Business Scenario
A mid-sized marketing agency fields new-business enquiries scattered across an Instagram DM inbox, a Facebook Page, and a WhatsApp number printed on every pitch deck. A prospective client messages after seeing a case-study reel, another replies to a LinkedIn-driven WhatsApp click-to-chat link, and a third calls in after a referral. Without a shared system, account managers reply from personal phones, briefs get lost in group chats, and leadership has no clean view of which channel or campaign is actually filling the new-business pipeline.
How Chronex360 Helps
- Capture every enquiry automatically: WhatsApp, Instagram and Facebook conversations create or update a lead record the moment a prospect messages in, with the message appended to that lead's history.
- Tag by opportunity type: apply Lead Sources and tags to separate retainer pitches, one-off campaign briefs, referral introductions and inbound RFPs so leadership can see which type of work is actually converting.
- Route to the right account lead: assign new-business enquiries manually to a specific strategist or let round-robin assignment distribute overflow enquiries evenly across the business-development team.
- Pre-qualify with a Chatflow: a WhatsApp Chatflow can ask about budget range, campaign timing and service needed before a strategist is looped in, while Instagram and Facebook DMs stay visible for direct agent replies.
- Protect every follow-up: log a task and schedule against each brief so proposal deadlines, discovery calls and pitch dates are never missed, with overdue items flagged for the team.
- Keep the full pitch history together: calls, WhatsApp threads, emails and notes sit on one timeline so a second strategist can pick up a conversation without re-asking the prospect for context.
How This Can Support Revenue Growth & Better Management
Account managers can capture an inbound brief the moment it lands, tag it by service line, hand it to the right strategist, and schedule the discovery call and proposal deadline without leaving the CRM. Leadership can separate fresh enquiries from briefs already in motion, see which strategist is carrying too many open pitches, and spot proposals that have gone quiet before a client is lost to a competitor.
The goal is fewer dropped briefs, a shorter time-to-proposal, and a clear read on which channel and campaign type actually produces signed retainers. A DM stops being just a message and becomes a tracked opportunity with an owner, a stage and a history.
For Marketing, the core value sits in lead capture, assignment, conversation handling, tasks and pipeline reporting. Agencies that also sell packaged services, such as fixed-scope audits or starter campaigns, can use the catalogue and order tools selectively for those, without forcing every retainer negotiation through an e-commerce flow.
- A prospect sees agency work in a case-study post and messages the Instagram account, or clicks a WhatsApp link from a pitch email.
- Chronex360 logs the enquiry with its source and surfaces it to the new-business team.
- The enquiry is assigned to a strategist; on WhatsApp, a Chatflow gathers budget and scope basics first.
- The strategist reviews the full thread, sends a scoping question or deck link, and books the discovery call as a task.
- The opportunity moves through stages such as New → Discovery → Proposal Sent → Negotiation → Won/Lost.
- Leadership reviews source performance, strategist workload, response time and win rate across the pitch pipeline.
Implementation boundary: Rights management, broadcast operations and platform-specific creator analytics remain outside the core CRM unless separately integrated.
KPIs to Track in Chronex360
- New-business enquiries by channel
- Time to first response
- Discovery calls booked
- Proposal follow-up adherence
- Pitch-to-signed win rate
- Retainer pipeline value by source