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WhatsApp Automation · Case Study

How Savanna Logistics doubled their conversion rate in 90 days.

Before SmartBizSystems, Savanna Logistics was losing leads to slow WhatsApp responses and manual follow-ups. We built a 24/7 automation system that qualifies, follows up, and converts — automatically.

Industry: Logistics & Transport
Location: Nairobi, Kenya
Timeline: 90 days
Service: WhatsApp Automation + CRM
2×
Conversion
rate lift
24/7
Lead
response
90
Days to
s
40hrs
Saved
per month
SL
Savanna Logistics 🤖
Automated · Replies instantly
Today, 11:42 PM
Hi, I need to ship goods from Nairobi to Mombasa. How much?
11:42 PM
Type a message…
Demo Video — Coming Soon
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Video Proof

See the system in action.

Real screen recordings from the live Savanna Logistics automation — add your videos below when ready.

Bot Conversation Recording
src="assets/videos/bot-demo.mp4"
Live WhatsApp Bot — Full Conversation
Screen recording of the bot qualifying a real lead, generating a quote, and confirming a booking end-to-end.
s Dashboard Recording
src="assets/videos/dashboard-s.mp4"
CRM Dashboard — 90-Day s
Walkthrough of the HubSpot pipeline showing lead volume, conversion rates, and M-Pesa payment data post-automation.
▶️
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<iframe width="100%" height="480" src="https://www.youtube.com/embed/YOUR_VIDEO_ID" ...></iframe>
s — 90 Days Post-Launch

The numbers don't lie.

All figures measured against the 90-day baseline before automation was deployed.

0%
Increase in lead conversion rate
vs previous 90 days
<0sec
Average WhatsApp response time (was 4+ hours)
from 4hrs+ to instant
0hrs
Staff hours saved per month on manual follow-up
reclaimed monthly
0%
Off-hours leads captured (previously 0%)
24/7 coverage achieved
The Problem → The Fix

What was broken. What we built.

Before SmartBizSystems
Leads were slipping through every day
  • WhatsApp enquiries replied to hours later — or not at all
  • Night-time and weekend leads lost completely
  • Staff manually typing the same quote information 30+ times per day
  • No follow-up system for leads who didn't book immediately
  • M-Pesa payments received with no automatic confirmation or booking update
  • No visibility into how many leads were coming in vs converting
After SmartBizSystems
A system that works while the team sleeps
  • Instant WhatsApp reply to every enquiry — 24/7, including weekends
  • Bot qualifies the lead, gives a quote, and confirms the booking automatically
  • M-Pesa payment triggers automatic confirmation and driver assignment notification
  • Leads who don't book get a 3-step follow-up sequence over 48 hours
  • Every lead logged to HubSpot CRM automatically
  • Weekly dashboard showing leads, conversions, and revenue by channel
The System We Built

Every step of the automation, explained.

A 6-step WhatsApp automation flow that handles the entire customer journey from first enquiry to confirmed booking and payment — no human required.

Lead sends first WhatsApp message
Any message to the business number triggers the flow instantly. Responds in under 5 seconds, 24/7.
Meta WhatsApp Business API
Bot qualifies the lead with 3 questions
Cargo type, weight, and route. Answers are captured and logged. Takes under 2 minutes.
Conversational flow (Make.com)
Instant quote sent automatically
Quote generated from a pricing matrix based on the lead's answers. No human calculation needed.
Dynamic pricing logic
Booking confirmation + M-Pesa payment
Lead confirms, receives M-Pesa payment instructions. Payment triggers driver notification automatically.
M-Pesa Daraja API
3-step follow-up for non-bookers
Leads who don't complete get a follow-up at 2hrs, 24hrs, and 48hrs. Recovers ~20% of abandoned enquiries.
Automated re-engagement
Every lead synced to HubSpot CRM
Full lead record, conversation transcript, quote value, and booking status automatically created in HubSpot.
HubSpot CRM sync
Savanna Logistics · Live Dashboard
Live
147
Leads this month
↑ +62% vs last month
68%
Conversion rate
↑ was 34% before
0:22
Avg response time
↑ was 4hrs 12min
KES 0
Missed leads (night)
↑ was KES 180K/mo
Monthly conversions — before vs after
Before
Mo 1
Mo 2
Mo 3
Bot conversations today
23 +8 vs yesterday
Bookings confirmed (automated)
16 69% rate
Follow-up sequences running
7 active
M-Pesa payments received today
14 KES 168,000
Project Timeline

From kickoff to s in 90 days.

Week 1
Discovery & Strategy
Audited existing WhatsApp workflow, mapped lead journey, identified drop-off points
Weeks 2–3
Bot Build & API Setup
WhatsApp Business API connected, conversation flows built in Make.com, M-Pesa Daraja integrated
Week 4
Testing & Team Training
Full QA across all flow paths, edge cases handled, team trained on CRM and escalation process
Day 28
Go Live 🚀
System went live. First automated booking confirmed within 40 minutes of launch — at 11pm.
First booking: 40 mins after launch
Day 30
First s Visible
Response time dropped from 4hrs to under 30 seconds. First weekend leads captured automatically.
↑ +28% week-1 conversion
Day 90
2× Conversion Achieved
Conversion rate doubled from 34% to 68%. 40 staff hours saved monthly. Full ROI confirmed.
+100% conversion · +40hrs saved/mo
"
Our conversion rate doubled in 3 months. The bot qualifies buyers, gives them a quote, books the job, and collects the M-Pesa deposit — all automatically. I didn't believe it was possible until I saw it running at midnight on a Saturday.
BK
Brian Kamau
Operations Director · Savanna Logistics KE · Nairobi
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