Business Platform. A number currently used in the WhatsApp Business app has to be migrated, and its chat history does not move with it.
- Access to your domain, website hosting, Google Analytics, Tag Manager and ad accounts.
- A Meta business portfolio, with business verification completed where Meta requires it.
How it runs
Lead audit
We map every channel enquiries arrive through, where each goes today and how long replies take, and agree the target flow.
Rules and design
Routing rules, deadlines, follow-up content and the dashboard are agreed on paper. Page designs and forms are drafted in parallel.
Build
Website changes, channel capture, CRM integration and automations are built against a test pipeline.
End-to-end testing
Test leads go through every door, in Arabic and English, during and outside working hours, and are checked in the CRM and the dashboard.
Launch
We switch channels over one at a time and watch for missing or duplicated leads in the first days.
Review
After a few weeks we compare response times and lead volumes with the audit and adjust rules and follow-up.
What's not included
- Paid advertising management and ad spend.
- CRM, WhatsApp provider, call tracking and hosting subscriptions, which are billed to you by the providers.
- A migration from another CRM, which is a separate CRM migration project.
- AI qualification of conversations. That is the AI sales agent, which can be added later on the same foundations.
- Sales training and the content of your offers.
Ongoing costs to budget for
The build is a one-off project. These costs continue after launch and are paid either to providers directly or under a support arrangement with us.
- CRM licences
- Per-user subscriptions, and possibly a higher tier if the automations need it. We confirm which tier is needed during the audit.
- WhatsApp messaging
- Meta charges for certain business-initiated template messages, by category and country, and a Business Solution Provider may add its own fees.
- Website hosting and domains
- Hosting, domain renewal and any paid plugins or CMS plans.
- Call tracking
- If used, a subscription and local tracking numbers.
- Support and changes
- Monitoring of integrations, fixes when a connected platform changes its API, and rule changes as your team grows, set in a maintenance or support agreement.
Questions buyers ask
Do we have to rebuild our website?
No. If the current site is sound, we add capture, tracking and landing pages to it. We recommend a rebuild only when the platform blocks the capture or tracking we need.
Which CRMs does this work with?
It is most often built on HubSpot or Zoho CRM, and also on Salesforce, Odoo or a custom CRM with an API. The audit confirms what your edition supports.
What happens to leads if the integration fails?
Failed deliveries are retried and logged, and an alert goes to a named person. Form submissions are also stored on the website side, so nothing is lost while a fix is made.
Will this increase the number of leads?
It is designed to stop leads being lost and to speed up replies, which usually matters more than volume. We don't promise a lead or sales increase, but the dashboard will show you exactly what changed.
How is it priced?
As a fixed-scope project after the lead audit, with running costs listed separately. See pricing for how we structure engagements.
Tell us which channels your enquiries come through and which CRM you use, through the proposal form. We will propose a lead audit as the first step.
Ready to build your growth system?
Send a short brief or message us on WhatsApp. We reply with questions, a suggested scope and the sensible next step.