Lead Automation Proposal
Ilford Dental Centre — April 2026
Hi Wulstan,
Thanks for getting back to me and for the clear answers — it makes scoping this much easier. Your team is manually chasing DenGro leads right now, and that's exactly what we can fix. Below is what I'm proposing: an outreach system over email and WhatsApp that contacts every new lead instantly with messages that sound like they came from you personally — not generic marketing templates. We train the system on how you communicate so it matches your tone and style.
Phase 1
Outreach in Your Voice
Every lead gets a personal message — without you lifting a finger
We don't use fancy templates. We've found that leads respond at a significantly higher rate when the message feels like it was written by a real person — not a marketing system. So we train the outreach on how you actually communicate: your words, your tone, your style. The result is that every lead gets a message that reads like you personally sat down and wrote it.
- Channels: email + WhatsApp — exactly what you asked for. SMS can be added for an extra £50/month + 2 dev hours if you'd like, but it's optional
- Email: fully personalised in your voice — reads like you sat down and wrote it. WhatsApp: instant notification with their name, treatment interest, and your booking link
- Smart follow-ups at 24h and 48h — different messaging each time, always in your voice
- You get notified when a lead clicks through, so you know exactly who's warm and ready to book
- Connects to Dentally so we can track who actually books — full attribution from ad click to appointment
- Emails sent from your ilforddental.com domain — lands in inboxes, not spam
- Up and running within 10 working days of getting started (rush option available for 5 working days)
Full AI Agents
Dedicated agents on email and WhatsApp that handle conversations for you
Once the outreach system is running and you're seeing results, we can take it further with dedicated AI agents on email and WhatsApp. These handle the full conversation — answering questions about pricing, treatments, hours, Invisalign, NHS — and guide leads to book. Your team only gets involved for complex or clinical queries. We've built AI agents on both channels for other clients, and we're a Meta Tech Provider — so this is well within what we do.
How Phase 1 works
A lead fills in your ad form
Your existing campaigns continue as normal — leads land in DenGro as they do today.
They hear from you — within seconds
The system crafts an email and WhatsApp message adapted to the lead — their name, treatment, when they enquired, how they found you, and any other context from DenGro. Sent from your existing WhatsApp number and your email domain via coexistence, so it looks like it came from you. Your team's WhatsApp stays exactly as it is.
Follow-ups that don't feel automated
If they don't book, they get friendly reminders at 24h and 48h. Different messaging each time — written in your style, not the same message on repeat.
You see who's interested
When a lead clicks through to your booking page, you get notified. You'll know exactly who's warm without having to check anything.
Same system, different leads — different messages
These are illustrative examples — we haven't seen your actual lead data yet. The real messages would be trained on how you communicate. Every detail from DenGro gets used.
Thank you for your enquiry this morning about our free Invisalign consultation. We're a Diamond-status Invisalign provider and have helped hundreds of patients with their smile. You can book your consultation at a time that suits you here: ilford-dental-centre.portal.dental
If you have any questions before coming in, just reply to this email.
Kind regards,
Dr Wulstan Abaleke
Ilford Dental Centre
Thank you for your enquiry this evening via our Facebook page about dental implants. I know this is a big decision, so there is absolutely no rush.
Our implant specialist Dr Choksi has a great deal of experience and is particularly good at putting nervous patients at ease. If you'd like to come in for an initial chat, you can book a convenient time here: ilford-dental-centre.portal.dental — there is no obligation.
If you have any questions at all, just reply to this email.
Kind regards,
Dr Wulstan Abaleke
Ilford Dental Centre
Notice how everything adapts between the two leads — the greeting changes based on time of day, the treatment and specialist mentioned are different, the nervous patient tag shifts the entire tone to be more reassuring, and the ad source is referenced naturally. If a lead replies to the email, it goes straight to your team at info@ilforddental.com.
Practical details
What we'll need to get started
Most of this is quick — the main thing is getting access to DenGro and updating a couple of email DNS records so messages come from your own domain (ilforddental.com), not a generic sending address.
DenGro API access You
Grant us integrator access in DenGro so we can receive new leads automatically. Takes 2 minutes in your DenGro settings.
Dentally API access You
So we can track which leads actually book — gives you full attribution from ad to appointment.
Email DNS records (SPF, DKIM) Together
We'll send you the exact records to add — this lets us send emails from your ilforddental.com domain so they land in inboxes, not spam. You had similar records set up last year, so this may just need a quick update.
WhatsApp Business — coexistence setup Together
We connect your existing Business WhatsApp number to our platform using WhatsApp's coexistence feature. Your team keeps using the app on their phones and desktops exactly as they do now — outreach messages go out from the same number. Takes about 10 minutes to set up together.
Approve sample messages You
We'll generate sample outreach messages in your voice — you review and approve the tone before anything goes live. 5–10 minutes.
Example messages from your team You
Send us 3–5 examples of how you or your team currently message leads (WhatsApp or email). This is how we train the system to match your tone.
Signed DPA & service agreement We handle
We'll send both for e-signing — takes 2 minutes. The DPA covers how lead data is handled, and the service agreement covers scope, pricing, and terms.
I've attached the service agreement and DPA to this email. To sign, open the PDF on your phone or computer, use the markup/annotation tool to add your signature and the date, and send it back to me. Takes about a minute.
I'd suggest starting with Phase 1 — it solves the immediate problem of leads sitting in DenGro waiting for someone to contact them. Once it's running and you're seeing the results, we can talk about Phase 2 if you want to take it further. Happy to jump on a quick call or just crack on if you're ready.