Case study:

Case Study — Automated Lead Qualification & Workflow Transformation

A dealership decided to implement this solution because, despite having a 5-person showroom sales team, they felt sales were "slipping through their fingers."

1. The Challenge: Overwhelmed by "Tire-Kickers"

The situation was critical:

• Wasted Time: The team spent 80% of their day acting as "telephone operators," answering basic questions via phone or WhatsApp (e.g., "Do you have stock?", "Can I finance it?", "What license do I need?").
• Late Follow-ups: Leads from third-party portals or their own website were contacted too late, often after the client had already spoken to competitors.
• Unqualified Walk-ins: Prospects visited the store without an appointment or prior qualification, wasting hours on test drives for people who lacked the budget or the right license.
• Result: They felt like information desk clerks rather than sales reps, resulting in a drastically low closing rate.

2. The Solution: Automated Qualification Flow

The system triggers a sequential question tree designed to filter buying intent and gather key data before a rep invests a single minute. The flow asks:

• Purchase timeframe: To prioritize urgency.
• Payment method: Cash or financing.
• Trade-in vehicle: To check if they have a car to hand in.
• Vehicle details: If yes, it requests specific details for appraisal.
• Preferred contact method: To ensure the highest subsequent response rate.

3. Impact on Management & Efficiency

Following implementation, the team has been able to engage with significantly more clients, as the system works for them during the initial phase. The volume of responses and team acceptance has been so high that it completely transformed their workflow: certain reps now focus exclusively on leads who answered all the questions in the tree, guaranteeing their time is spent only on top-tier opportunities.

Performance & Conversion Data (Last Month)

Qualification Metrics

• Pre-qualified Leads: 165
• Fully Qualified (Complete replies): 98
• Completion Rate: 59.4%
• Total Cost: €11.10

Conversion & Profitability

The true key to success lies in sales efficiency. The system doesn't just save time; it doubles the probability of closing. When a rep works a lead that has already replied to the automated WhatsApp (a "complete profile"), the conversion rate jumps to 5.1%, compared to just 2.3% for leads that bypass this filter.

Pre-Qualified Leads (Automated Filter Applied)

• Sales Closed: 5
• Conversion Rate: 5.1%
• Cost Per Sale (CPS): €2.22

Non-Pre-Qualified Leads (No Filter Applied)

• Sales Closed: 4
• Conversion Rate: 2.3%
• Cost Per Sale (CPS): —

This automation includes one automation, one custom field and nine Whatsapp templates

Automation:

• Rule 1: Sends messages to new leads to obtain information without having to call the client.

Custom Field:

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

Whatsapp templates:

• Template name: 1 Precualificación
• Purpose: Message sent to the new lead.

• Template name: 2 Precualificación
• Purpose: Message sent to the new lead.

• Template name: 3 Precualificación
• Purpose: Message sent to the new lead.

• Template name: 4 Precualificación
• Purpose: Message sent to the new lead.

• Template name: 5 Precualificación
• Purpose: Message sent to the new lead.

• Template name: 6 Precualificación
• Purpose: Message sent to the new lead.

• Template name: Lo siento no entiendo
• Purpose: Message sent to the new lead when they answer with a non selectable response.

• Template name: No contesta (Primer mensaje)
• Purpose: Message sent to the new lead when they do not answer the first message.

• Template name: No contesta (2do mensaje en adelante)
• Purpose: Message sent to the new lead when they do not answer from the second message onwards.