WhatsApp Lead Follow-Up Sequence for CA firms
Every new enquiry gets a 5-message follow-up over 7 days, automatically, so the leads you paid for stop going cold. Built for CA firms in India, where the leak we see most is GST and ITR deadline panic messages.
What is included in the setup
- 5-step follow-up sequence written for your business
- Lead capture from forms, ads and WhatsApp
- Reply detection stops the sequence
- Weekly conversion report
What you need before the call
- The accounts the setup connects to (WhatsApp, Google or Meta)
- Your services, prices, timings and address
- Who receives alerts and reports
- Approval for the content the setup will send in your name
A normal day at a ca firm with this setup
- 8:45 AM, front desk opens the day's enquiry list: website form fills, Facebook/Google ad clicks, and WhatsApp 'Hi' messages from last evening after office hours.
- 9:00 AM, bot sends the first message automatically within 5 minutes of enquiry: 'Namaste, thank you for contacting [Firm Name]. Are you writing about GST filing, ITR, company registration, or audit?' This is step 1 of the 5-step sequence.
- If no reply by evening, step 2 goes out at 6:00 PM the same day, and step 3 the next morning around 10:30 AM, before the articled assistant leaves for a client site visit.
- The moment the lead replies with even one word like 'GST' or 'yes', reply detection stops the sequence instantly so the partner or senior article assistant can take over the conversation manually, no overlap.
- During March and July deadline weeks, the same 5 steps run, but the sequence is used to route panic messages ('sir last date GST return, please help urgently') straight to the front desk queue instead of the partner's personal number.
- Every enquiry, whether from the office board outside, a CA referral, or a walk-in who scanned the WhatsApp QR code at reception, gets logged the same way in one place.
- Friday evening, the weekly conversion report lands in the partner's WhatsApp: enquiries received, how many replied, how many converted to a client meeting or engagement letter, and how many went cold.
Rules and platform limits it works within
WhatsApp Business API messages outside the 24-hour customer service window need pre-approved template messages; the sequence uses approved templates so follow-ups don't get blocked mid-filing-season. Bulk unsolicited messages to numbers who haven't enquired fall under TRAI/DLT rules for commercial communication, so this setup only messages people who have already contacted the firm through a form, ad, or WhatsApp, never cold outreach. Client PAN, Aadhaar, and financial data shared during enquiry conversations are personal data under the DPDP Act 2023, so the setup does not store or forward this data beyond routing the enquiry to the right staff member. ICAI rules restrict solicitation and advertising by CAs, so message content stays limited to responding to an existing enquiry, not promotional pitches.
What the leak costs: a worked illustration
Illustration only. Assume a mid-size CA firm gets 6 missed enquiries a day during July and September (ITR and tax audit season) because front desk is busy with existing clients and the partner is in meetings. If even 2 of those 6 convert into a compliance engagement worth Rs 8,000 to Rs 15,000 each, that is Rs 16,000 to Rs 30,000 in monthly work lost to slow or missed follow-up. Setup fee is a one-time Rs 10,000, and the care plan is Rs 2,000 a month. If the sequence recovers just one missed enquiry a month, it has already paid for itself; anything beyond that is upside, especially across the two peak filing seasons.
Questions ca firm owners ask
Will this reply automatically to existing clients asking about their filing status?
No. The sequence only triggers for new enquiries coming from forms, ads, or a fresh WhatsApp message, not from numbers already saved as clients in your system. Existing client conversations stay manual, with your team replying directly.
During peak ITR deadline week, won't the bot's messages add to the chaos our staff is already handling?
No, it works the other way. The sequence sorts incoming panic messages by category (GST, ITR, audit, registration) before your staff even opens WhatsApp, so front desk knows what each enquiry needs instead of reading through every message one by one during the rush.
What happens if a lead messages back after the 5 steps are already sent?
Reply detection stops the sequence the moment they respond, at any step. No further automated messages go out. The conversation is flagged for your team to continue manually, so the client never receives an automated message after they've already engaged.
How it goes
Message us
Business type, city, what is leaking. We reply within a business day with slots.
20-minute call
We fill the knowledge card for your ca firm. Setup fee is paid before the build starts.
Live within 48 hours
Once your platform access and Meta verification are complete (verification typically takes 3 to 10 business days). We test with you on a sandbox first.
Care plan
Monitoring, fixes, updates, reports. Cancel from any next billing date.
Guides for CA firms
Same setup, other property & professionals business types
Tell us your business and the problem to fix first.
One WhatsApp message. We reply within a business day with the setup that fits, its fees, and call slots.