Table of contents

1. Why WhatsApp funnels leak money in Riviera Maya
2. Speed-to-lead: the KPI most businesses ignore
3. The minimum WhatsApp→CRM system (components)
4. The exact workflow (lead → assignment → follow-up → booking)
5. Scripts that convert (copy/paste)
6. Automation stack options (simple → advanced)
7. Scorecard: what to measure weekly
8. Common failure points (and fixes)
9. FAQs
10. CTA: request a WhatsApp funnel diagnosis

1) Why WhatsApp funnels leak money (even with great ads)

Most local businesses do this:

Ad → WhatsApp → chaos → missed follow-up → "ads don't work."

The lead doesn't die because they weren't interested.
It dies because:

• nobody replied fast
• nobody owned the lead
• nobody followed up
• no one measured what happened

Scaling leads without a response system is scaling waste.

2) Speed-to-lead: the KPI that changes everything

Speed-to-lead = time from:

• form submit or WhatsApp click/message
  to:
• first meaningful response + next step (time options, booking link, qualifying question)

In competitive markets like Cancun and Riviera Maya, intent decays fast.
If you reply late, you're not "nurturing." You're losing.

Practical targets (no hype)

• <5 minutes: elite
• <15 minutes: strong
• <60 minutes: acceptable
• >2 hours: you're donating leads to competitors

3) The minimum WhatsApp → CRM system (what you actually need)

Forget complex systems. Start with these 6 pieces:

1. Single lead intake (WhatsApp + form)
2. Lead capture into CRM (manual or automated)
3. Owner assignment (who answers)
4. SLA rule (how fast they must respond)
5. Follow-up cadence (2h / 24h / 3d / 7d)
6. Outcome tracking (booked, no-show, closed, lost + reason)

If any of these are missing, performance will look "random."

4) The exact workflow (lead → booking)

This is the simplest high-performing flow for local service businesses:

Step 1 — Lead comes in

Sources:

• WhatsApp click from landing page
• form lead
• DM redirect to WhatsApp

Step 2 — Instant response (automation)

Send a message within seconds:

• confirmation
• one qualifying question
• "choose A/B time" next step

Step 3 — Create lead record in CRM

Fields (minimum):

• name
• phone
• source (UTM/campaign if possible)
• service/offer
• city (Cancun / Playa / Tulum)
• status (new / contacted / booked / show / closed)

Step 4 — Assign owner + SLA

• assign to receptionist/sales
• SLA timer starts
• notify if SLA breached

Step 5 — Follow-up cadence

If no reply:

• +2 hours: short nudge
• +24 hours: "I can hold a spot"
• +3 days: value + option
• +7 days: final check-in / close loop

Step 6 — Booking + reminders

Once booked:

• send confirmation
• reminder 24h before
• reminder 2h before
• easy reschedule option

Outcome: more bookings, higher show rate, fewer wasted leads.

5) Scripts that convert (copy/paste)

Use these templates. They work because they reduce friction and force the next step.

Script 1 — First reply (universal)

"Hi {name} — thanks for reaching out.
Quick question: are you looking for {Option A} or {Option B}?
And what works best for you: today or tomorrow?"

Script 2 — If no response after 2 hours

"Just checking in, {name}. I can help you today.
Do you prefer morning or afternoon?"

Script 3 — After 24 hours

"I can hold a spot for you this week.
Want Option 1 or Option 2?"

Script 4 — Confirmation

"Perfect — confirmed for {day} at {time}.
If you need to reschedule, just reply CHANGE."

Script 5 — No-show recovery

"No worries — want to rebook?
I can do {time A} or {time B}."

Rule: always end with a binary choice. Choices move people forward.

6) Automation stack options (simple → advanced)

You can implement this at different levels:

Level 1 — Manual (fast start)

• WhatsApp + spreadsheet/CRM manually
• SLA tracked by discipline + reminders

Level 2 — Semi-automated (recommended)

• WhatsApp click tracked in GA4
• Lead created in CRM automatically
• Owner assignment + notifications
• Follow-up reminders

Level 3 — Full system (scale)

• WhatsApp → CRM + automation platform
• lead scoring
• segmentation by offer/city
• dashboards by cohort (7/30 days)
• AI assistant for first-qualify (optional)

The correct level depends on lead volume and team capacity.

7) Scorecard: what to measure weekly

If you don't measure it, it doesn't exist.

Acquisition

• leads (WA + forms)
• CPQL (if qualification exists)

Operations

• median speed-to-lead
• SLA breach rate
• contact rate

Conversion

• booking rate
• show rate
• close rate (if tracked)
• cost per booking / sale

This scorecard turns "WhatsApp chaos" into a controllable system.

8) Common failure points (and fixes)

Failure: leads are captured, but nobody answers

Fix: owner assignment + SLA alerts

Failure: leads answered, but not booked

Fix: scripts + binary time choices + booking link

Failure: booked but no-shows

Fix: reminders + reschedule flow + confirmation

Failure: you don't know which campaigns work

Fix: UTMs + CRM source fields + GA4 event tracking

9) FAQs

10) Want a WhatsApp funnel diagnosis (24h)?

If you're in Cancun / Playa del Carmen / Tulum and leads are slipping through WhatsApp:

Or email: strategylab@rivelcompanies.com