Sales Automations connect automatic lead assignment to the right representative, follow-up reminders, the quote flow and won/lost opportunity records into one organized system. Every WhatsApp or email message sent is kept together with a KVKK-compliant consent record.
Addressed need
As the number of leads grows, the decision of which representative follows up on which lead is usually made verbally or over a group chat. In that case, a lead can get called by two people at once, or go unassigned and forgotten entirely. When the follow-up or reminder process is left to a representative's own discipline, an opportunity that is not called in time can quietly slip to a competitor, and because there is no central record, noticing that loss also takes time.
The quote process suffers from similar disorder: which version of the quote was sent, when the customer got back, and why an opportunity was won or lost usually stays in the representative's memory. At month end, answering "how many opportunities did Ayyıldızsoft lose this month and why" can only be pieced together by talking to each representative individually, which takes up a manager's time and leaves the reliability of that information open to question. Sales Automations connect this process together, from lead assignment all the way to won/lost opportunity records, to reduce that disorder.
Delivered scope
Ayyıldızsoft designs a flow built on top of the company’s existing CRM system or lead sources, automatically triggered under certain conditions. The delivered scope:
- Automatic assignment: routing an incoming lead to the right representative based on region, product group or availability
- Follow-up reminders: an alert to the representative and manager for a lead that has not been called or followed up within a set time
- Quote flow: automatically logging quote delivery, revisions and approval status
- Won/lost opportunity records: every opportunity reported together with a result code and reason
- WhatsApp and email messages kept together with a documented consent record
This entire scope is clarified together at project kickoff; which assignment rules, which reminder timeframes and which message templates are included is confirmed in writing. Sales Automations is a layer built on top of the business CRM system; this automation does not work without a CRM where lead and opportunity records are centralized. Ownership and data always stay in the business CRM; Ayyıldızsoft design, test and roll out the trigger and notification layer built on top of it.
Communicating over WhatsApp and email
Automatic messaging over WhatsApp and email is set up to target people who have given documented KVKK-compliant consent (opt-in). Before any message is sent, that person's communication consent is recorded in the system, and once consent is withdrawn (opt-out), messaging stops automatically. This approach both keeps legal compliance in place and protects the customer relationship from being built on anything other than trust.
Message content is not set up as a bulk, non-personalized spam flow; it is designed for context-relevant messages tied to the lead, such as follow-up reminders, quote status updates or appointment confirmations. Which message goes out under which condition is clarified together with the client team at project kickoff.
Who is it for?
This automation makes sense for teams with multiple sales representatives who are tired of assigning leads manually and do not want the follow-up process to depend on one representative's personal discipline. Sales managers who want to clearly see why opportunities were lost, and want data-backed answers to "why did Ayyıldızsoft sell less this month," also benefit from this structure. Businesses that want leads from Ad Automations to reach the sales process without getting lost, and companies that want high-volume demand from an e-commerce website routed to the right representative, are also part of the target audience.
Who is it not for?
Businesses with a single sales representative, low lead volume and manual tracking that still works fine may not need this as a priority. It is also not a fit for projects expecting to "sell more by sending bulk, non-personalized messages"; Ayyıldızsoft does not do that kind of work. For businesses without a CRM system yet, the lead and opportunity record needs to be centralized with a CRM first; the automation layer is added on top of that record afterward.
Out of scope
The following boundaries are stated a few boundaries clearly in sales automation, because this area touches personal data protection and customer trust directly.
- Ayyıldızsoft does not send bulk messages (spam) to people without documented KVKK-compliant consent
- Ayyıldızsoft never set up a flow that fails to stop messaging once an opt-out request comes in
- Ayyıldızsoft does not write message templates built around false urgency or misleading content
- Ayyıldızsoft does not ask the company to share the business WhatsApp account credentials; work proceeds through the official business account API infrastructure
These boundaries keep legal compliance in place and make sure the customer relationship stays built on trust over the long run.
Points of attention
Because the sales process touches revenue and the customer relationship directly, close attention is paid to a few points during setup:
- The assignment rule being fair and clear across representatives, so no one consistently gets the harder leads
- Reminders not firing more often than necessary, so representatives do not experience notification fatigue
- Lost opportunity data being presented in a reporting language focused on learning rather than blame
- KVKK consent records always staying current, verifiable and revocable
Scope
At kickoff the project jointly define which assignment rules, which reminder timeframes and which message channels are in scope. Scope usually takes shape around these points:
- Lead assignment rules: routing logic based on region, product group or availability
- Follow-up reminder timeframes and who receives the alert
- Which stages of the quote flow are tied to automatic notifications
- WhatsApp/email message templates and the KVKK consent flow
This scope document becomes a shared reference that keeps both Ayyıldızsoft and the client team working with the same expectations, and prevents unexpected "let's also add this" requests later in the project.
Integrations
Sales automation is set up to share data with the rest of the business systems:
- Automatic trigger flows built on top of lead and opportunity records in the business CRM system
- Leads coming from Ad Automations entering the assignment rule directly
- Orders or requests coming from the business E-Commerce Website passed into the sales process
Implementation steps
- Analyzing current lead sources, assignment habits and follow-up process
- Defining assignment rules and reminder timeframes together
- Setting up WhatsApp/email message templates and the KVKK consent flow
- Verifying the assignment and reminder flow during a test period
- Go-live, team training and regular performance report delivery
The first week is usually when most adjustments happen: whether assignment rules fit the actual lead distribution, and whether reminder timeframes feel reasonable to the team, all get settled during this time. In the following weeks the flow runs with less intervention, and the client team can spend more of its time on sales calls. Reaching out via the contact page is enough to talk through what the business need.
Field teams and mobile access
For field sales representatives, keeping automation confined to a desktop screen is not enough; during a visit, a representative may need to see a newly assigned lead, get a reminder notification instantly, or update a quote while still talking to the customer. For that reason, the system is set up to be reachable from a mobile device as well; a representative can view and update their assigned leads and opportunities from a phone or tablet.
Being able to update records without returning to the office improves data accuracy and keeps the assignment process from stalling for the next lead waiting in the queue. When a representative makes several visits in a day, the habit of adding a note and updating status after each one also removes the need to collect data by hand for reporting at month end.
Quote-to-invoice sales chain in Konya
Sales automation links quotes, orders and invoices in one chain. Where the chain breaks is found at the Karatay or Selçuklu office with the company sample documents.
If the business needs e-invoices, the business is directed to the e-invoicing pages under our Nilvera dealership.
