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Agencies & Service Businesses Automation

Follow up on sent proposals via WhatsApp — and close more deals without awkward emails

WhatsPortal automates proposal follow-up on WhatsApp — sending timely, personalised nudges after a proposal is sent — so your agency closes more deals without your business development team chasing manually.

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Official Meta BSP · No credit card required

  • Official WhatsApp BSP
  • Free plan — no credit card required
  • Instant webhook integrations
  • Custom WhatsApp Flows
  • Billed in INR via Razorpay

A prospect asks for a proposal. You send it. Four days later — silence. You send a follow-up email. Nothing.

01

Email inboxes are where proposals go to die. A well-crafted, thoroughly researched proposal sits unread in a client's promotions folder while they get on with their week. WhatsApp follow-ups — personal, direct, and impossible to miss — get responses.

02

Most deals don't close because of objections. They fail to close because follow-up is inconsistent. A business development person managing 20 proposals manually can't reliably follow up with each at the right time. Automation ensures no deal is silently abandoned.

03

The timing of follow-up matters. Too soon after sending feels pushy. Too late loses the momentum. A WhatsApp follow-up 2–3 days after sending — 'I wanted to make sure you received the proposal and ask if you have any initial questions' — is the right cadence, executed consistently.

The solution

WhatsPortal automates proposal follow-up on WhatsApp — keeping deals moving without manual effort.

Proposal sent notification

When you mark a proposal as sent in your CRM or WhatsPortal, the follow-up sequence starts automatically. No manual reminders needed.

  • When you mark a proposal as sent in your CRM or WhatsPortal, the follow-up sequence starts automatically
  • No manual reminders needed
  • Fully automated system
  • Real-time notifications

Tiered follow-up sequence

Day 3 — 'Just checking you received the proposal.' Day 7 — 'Happy to walk you through it on a quick call if helpful.' Day 14 — 'The proposal is valid until [Date]. Let me know if you'd like to discuss.' Professional persistence, not desperation.

  • 'Just checking you received the proposal.' Day 7
  • 'Happy to walk you through it on a quick call if helpful.' Day 14
  • 'The proposal is valid until [Date]
  • Let me know if you'd like to discuss.' Professional persistence, not desperation

Prospect response handling

When the prospect replies, the conversation routes to your business development team in the shared inbox — with the proposal context visible — for a personalised response.

  • When the prospect replies, the conversation routes to your business development team in the shared inbox
  • with the proposal context visible
  • for a personalised response

Deal won/lost tagging

When a deal is closed or declined, mark it in WhatsPortal. The sequence stops, and if declined, an optional 'keep in touch' message fires — 'Understood. I'll circle back in 6 months if that works for you.'

  • When a deal is closed or declined, mark it in WhatsPortal
  • The sequence stops, and if declined, an optional 'keep in touch' message fires
  • 'Understood
  • I'll circle back in 6 months if that works for you.'

How it works

Streamlined automation in four simple steps.

  1. 01

    Trigger the sequence on proposal send

    When a proposal goes out — via your CRM trigger, email notification, or manual action — the WhatsPortal follow-up sequence starts.

  2. 02

    Follow-up messages fire on schedule

    Day 3, 7, and 14 messages go out automatically on WhatsApp. Each is personalised with the prospect's name and proposal details.

  3. 03

    Deals that should close, close

    Prospects who were interested but lost track of the proposal get the nudge they needed. Your close rate improves without increasing sales effort.

  4. 04

    Sync project dashboard

    Onboarding files, milestones, and invoice tracking data are pushed directly to your client portal or CRM.

A

Account Manager

Alpha Media

Hi Rohan! Welcome to Alpha Media. 🎨 We are excited to begin your branding project.

11:00 AM ✓✓

Our onboarding process is entirely on WhatsApp. To start, please choose your next step.

11:00 AM ✓✓

Upload design briefSchedule kick-offMeet the team

Upload design brief

11:02 AM ✓✓

Please upload your brand guidelines or design brief document (PDF/Word).

11:02 AM ✓✓

📄 Sent brand_brief.pdf

11:03 AM ✓✓

Brand brief received successfully! We will review it and get back to you with initial moodboards in 48 hours. 🚀

11:03 AM ✓✓

Example conversation — automated by WhatsPortal

What our customers say

“We close proposals faster since automating follow-ups on WhatsApp. Prospects say they appreciated the reminde”

— the deal just needed a nudge to come back to the top of their list.' — [Agency founder]

Live

Agencies using automated WhatsApp proposal follow-up sequences close deals significantly faster than those relying on manual email follow-up

< 1 min

Average setup time for standard workflows

3×

Increase in response rates compared to email alerts

₹0

Get started for free — free plan included

FAQ

Common questions about agency proposal follow-up

Can I personalise each follow-up message with proposal-specific details?

Yes. Configure the follow-up template to include the proposal name, value, and validity date — &apos;Your ₹[X] proposal for [Project] is valid until [Date].&apos; Personalised messages outperform generic ones.

Can I pause the sequence if I&apos;m in active conversation with the prospect?

Yes. When a prospect replies, the automated sequence pauses. Your team responds manually. The sequence can be resumed or closed based on the conversation outcome.

Can I use this for retainer renewals as well as new proposals?

Yes. Use the same follow-up logic for retainer renewal proposals — sent at the end of each engagement period — to ensure renewals are confirmed promptly.

What does WhatsPortal cost?

Free plan: ₹0, 100 messages/month. Standard: ₹1,199/month (5,000 messages). Premium: ₹2,499/month (unlimited). All in INR via Razorpay.

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Your proposal deserves a second read. Make sure it gets one on WhatsApp.

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