Velo, the platform behind Appoint Pilot

The CRM that follows up your leads and books them itself

Velo combines a CRM, an AI assistant that books appointments over WhatsApp and email, smart route planning and automated follow-up in one system. Built for businesses that get leads and watch too many of them slip away. And for agencies that want to offer all of this to their clients under their own brand.

Email us for a demo See what Velo does

From lead to appointment, without anyone picking up the phone

01
A lead comes in
From your website, a lead platform, an ad or an integration. Velo creates the contact instantly.
02
AI Pilot replies within a minute
Introduces itself, asks your qualification questions and keeps the conversation going over WhatsApp or email.
03
Appointment booked on route
The AI picks times that fit your calendar and where you already are that day.
04
Confirmation and reminders
Sent automatically at booking, a day ahead and an hour ahead. Move the appointment and the reminders move with it.
05
No-show? Followed up again
If someone does not turn up, Velo asks for a new time fifteen minutes later.

One system instead of five separate tools

Most businesses that follow up leads do it with a pile of separate tools: a CRM, a WhatsApp integration, a calendar tool, an automation platform and an AI chatbot taped on somewhere. Every link in that chain is a place where a lead can go quiet.

Velo was built to replace that pile. Contacts, conversations, calendar, AI follow-up, route planning, workflows and reporting live in one environment with one data model. A lead that comes in is in conversation within a minute, sits in your calendar once booked, and gets its confirmation and reminders without anyone lifting a finger.

We run every Appoint Pilot client on Velo ourselves. Everything on this page runs in production every day, on servers in the EU.

What is inside Velo

AI Pilot

An AI assistant with a single goal: the appointment

The AI Pilot runs the conversation with your lead the way a good inside sales person would. It replies within a minute, asks the qualification questions you have set, checks your live availability and books the appointment itself. Nothing is handed to a human unless you want it to be.

You train the assistant on your own business: upload your price list, FAQs or service area as a knowledge base, or let Velo fill in the basics from your website. Test every change as a lead in the sandbox before you publish. Every version is kept, so you can always roll back.

For every reply the AI gives, you can see afterwards why it said that and what it cost. No black box.

Replies to every new lead within a minute, outside office hours too
Qualification questions, tone and opening message configurable per agent
Human-like reply delay and quiet hours, so it never feels robotic
Automatic handoff to a colleague on complaints, legal questions or your own triggers
Choice of AI models, with cost per conversation visible

Smart route planning

Appointments that fit where you already are that day

If you quote on site, most hours are lost not in the appointment but in the drive to get there. So Velo plans on location as well as on time. When a new lead lives near an appointment already in your calendar, the AI offers times on that same day, in that same part of the region.

It works with real drive times, including traffic at that moment, and respects your limits: where you leave from, how much detour an appointment may cost and what time you want to be home. Phone appointments block time but do not count as a route stop.

Real drive times from the map, not as the crow flies
Maximum detour per appointment and maximum driving time per day
Earliest departure, latest return and home base per calendar
Manual booking uses the same smart slots as the AI

Inbox

WhatsApp and email in one conversation, for your whole team

Every conversation with leads and clients lands in one inbox: WhatsApp and email side by side, on one timeline per contact. You connect your own WhatsApp number with a QR code, so you keep the number your customers know. Each client also gets its own email address inside Velo, so mail lands in the right environment too.

Assign conversations to a colleague, close them, or take over from the AI. Everything updates in real time, so two people never work past each other in the same thread.

WhatsApp on your own number, email inbound and outbound
Assign, close, take over from the AI, updated live
Send limits and human-like spacing to protect your WhatsApp number
Alerts the moment a channel drops, with automatic queue recovery

Calendar

Two-way sync with Google, Outlook and iCloud

Velo works with the calendar you already use. Appointments the AI books appear in Google Calendar, Outlook or iCloud within a minute. The reverse holds too: anything you put in your calendar yourself, private or business, counts as busy in Velo and the AI stops offering that time.

Per calendar you set the slot length, the minimum notice, unavailable days and whether the calendar counts as busy. Several sales people, several calendars, one system.

Google, Microsoft Outlook and Apple iCloud, all two-way
Changes visible within a minute
External events automatically block availability

Integrations

Leads from any system, no custom development

Every lead source gets its own webhook address in Velo, with a secret key. Anything that can send a message can deliver leads: your website form, lead marketplaces, Zapier, Make, or an integration you build yourself. Map the fields once and every lead arrives automatically from then on, with address, source and tags.

Have a file of existing contacts? Import it as CSV. Address data from the import feeds route planning straight away.

