About this case study: it is based on a business typical of the ones we work with, not a named client, and every number comes from the assumptions at the end of the page. Swap in your own and the sums still work.
The problem
From March to June the institute gets around 120 enquiries a day. Each one is written into a register, then a counsellor calls back when they can. Parents who enquired at three institutes go with the one that answers first.
During the year, 600 students pay fees in instalments. Before each due date, staff call parents one by one.
What we build
- 1
All enquiries in one list
Instagram and Facebook lead forms, JustDial, the website form and a walk-in form all land in one sheet or CRM, with the source recorded.
- 2
Instant reply in Hindi or English
The parent gets a WhatsApp message within a minute with the brochure, batch timings and fee structure, and a button to book a counselling slot.
- 3
Follow-ups that do not slip
Enquiries are shared out between counsellors. Reminders go on day 1, 3 and 7 until the parent books or says no.
- 4
Fee reminders that stop when paid
Parents get a reminder 5 days before and on the due date with a payment link. Once the payment arrives, reminders stop and the receipt goes out.
Before and after
| Step | Before | After |
|---|---|---|
| Logging an enquiry and first message | About 4 minutes each | Automatic |
| Remembering who to follow up | Register and memory | Daily list per counsellor |
| Fee reminder calls | 2 calls per student per instalment | Messages, calls only for overdue |
Where a person stays in control
Counsellors still have every real conversation. Automation only sends information the institute has written and schedules the next step.
Running cost
Roughly ₹8,000–15,000 a month in peak season for messages, the CRM and hosting, less outside season.
Tools
- WhatsApp Business API
- Meta lead forms
- Google Sheets or Zoho CRM
- Razorpay payment links
- n8n
How the numbers work
- Peak season: 120 enquiries a day, 26 days a month.
- Logging, first message and tracking take about 4 minutes per enquiry: 120 × 4 min × 26 ≈ 208 hours.
- Fee reminders: 600 students, 2 calls each at 3 minutes in an instalment month = 60 hours.
- Staff time costed at ₹250 an hour: 268 × ₹250 = ₹67,000.
Estimates, not promises. Use the savings calculator with your own hours and costs.
Want this for your business?
A free 30-minute call is enough to tell whether it fits, what it would take and what it would cost.