Lead response, qualification and follow-up for immigration services
New leads used to wait an hour or more for a first call, and missed follow-ups quietly lost the rest. We automated the first minute, the Instagram conversation and follow-up, and added control over how managers work their deals.
- Industry
- Immigration services
- Channels
- Instagram, phone, WhatsApp, email
- Scope
- Call bot, ManyChat funnel, qualification, lead control
- Timeline
- May – mid-July 2026
60 → 1 min
Time to first call
+32%
Lead-to-contact rate
4
Automatic call-back attempts
Starting point
An immigration services company with a high volume of inbound requests, much of it generated by our own campaigns.
Managers called every new lead themselves. The first call could happen an hour or more after the request came in.
If a call went unanswered, the next attempt depended on the manager remembering to set a follow-up task. When they forgot, the lead was lost.
The problem
Leads were lost at two points: in the delay before the first call, and in follow-ups that never happened.
The company's own call data showed a clear gap in contact rates between leads called within the first minute, after five minutes and after an hour.
Qualification criteria were loose, so managers spent time on requests that did not fit the target client.
How we built it
- [01]
A first call within one minute
A call bot dials every new lead within the first minute after the request. If nobody answers, it sends a WhatsApp message and schedules call-backs: in an hour, the next day, the day after and in a week, following the company's contact policy.
- [02]
Stricter qualification
We wrote qualification questions around the parameters of the target client, so only relevant leads move on to managers.
- [03]
An Instagram funnel in ManyChat
Our campaigns created a large flow of Instagram requests. We built the full conversation in ManyChat, from the first message to the phone number, and passed every number straight into the CRM.
- [04]
Warm-up for leads who don't respond
Leads who could not be reached by phone receive email warm-up and follow-up messages, so they are not lost after the last call attempt.
- [05]
A lead controller in sales
We added a lead controller to the sales team. They track how managers handle deals: overdue tasks, deals with no next task, and whether each client is handled according to the company's sales process.
Results
- Time to first call
- 60 → 1 min
- Before vs. after the call bot
- Lead-to-contact rate
- +32%
- After launch vs. before
- Call-back attempts
- 4
- Automatic, per contact policy
What it shows
Speed decided more than the script. Reaching a lead in the first minute, and retrying on a fixed schedule, recovered contacts that used to be lost to delay or forgotten tasks.
The Instagram funnel turned a high volume of messages into phone numbers in the CRM without manual processing. Qualification kept managers focused on relevant clients, and the lead controller made sure deals did not stall without a next step.
Losing leads between the form and the first call?
Set up instant response, qualification and follow-up.