What changed: We didn’t “add a chatbot for fun”. We built a conversion system—capture + qualify + route + follow-up— so every click had a higher chance to become revenue.

Table of Contents

Case overview (industry + problem)

This Gurugram case follows a common service business pattern: traffic from Google/Meta, lots of “curious” visitors, but low lead conversion because:

  • Users had basic questions (pricing, timeline, availability) but no one replied instantly.
  • Forms were too long → drop-offs.
  • WhatsApp clicks happened, but chats were unstructured and often lost.
  • Sales team spent time on low-intent leads.

Baseline metrics (before)

Before chatbot

Conversion depended on working hours. Visitors had friction and left without contacting. Most leads came from “last-click” only.

After chatbot

Instant answers + guided qualification increased captured conversations. Sales got cleaner leads with intent tags.

Strategy: why AI chatbot worked in Gurugram

Gurugram users behave like this: they want a quick decision, they compare, and they message late at night. So the strategy was simple:

  • Instant response (even at 1AM)
  • Qualify in 60 seconds (budget/timeline/location/need)
  • Route to WhatsApp with context
  • Follow-up automation if user disappears

The exact chatbot funnel flow

  1. Entry triggers: pricing page, service page, exit intent, 45s idle.
  2. Question 1: “What are you looking for?” (3–5 service options)
  3. Question 2: “When do you need it?” (today / this week / this month / exploring)
  4. Question 3: “Budget range?” (3 options + ‘not sure’)
  5. Question 4: “Your location/area?” (Gurugram sectors + nearby)
  6. Capture: phone/email (optional first; mandatory only for high intent)
  7. Handoff: WhatsApp with a prefilled message summary
  8. CRM: lead tags: Need + Budget + Timeline + Area + Source
  9. Nurture: 2 follow-up nudges (WhatsApp + email)

Copy-paste scripts (English + Hinglish)

Bot opener (website)

  • English: “Hi! Want a quick quote or the best option for you? Answer 3 questions.”
  • Hinglish: “Hi! Best option aur pricing chahiye? Bas 3 questions ka answer karo.”

Pricing question

  • English: “What budget range are you comfortable with?”
  • Hinglish: “Aapka approx budget range kya hoga?”

WhatsApp handoff message (prefilled)

Use this in your WhatsApp deep link (prefilled text):

  • Template: “Hi Vistaarly, I need {SERVICE}. Timeline: {TIMELINE}. Budget: {BUDGET}. Area: {AREA}. Please share pricing + next steps.”

KPIs we tracked (what matters)

Chat Starts

How many users actually engaged with the bot.

Qualified Chats

Completed the 3–4 qualifying questions.

Handoff Rate

% chats that moved to WhatsApp/call/form.

Lead-to-Sale Rate

Quality improved when intent was tagged.

Mistakes to avoid

  • Bot without intent: if it doesn’t qualify + route, it’s just a toy.
  • Asking for phone too early: first give value, then ask.
  • No human fallback: include “Talk to agent” always.
  • No CRM mapping: if sales can’t see bot answers, benefit is lost.
  • Not tracking outcomes: update Qualified/Won so ads learn.

Conclusion

The 3x growth didn’t come from “AI magic”. It came from fixing the funnel where Gurugram businesses lose most money: slow replies, unqualified leads, and missed follow-ups. A chatbot simply made the system consistent 24/7.

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