Webhook per lead source, with shared secret or HMAC signature
Ready-made recipe for Zapier and Make
CSV import with custom fields and tags
Addresses are geocoded instantly for route planning

Automations

Workflows you build yourself, and flows that are ready to go

In the workflow builder you pick a trigger: a new contact, a tag being added, an appointment being booked, a message coming in. Then you chain steps: send a WhatsApp or email message, add a tag, move a deal to the next stage, notify a colleague, start or stop the AI, or wait.

Two flows are ready the moment you start: appointment confirmation with reminders a day and an hour ahead, and no-show follow-up. Both adjust themselves when an appointment is moved. Every workflow has a draft and a live state, and the log shows exactly which steps ran or were skipped, and why.

Triggers on contact, tag, pipeline stage, appointment and inbound message
Actions over WhatsApp and email, tags, stages, notifications and AI on or off
Ready-made flows for confirmation, reminders and no-shows
Draft and live kept separate, with a readable log per run

Reporting

See at a glance whether it is working

The dashboard shows what actually matters: how many new leads came in, how fast the first reply was, how many appointments were booked and what share of them actually took place. Pick a 7, 30 or 90 day window and see alongside it what the AI did and which workflows ran.

For agencies this is available per client, so in a client meeting you never have to guess what your system delivered.

For agencies and resellers

Offer Velo to your clients under your own brand

Velo was built from the ground up as a platform with an agency layer. You manage your clients as sub-accounts, each with their own contacts, conversations, calendars and settings, strictly separated from one another. Your team gets roles and permissions, and every change is in the audit log.

The big difference from separate tools is templates. Set up one client completely, with calendars, pipelines, workflows and a trained AI agent, and save it as a template. The next client in the same trade is set up from it in one click. Sensitive data such as integrations and client records deliberately do not travel along.

If you want to offer Velo as your own product, we roll it out white label: your name, your logo and your domain, so your clients only ever see your brand. You set the price towards your client, we keep the platform running.

Sub-accounts per client, with data isolation at database level
Templates: a complete setup cloned to a new client in one click
Roles for owner, admin, staff and viewer, with audit log
White label with your own name, logo and domain
Test mode per client to run the whole chain with fake leads before going live

Ask about the reseller programme

What it runs on

Data in the EU

Database and files are stored in Frankfurt, the application runs in EU-West. No transfer to servers outside Europe.

GDPR by default

Archive or delete contacts with a preview of exactly what goes. Consent is recorded per channel.

Your own WhatsApp number

You connect your own number. Send limits, a warm-up schedule and human-like spacing protect it from blocks.

No black box

Every AI run can be read back, including the reason behind each reply and the cost per conversation.

Frequently asked questions about Velo

Is Velo a GoHighLevel alternative?

Yes. Velo was built to replace the combination of GoHighLevel, a separate AI follow-up tool and a WhatsApp integration. The difference: everything sits in one system with one data model, the AI books appointments on route, and you connect your own WhatsApp number. For agencies, the sub-account structure and templates come as standard.

Does Velo work with my existing WhatsApp number?

Yes. You connect your own number with a QR code, just like WhatsApp Web. Your customers see the number they already know. Velo protects that number with send limits and a warm-up schedule for new numbers.

Which calendars does Velo work with?

Google Calendar, Microsoft Outlook and Apple iCloud, all two-way. Appointments Velo books appear in your calendar within a minute, and whatever you put in your calendar yourself counts as busy in Velo.

How do my leads get into Velo?

Through a webhook per lead source. Your website form, lead marketplaces, Zapier, Make and any other tool that can send a message can deliver leads. Existing contacts are imported via CSV.

Can I offer Velo white label to my own clients?

Yes. For agencies and resellers we roll out Velo under your name, logo and domain. You manage your clients as sub-accounts, clone a complete setup with templates and set your own prices. Email us about the reseller programme.

What does Velo cost?

Pricing depends on the number of sub-accounts, calendars and conversations. Email us a short description of your situation and we will send a tailored proposal.

Can I test Velo without real clients first?

Yes. Velo has a test mode that runs the whole chain with fake leads and one real phone number: the AI only messages that test number, everything else is stored but not sent. You see exactly how the AI behaves before a real lead comes in.

Where is my data stored?

In the European Union. Database and file storage are in Frankfurt, the application runs in EU-West. Every client has its own environment, shielded from all others.

Want to see how Velo would work for your business?

Email us a few lines about what you do and how your leads come in today. We will show you Velo with a setup that resembles your situation.

Email info@appointpilot.com

We reply within one working day.