The problem.
Marta is sales director at an integral renovation consultancy. Her business depends on capturing and converting leads through four channels: WhatsApp Business, Instagram DMs, web forms, and phone calls. Good month: +80 new inquiries. Between client meetings, site visits, and day-to-day work, it was physically impossible to respond to all of them in time.
The result was predictable. 10 a.m. leads got answered at 7 p.m. Instagram DMs piled up unread for days. Form submissions generated emails lost among dozens. Marta estimated 40% of leads lost just to response speed. And she had no way to prioritize: she'd spend the same time on someone asking the price to paint a room as on a client with a whole apartment.
I knew I was losing good clients. But between meetings and visits I couldn't keep up. I'd go to bed thinking about the messages I hadn't answered.
What we built.
Immediate 24/7 response
An n8n workflow with a conversational AI listens on WhatsApp Business, Instagram DMs, the web form, and the phone (with Whisper transcription). When a lead writes, it replies within 30 seconds with a contextual, brand-voice message: gathering preliminary info (project type, surface area, location, timeline) without asking 20 questions at once.
Conversational qualification
The AI converses naturally over 3-5 turns, scoring qualification: real budget, decision timeline, fit with services, geographic match. Leads with score above threshold get an automatic Calendar slot offer. Below threshold, they're tagged for nurture without overspending Marta's time.
Calendar booking
Qualified leads can self-book a 30-min discovery call directly from the chat (Calendly-like flow). The system creates the meeting, sends confirmation, and reminds 24h and 1h before.
Marta receives the summary
Each morning Marta gets a digest: scheduled meetings today + tomorrow, qualified leads waiting for her input, low-score leads in nurture, and lost leads with reason. 10 minutes of review vs hours of WhatsApp catch-up.
Stack used.
n8nClaude SonnetWhatsApp Business APIWhisperGoogle CalendarPipedrive