Lead capture that qualifies itself. From click to pipeline on WhatsApp.

Turn a form fill, an ad click or a QR scan into a short WhatsApp qualification Flow. Capture intent, score the replies and route sales-ready leads before the moment cools.

Get started free Try a live Flow on WhatsApp (opens in a new tab)
How Oaklands College grew same-day applications by 160%
Flo, the Flowella mascot, pointing at a simple flowchart in an open ring-bound playbook with colourful tabbed pages
Trigger
A form, an ad click or a QR scan
Channel
WhatsApp, with the answers in HubSpot
Workflow
3 templates, 1 Flow, 1 branch
Needs
HubSpot workflows, on Professional or Enterprise

Step through the play as the lead.

Jordan, a prospect, reaches you from a form, an ad or a QR code. Each step shows what he sees on WhatsApp and what lands on his HubSpot record, from the first message to the hand-off. Your taps decide the branch. The answers and the score are custom properties the play creates.

Flo pointing along one of three signpost arrows, the way the branch sends each lead down one path
Lead Capture & QualifyStep 1 of 5
  1. Where Jordan comes from

  4. Yes, 60 or more: hand off to sales

    No, under 60: keep them warm

  5. Hand-off: an owner, then lead_handoff

    Nurture: lead_nurture and a list

Acme StudioBusiness account
Sample data

Today

Jordan LeeBrightwell, +44 7700 900123
Sample data

Properties

flowella_entry_point
No valueStart a project form
purchase_timeline
No value
budget_range
No value
project_need
No value
lead_score
No value
lifecyclestage
lead
hubspot_owner_id
No value

Activity

    1 of 7 properties written

    Workflow triggers and actions need HubSpot Professional or Enterprise. Workflow actions guide

    Try a live Flow

    Scan the code with your phone to open one in WhatsApp. It’s Flowella’s own Flow, not this playbook.

    Open it in WhatsApp (opens in a new tab)

    The lead qualification blueprint.

    Form, opener, a two-question Flow, then one branch: sales-ready leads go to an owner and the rest stay warm. You build it in a HubSpot workflow, from Flowella’s WhatsApp triggers and actions.

    • Trigger
    • Send WhatsApp
    • Delay
    • Branch
    • Goal
    • Numbered note
    1. Enrolment triggerA form, an ad or a QR scan

      A HubSpot form submission, or the first WhatsApp message from your ad or your code.

    2. Delay5 minutes, for form leads

      Ad and QR leads messaged first, so their opener goes straight away.

    3. Send WhatsApp TemplateThe opener

      lead_opener, with the Flow button “Answer two questions”.

    4. Delay until event happensForm Completed, up to 2 days

      The answers land as purchase_timeline, budget_range and project_need.

      No answer in 2 days: the workflow ends. No second ask.

      Ask only two questions

      Every extra question costs replies. Get the two fields sales actually uses.

    5. BranchIs lead_score 60 or more?

      Timing and budget add up to the score: up to 50 and 40 points.

      Score structured taps

      Taps in the Flow write clean HubSpot properties, not free-text notes.

    6. Yes
      Rotate record to ownerSales team

      A named rep, in the same session

      Send WhatsApp TemplateThe hand-off

      lead_handoff, with Book a call: one round-robin meetings link that puts the owner first

      GoalSales qualified lead

      Lifecycle stage set; the rep takes it from here

      No
      Send WhatsApp TemplateThe nurture message

      lead_nurture, with a guide that fits

      Add to static segmentNurture, by timing

      Content matched to when they plan to start

      GoalMarketing qualified lead

      Back to sales when a later answer clears 60

      Route fast

      Hot leads need a same-session hand-off, not a next-day task.

      Keep nurture useful

      Low-urgency leads get resources matched to their answers.

    Workflow triggers and actions need HubSpot Professional or Enterprise. The answers land as contact properties on every HubSpot plan, Free included. Workflow actions guide

    Copy that gets the answer.

    Three WhatsApp templates and the Flow they open carry the whole play. Each one reads well on a phone, and every variable comes from the HubSpot record.

    Show the messages as

    • lead_openerMarketingEnglish (UK)Sample data

      Sends 5 minutes after the form, or straight back to an ad or QR lead

      Thanks for your interestHi {{first_name}} from {{company_name}}. Two quick questions here, so we can route you to the right specialist. Faster than email ping-pong.Reply STOP to opt outAnswer two questions
      Thanks for your interestHi Jordan from Brightwell. Two quick questions here, so we can route you to the right specialist. Faster than email ping-pong.Reply STOP to opt outAnswer two questions

      Confirms the form and asks for one tap while they still remember filling it in.

    • lead_qualifyWhatsApp Flow1 screenSample data

      Opens from the opener’s button, synced from your HubSpot form

      The Flow, Tell us about your project: when are you looking to start (this month, in 1 to 3 months, just researching), budget range (under £5k, £5k to £20k, £20k+) and an optional question, what problem are you solving.

      Jordan’s Flow, with in 1 to 3 months and £5k to £20k chosen, and the optional question left blank.

      Timing and budget as taps, the need optional. Each answer lands as its own property.

    • lead_handoffMarketingEnglish (UK)Sample data

      Sends when lead_score is 60 or more, once the owner is set

      You’re a great fitThanks, {{first_name}}. Based on your answers, we’d love to show you how teams like {{company_name}} work with us. {{rep_name}} will take it from here: pick a time that suits you, or read the case study first.Reply STOP to opt outBook a callRead case study
      You’re a great fitThanks, Jordan. Based on your answers, we’d love to show you how teams like Brightwell work with us. Sam will take it from here: pick a time that suits you, or read the case study first.Reply STOP to opt outBook a callRead case study

      A named owner and one meetings link that puts their times first, sent in the same session as the answers.

