Automate your lead follow-up, without calling round yourself
An AI agent follows up every new lead within 60 seconds over WhatsApp, asks the questions you would ask and books the appointment straight into your calendar.
Appoint Pilot AI
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Hoi Mark, Sem hier van Super Kozijnen. Bedankt voor je aanvraag voor nieuwe kozijnen. Is dit het juiste nummer waar ik je op kan bereiken?
Ja klopt.
Top. Om hoeveel kozijnen gaat het ongeveer en heb je voorkeur voor kunststof, hout of aluminium?
8 kozijnen op de begane grond en eerste verdieping. Denk aan kunststof.
Helder. Is het ter vervanging van bestaande kozijnen, en weet je of er nu enkel of dubbel glas in zit?
Vervanging ja, er zit nu dubbel glas in maar verouderd.
Duidelijk. Met HR++ glas haal je daar nog flink wat isolatiewinst uit. Onze adviseur Thijs belt je graag 15 minuten om de mogelijkheden door te nemen. Donderdag 10:00 of vrijdag 14:00?
Vrijdag 14:00 graag.
Top, ingepland. Je krijgt zo een bevestiging per mail. Thijs belt je vrijdag 14:00. Tot dan.
How it works
Our AI-driven solution takes the heavy lifting off your plate.
01
Response within 60 seconds
Every lead gets a personal message straight away, 24/7, 365 days a year.
02
Conversation over WhatsApp
Messages get read, and the lead replies whenever it suits them.
03
Qualifying inside the chat
The AI asks the questions you would ask, so you know what you are walking into.
04
Booked straight into your calendar
Interested leads pick a time from your real availability.
05
More appointments from the same leads
A fast first reply and several follow-up moments lift your contact rate.
06
Outside office hours too
A Saturday evening enquiry gets the same response as a Tuesday morning one.
Explained
What does automating lead follow-up mean?
Automating lead follow-up means the first step after a new enquiry no longer depends on who happens to have time. When a lead comes in through your website, a lead platform or an ad, an AI agent starts a WhatsApp conversation within sixty seconds: it confirms the request, asks the qualifying questions you would ask and books an appointment straight into your calendar when there is interest.
You and your salesperson step in once something concrete is on the calendar. No end-of-day call rounds, no leads sitting untouched over the weekend, and no enquiries first seen three hours later because everyone was on site.
In four steps
How do you automate lead follow-up with AI?
In practice it comes down to four things. The technology is the smallest part of the job: the quality sits in the conversation design and the qualifying questions.
The four steps:
- Bring lead sources together: website, lead platforms and ads all land in one place, through an integration or simply by forwarding the lead email
- Automate the first message: a personal WhatsApp message within sixty seconds, using the name and subject of the enquiry
- Qualify inside the conversation: project size, type of property, preferred timing, so you know what you are walking into
- Book and confirm: the AI offers times from your calendar, confirms by email and sends reminders before the appointment
The difference
AI agent or chatbot: what is the difference?
A chatbot waits until someone types something on your website and answers within a fixed script. Useful for common questions, but it does nothing with the enquiry that arrived through a lead platform last night.
An AI agent works the other way around: it approaches every new lead itself, holds an open conversation in your tone of voice, deals with questions and hesitation, and keeps going until an appointment is booked or it is clear the lead is not serious.
The channel
Why follow-up runs over WhatsApp
Email often sits unread for hours and a missed call rarely turns into a call back. WhatsApp messages are opened almost every time, usually within minutes, and the lead can reply whenever it suits them.
Follow-up runs through an official WhatsApp Business connection on your own company number, to people who requested a quote themselves. If someone would rather be called, the AI notes it in the conversation and you take over.
Why now
Speed decides who wins the customer
Research into response time points the same way every time: respond within five minutes and you are talking to an interested customer; call an hour later and you get to explain why you are better than the competitors who were faster. Average response times in the market run into tens of hours.
With lead platforms that counts double: the same enquiry goes to several trades businesses at once. The first to respond in a friendly, concrete way sets the benchmark and everyone else is judged against it.
That is exactly what makes manual follow-up hard. Leads come in while you are on site or helping a customer. An AI agent responds just as fast at three in the afternoon as at eleven at night.
What it does
From first message to appointment in the calendar
The AI agent takes the entire follow-up process off your hands. It sends the first message, understands replies, asks the follow-up questions you would ask and handles the scheduling completely, including confirmation and reminders.
Concretely, the system handles:
- First response within 60 seconds to every new lead, 24/7, 365 days a year
- Tailored qualification questions: project size, budget, preferred planning or treatment
- Direct calendar integration: appointments land automatically in your Google Calendar or existing calendar
- Several follow-up moments: if a lead does not reply, a reminder follows at a sensible time
- Automatic confirmation by email and WhatsApp reminders before every appointment, so fewer people forget to show up
- Warm handover: for complex questions the AI transfers the conversation to you, with the full history included
Integrations
Works with the channels you already use
You don't have to change anything about your marketing. Appoint Pilot connects to the sources your leads already come from and brings the follow-up together in one place: WhatsApp, the channel your customers actually respond to.
- Forms on your own website
- Lead platforms and comparison sites
- Facebook and Instagram lead ads
- Google campaigns and landing pages
- Your existing CRM or a simple Excel list
Up and running in 3 steps
01
Integration
We connect our AI to your existing systems and communication channels.
02
Training
The AI gets to know your business, services and tone of voice.
03
Launch
Within 48 hours your AI assistant is ready to follow up leads.
Frequently asked questions about automated lead follow-up
How do I automate lead follow-up with AI?
You connect your lead sources to one system, let an AI agent send the first WhatsApp message within sixty seconds, let it qualify inside that conversation and book the appointment straight into your calendar. We set those four steps up around your services and tone of voice.
What is the difference between an AI agent and a chatbot?
A chatbot waits for a visitor to type something on your website and follows a fixed script. An AI agent approaches every new lead itself, holds an open conversation and keeps going until an appointment is booked or it is clear the lead is not serious.
Doesn't the AI sound like a robot?
No. We train the system on your business, services and tone of voice. The conversations read like a message from a colleague; most leads don't realise they're talking to AI.
Does this work with my calendar?
Yes. The AI books appointments directly via your Google Calendar or existing calendar system. You get a notification and only have to show up.
What happens to leads outside office hours?
They get exactly the same treatment. The AI works 24/7, so enquiries on Saturday evening or during your holiday also get a personal response within one minute.
What does automated lead follow-up cost?
You pay a fixed monthly fee plus a one-off setup, whatever the number of leads. Unlike a call centre, you do not pay per call attempt. What it returns depends on your lead volume and job value, which we work through with you on the call.
How quickly can I start?
Within 48 hours your AI assistant is ready to follow up leads. We take care of the integration with your systems and train the AI on your business.
What if the AI can't answer a question?
The AI hands the conversation over to you or your salesperson, with the full conversation history included. You pick up seamlessly.
Ready to automate your lead follow-up?
In a 20-minute call we work through what automated follow-up would return in your situation.