What is lead follow-up automation?

A system that replies to a new lead within minutes, follows up on a schedule and books the meeting, inside the email, WhatsApp and CRM a business already uses. Apna Automation builds it and runs it for you.

Will the replies sound like us?

They are drafted from your own past replies and reviewed by you before sending is switched on. You can change the wording at any time.

Does it reply at night and on weekends?

Yes, once you switch sending on for leads. Until then it drafts and a person sends in the morning.

Can it book into my calendar?

Yes, through Microsoft Bookings, Google Calendar appointment pages or Calendly. The meeting lands in the right person's calendar with the lead's details attached.

Does it work with WhatsApp?

Yes, through a WhatsApp Business account you own. The same drafts and follow-ups run there and update the same CRM record.

Which CRMs does it work with?

HubSpot, Pipedrive and Zoho most often; a shared spreadsheet if you have no CRM yet. Others are scoped during discovery.

No. It follows up only with people who enquired, only about that enquiry, and stops when they reply, book or ask it to stop.

What happens when a lead replies?

The system reads the reply, updates the CRM and either answers a simple question or hands the thread to a person with the draft ready.

Can my staff take over a conversation?

At any point. The moment a person replies in the thread, the system stops sending in it and keeps the record updated.

Can it answer phone leads as well?

Yes. A voice agent we build and run can take the caller's details and put them in the same queue. It is scoped and quoted with the build.

How long does setup take?

Five business days from the day access is granted, for the first channel and the first follow-up schedule.

Discovery is free. The build is quoted after it, then a monthly care plan. We do not publish a rate card.

Lead follow-up and booking automation

Every lead answered in minutes, every meeting booked.

Lead follow-up automation from Apna Automation replies to a new lead within minutes, in your words, follows up on a schedule you set, and books the meeting straight into your calendar. It works from the inbox, your web form and WhatsApp, updates the CRM you already use, and stops the moment a person takes over. Drafts first, sending when you say so, and live in five business days from the day access is granted.

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Why do leads go cold?

Because the reply comes tomorrow. A person who fills in a form at 9 p.m. is comparing three businesses, and the first useful reply usually wins. A Harvard Business Review study of 2,241 US companies, published in 2011, found that firms which contacted a lead within an hour were nearly seven times as likely to qualify it as those that waited even an hour longer. Most offices do not have anyone free at 9 p.m., so the lead waits until morning, and then until someone gets to it.

What happens when a lead arrives?

What happens when a lead arrives?
Minute	What happens	Who
0	The form, email or WhatsApp message is read and the lead is created in the CRM	The system
1 to 5	A reply goes out in your words: thanks, one or two questions, a link to book a time	The system, once you have switched sending on for leads; a person before that
5 to 30	The lead's answers update the CRM; the right person is alerted	The system
Day 1 to day 10	Follow-ups on the schedule you set, each one different, until the lead replies or books	The system; a person can take over at any point
Any time	The lead books a time; the calendar fills; reminders go out the day before	The system
Later	Leads that never replied are listed with the last message and the date	The owner, in the morning report

How does booking work?

The reply carries a link into your own calendar: Microsoft Bookings, Google Calendar appointment pages or Calendly, whichever you already use. The lead picks a time, the meeting lands in the right person's calendar with the lead's details attached, and a reminder goes out the day before. If a lead asks for a time by message instead, the draft offers two open slots.

Which channels does it cover?

Email and web forms first, because that is where most leads arrive. WhatsApp Business, where the same drafts and follow-ups run inside the WhatsApp Business account you own. Phone calls, if you want them, through a voice agent we build and run that takes the lead's details and puts them in the same queue. Every channel feeds one CRM record, so nobody is followed up twice.

What does it write to the CRM?

The lead, the source, every message in the thread, the booking, and the stage. HubSpot, Pipedrive and Zoho are the usual ones; a shared spreadsheet works for an office that does not have a CRM yet. Staff keep working in the CRM they know; the system fills in what they used to type.

Does it follow the law on messages?

Yes, and it is built to. A person who enquired has given implied consent under Canada's anti-spam law for replies about that enquiry, so follow-ups stay on the subject of the enquiry, carry your business name and contact details, and stop the moment the person asks or books. The system does not send marketing to people who never asked, and we will not build a sequence that does.

What it will not do

It will not pretend to be a person; replies are signed as your business, and anyone who asks is told a system drafted it. It will not keep chasing someone who said no. It will not book a meeting with anyone your staff have marked as not a fit, and it will not quote prices unless your price sheet is connected and you have allowed it.

Questions about lead follow-up automation

What is lead follow-up automation?: A system that replies to a new lead within minutes, follows up on a schedule and books the meeting, inside the email, WhatsApp and CRM a business already uses. Apna Automation builds it and runs it for you.
Will the replies sound like us?: They are drafted from your own past replies and reviewed by you before sending is switched on. You can change the wording at any time.
Does it reply at night and on weekends?: Yes, once you switch sending on for leads. Until then it drafts and a person sends in the morning.
Can it book into my calendar?: Yes, through Microsoft Bookings, Google Calendar appointment pages or Calendly. The meeting lands in the right person's calendar with the lead's details attached.
Does it work with WhatsApp?: Yes, through a WhatsApp Business account you own. The same drafts and follow-ups run there and update the same CRM record.
Which CRMs does it work with?: HubSpot, Pipedrive and Zoho most often; a shared spreadsheet if you have no CRM yet. Others are scoped during discovery.
Will it spam people?: No. It follows up only with people who enquired, only about that enquiry, and stops when they reply, book or ask it to stop.
What happens when a lead replies?: The system reads the reply, updates the CRM and either answers a simple question or hands the thread to a person with the draft ready.
Can my staff take over a conversation?: At any point. The moment a person replies in the thread, the system stops sending in it and keeps the record updated.
Can it answer phone leads as well?: Yes. A voice agent we build and run can take the caller's details and put them in the same queue. It is scoped and quoted with the build.
How long does setup take?: Five business days from the day access is granted, for the first channel and the first follow-up schedule.
What does it cost?: Discovery is free. The build is quoted after it, then a monthly care plan. We do not publish a rate card.

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Last reviewed: October 2026. Service details verified against our current offer.