CRM Integration

How It Works

1. 1

   Discovery

   Week 1

   Map your process and tools.

2. 2

   Integration

   Week 1–2

   Connect website, forms and channels to the CRM.

3. 3

   Automation

   Week 2

   Set up workflows and reporting.

4. 4

   Optimization

   Ongoing

   Refine as your business grows.

CRM + AI Bot Implementation Process

Our CRM and AI bot integration connects incoming leads from Instagram and Facebook advertising directly with your sales process — so every inquiry is captured automatically, answered immediately, tracked inside the CRM, and moved through a structured pipeline without losing valuable leads.

The full flow — from ad to closed client. Click to enlarge.

1. 1

   Lead Generation

   Potential clients discover your business through Instagram and Facebook Ads and submit their details via Meta Lead Forms. Depending on the campaign, the form can collect:

   • Name
   • Phone number
   • Email
   • Preferred service or property
   • Budget
   • Message or additional requirements
2. 2

   CRM Lead Integration

   The CRM becomes the central system for all inquiries. Using the Meta Lead Ads API, every new Facebook or Instagram lead is transferred to the CRM in real time. Before creating the lead, the system:

   • Maps form fields to the correct CRM fields
   • Validates phone numbers and email addresses
   • Removes or prevents duplicate leads
   • Identifies the source and advertising campaign
   • Creates a new lead or updates an existing contact
   • Assigns the lead to the correct pipeline
3. 3

   AI Bot Engagement

   As soon as the lead appears in the CRM, the AI bot starts the first conversation on available channels with an immediate, personalized reply. It can:

   • Welcome the client and answer frequently asked questions
   • Provide information about services, properties, products or pricing
   • Ask qualification questions and collect missing information
   • Determine the client's interests and requirements
   • Update the CRM automatically during the conversation
4. 4

   CRM Lead Management

   The CRM stores the full history of every lead and becomes the sales team's main workspace. Each lead profile can hold contact info, advertising source, campaign and lead form, conversation history, qualification data, budget, interested service or property, status, tags, the responsible manager and follow-up tasks. Leads can be routed automatically by location, service, language or campaign — and once the bot finishes qualification, the manager takes over with full context.

5. 5

   Conversion & Follow-Up

   The CRM manages the lead through the full sales journey: New Lead → Contacted → Qualified → Consultation → Meeting/Viewing → Proposal → Negotiation → Won/Lost. When a client goes quiet, the system triggers follow-ups automatically:

   • First reminder after 1 day
   • Second follow-up after 2–3 days
   • Personalized follow-up after several days
   • Long-term nurturing for inactive leads
6. 6

   Ongoing Optimization

   After launch the CRM becomes a source of marketing and sales analytics — tracking lead volume and source, campaign, response time, qualification and conversion rates, meetings booked, manager performance, common questions, lost-lead reasons, cost per qualified lead and revenue by channel. The AI bot is refined from real conversations to handle more routine communication over time.

From ad click to closed client — every lead, conversation, follow-up and sales action managed through one CRM system.