    • lead_nurtureMarketingEnglish (UK)Sample data

      Sends when lead_score is under 60

      Thanks, {{first_name}}. No rush: here’s our guide for projects that start later, picked from your answers. Reply here whenever you’re ready to talk.Reply STOP to opt outRead the guide
      Thanks, Jordan. No rush: here’s our guide for projects that start later, picked from your answers. Reply here whenever you’re ready to talk.Reply STOP to opt outRead the guide

      Useful now, no pressure, and the door stays open in the same chat.

    Sample templates. Meta approves each template before it can send, and the Send WhatsApp Template action maps HubSpot properties to its variables.

    Five things that separate real demand from noise.

    The play captures all five, and each lands in HubSpot as something a workflow can read, not a note someone has to interpret.

    5 signals, what noise and real demand look like for each, and where each lands in HubSpot
    SignalNoiseReal demandLands in HubSpot as
    When they want to startA start date tells sales who to call today. Just researching This month purchase_timeline
    What they can spendA range that fits what you sell sorts a project from a wish list. Under £5k £20k+ budget_range
    The problem they nameTheir own words, on the record before the first call. Left blank A named problem project_need
    How fast they open itFlowella logs how long the opener took to read. Minutes beat days. Read days later Read in minutes timeToReadSecondsOn the Message read event
    Whether they finishOnly a finished Flow fires Form Completed, so half-hearted taps never reach sales. Opened, then left Every question done Form CompletedThe Flowella trigger

    Why WhatsApp qualification works.

    Lead capture fails when the follow-up arrives after intent fades. WhatsApp keeps the qualification in the same moment as the click.

    • Why speed matters

      Fast, conversational qualification catches intent while it is still live, and gives sales cleaner context than a generic form field.

    • How to enhance it

      Route by the ad that brought them, match them to their company record, send resources picked from their answers, and notify the owner when a high-fit reply lands.

    • Gotchas

      Keep opt-in explicit, limit the questions, avoid duplicate SDR tasks, and leave out contacts already in an open deal.

    The point: the lead form starts the conversation; WhatsApp qualifies it.

    Captured at an open day, qualified on WhatsApp.

    Oaklands College runs Future You, a WhatsApp careers quiz, on Flowella and HubSpot. Students start it by scanning a QR code at open events and school visits.

    Exceptional engagement platform that transformed our student conversion with 160% increase in same-day applications and 90% WhatsApp response rates.

    Peter Hudson Peter HudsonDirector of Admissions, Brand & Customer Innovation, Oaklands CollegeHubSpot Marketplace integration Oaklands College
    • 160%increase in same-day applicationsOaklands College
    • 90%WhatsApp response ratesOaklands College
    Read the Oaklands College story See all reviews on the HubSpot Marketplace (opens in a new tab) G2 reviews (opens in a new tab)

    Every play, in one playbook.

    The HubSpot + WhatsApp Playbook, Vol. 01, puts each play on a two-page spread: why and when it works on the left, the blueprint on the right, and the WhatsApp copy ready to paste. Lead Capture & Qualify is one of them.

    1. Leave your WhatsApp number. Four fields, and no sales call attached.
    2. A short Flow arrives. It’s a live Flowella Flow, so you see one working.
    3. The playbook lands in the same chat.
    Get the playbook

    Free. Reply STOP at any time to stop the messages.

    Vol. 01

    The HubSpot + WhatsApp Playbook

    Workflows that actually convert.

    • Each play on a two-page spread
    • The WhatsApp copy, ready to paste
    • Blueprints you can build in HubSpot

    flowella.ioField manual

    Page 1 of 3The cover

    Browse playbooks by what you do.

    Twenty plays, each a working blueprint. These six sit closest to lead capture.

    Browse all playbooks

    This play is filed under Sales Marketing Education B2B SaaS Professional Services

    • Web Contact Follow-up

      Convert more web enquiries: a two-field form, then WhatsApp questions a tap at a time that enrich HubSpot and qualify the lead before an SDR calls.

      • Marketing

    • Meeting Booking Workflow

      Book more meetings: a WhatsApp Flow asks the topic and timing, then sends a HubSpot meetings link that shows the right rep’s times, in the same chat.

      • Sales

    • Re-engagement

      Wake dormant contacts with a WhatsApp preference prompt, branch interest, snooze, and opt-out paths, and clean HubSpot automatically.

      • Marketing
      • Customer success

    • Event & Webinar Reminders

      Fill events and webinars with a WhatsApp invite, a three-tap booking Flow, timed reminders, and the recording for anyone who can’t make it.

      • Sales
      • Marketing

    • Refer-a-Friend

      Turn happy customers into tracked referrals with WhatsApp invites, unique links, friend signup checks, thank-you messages, and two-sided rewards.

      • Marketing
      • Customer success

    • Customer Onboarding

      Guide new customers to first value with milestone WhatsApp prompts, setup nudges, support rescue, and HubSpot onboarding status updates.

      • Support
      • Customer success
    Flo jumping for joy with her fist in the air and a phone in her hand

    Ship the lead qualifier first.

    Turn every captured lead into a WhatsApp qualification path inside HubSpot. Start free today, or book a 30-minute demo and we’ll map this play to your own form.

    Get started free Try on WhatsApp (opens in a new tab)
    Or book a 30-minute demo