Case Study — Automated Lead Recovery, Strict Rules & Inventory Management

A client uses automation to manage every discarded lead, ensuring no opportunity is wasted while actively preventing dead stock.

1. Enforced Follow-Up Protocol

A lead cannot be discarded unless the rep meets the mandatory contact minimums (at least 3 calls and 1 message). If a rep tries to discard a lead prematurely, the system (Walcu) automatically reactivates it, notifies the Sales Manager, and reassigns it to a different rep.

2. Smart Discard & Win-Back Workflows

Discarded leads fall into two groups: 40% are invalid (spam/duplicates) and 60% are reactivable. For the reactivable leads, the system triggers tailored workflows:

• Unreachable: Sends a "Sorry we missed you" message with alternative ways to connect.
• Postponed Purchase: Reaches out after the specified timeframe to check if they have made a decision.
• Out of Stock: Alerts the prospect when a similar car becomes available.
• Lost on Price: Notifies the prospect if the vehicle's price drops.

3. Automated Aged Inventory Strategy

To prevent stock accumulation, the system identifies used vehicles that have been on the lot for over a specific number of days and are depreciating. These are flagged for potential discounts, automatically triggering the "Price Drop" alert to any past leads who showed interest in similar models.

Campaign Performance & Post-Reactivation Conversion

When leads reply to these automated nudges, the responses route directly to the sales reps. The initial messages are highly personalized, appearing to come directly from the rep who originally handled the prospect.

Note: The following data is anonymized and represents a small sample over a short period.

Unreachable Leads Campaign

• Outreach: 282 WhatsApp messages sent (Total cost: €21.07)
• Engagement: 86 replies (30.5% response rate) at a Cost Per Lead (CPL) of €0.24
• Results: 2 sales closed, resulting in a Cost Per Sale (CPS) of just €10.53

Postponed Purchase Campaign

• Outreach: 129 WhatsApp messages sent (Total cost: €9.18)
• Engagement: 56 replies (43.4% response rate) at a CPL of €0.16
• Results: 4 sales closed, resulting in an incredibly low CPS of €2.29

Out of Stock Campaign

• Outreach: 45 WhatsApp messages sent (Total cost: €4.41)
• Engagement: 32 replies (A massive 71.11% response rate) at a CPL of €0.13
• Results: 1 sale closed, resulting in a CPS of €4.41

Price Drop Campaign

• Outreach: 17 WhatsApp messages sent (Total cost: €1.61)
• Engagement: 5 replies (29.4% response rate) at a CPL of €0.32
• Results: 0 sales closed during this brief sample period.

This automation includes three automations, two custom fields and four Whatsapp templates

Automations: - Rule 1: Sends message to leads discarded because they were either unreachable or they postponed the purchase.

• Rule 2: Sends message to leads discarded because they decided it was too expensive or the vehicle they wanted was not in stock.

Custom Field: - Field name: nurturing

• Purpose: Fills in what type of nurturing was applied to the lead.

• Field name: Coste WA Nurturing
• Purpose: Used to sum up the total cost of the messages sent to the client.

Whatsapp templates:

• Template name: Sin stock
• Purpose: Message sent to discarded lead because of no stock.

• Template name: Pospone compra
• Purpose: Message sent to discarded lead because of postponed sale.

• Template name: Illocalizable
• Purpose: Message sent to discarded lead because they were unreachable.

• Template name: Bajada de precio
• Purpose: Message sent to discarded lead because it was too expensive.