WhatsApp Inquiry Tracker
Ready-made solutions
Every WhatsApp enquiry gets an owner, a status and a follow-up
For teams who answer customers on WhatsApp and lose track of who replied. Log an enquiry in seconds, assign it to someone, and get reminded before it goes cold.
WhatsApp is where most enquiries arrive, and it is a poor place to manage them. Messages sit on one person’s phone, two people answer the same customer, and the ones nobody replied to are invisible — you only notice the lost sale weeks later.
The Inquiry Tracker is a small web dashboard that sits beside WhatsApp. Your team logs an enquiry in about ten seconds, or it arrives automatically through a click-to-WhatsApp link. From there it has an owner, a status, notes and a follow-up reminder, and you can finally see how many enquiries you get and what happens to them.
What it does not do: it cannot read your personal WhatsApp chats or your staff group. WhatsApp does not permit an application to do that, and any tool that claims otherwise is either breaking their terms or using an unofficial workaround that gets numbers banned. Automatic capture is possible, but only on a business number connected to the official WhatsApp Business Platform — set out in detail further down this page.
The first version is deliberately small: capture, assign, track, note, remind. It is built as a scoped pilot so you can judge it on real enquiries before deciding to extend it.
Nobody knows who is handling which customer
Two people reply to the same enquiry while another is left waiting, and neither knows until the customer complains.
Follow-ups depend on memory
The quote you promised to send on Tuesday is remembered on Friday, if at all.
Enquiries live on staff phones
When someone is off, on leave or leaves the company, their conversations go with them.
You cannot see the numbers
How many enquiries came in last month, how many were answered, and how many turned into work — nobody can say.
No enquiry goes quiet
Each one has an owner and a next step, so nothing depends on somebody remembering.
Follow-ups happen on time
A reminder reaches the owner before the enquiry goes cold, not after.
One shared picture
Anyone can see what is open and who is on it without asking in a group chat.
Numbers you can act on
Counts by status, owner and source show where enquiries come from and where they stall.
Knowledge stays in the business
History and notes remain when a staff member is away or leaves.
Inquiry dashboard
List, search and filter by status, owner and source.
Quick add
Log an enquiry from a phone in about ten seconds.
Owner assignment
One named person responsible for each enquiry.
Status pipeline
New, contacted, quoted, won and lost — renamed to match how you actually work.
Notes and history
What was said, what was promised and when.
Follow-up reminders
Email to the owner when an enquiry has been waiting too long.
Daily digest
One message each morning listing what is still open.
Click-to-WhatsApp links
Tagged links for your site, social profiles and printed material.
Staff accounts
Separate logins with simple roles.
Deployment and handover
Installed, your team trained, and written documentation.
Call
Thirty minutes on how enquiries reach you today, who answers them, and what a lost one costs.
Written scope and price
A fixed price for the pilot and what it includes, in writing, before anything is built.
Configure
Statuses, owners, sources and reminder timing set to match your process rather than a generic template.
Install
Deployed on your hosting or on hosting arranged for you, with accounts for your team.
Connect
Click-to-WhatsApp links for your site and printed material. If you are using the official API, it is connected here.
Train and pilot
A short session with the people who will use it, then a pilot on real enquiries. At the end you decide whether to keep it, extend it or stop.
Shops and showrooms
Where customers ask about stock, prices and availability before they visit.
Clinics and service businesses
Where appointments and quotes are arranged by message rather than a booking form.
Contractors and suppliers
Where each enquiry becomes a site visit or a quote that needs chasing.
Teams of two to fifteen
Where more than one person answers the same number, and handovers are verbal.
Web dashboard on phone and desktop
Works in a browser. Nothing to install on staff phones.
Logging an enquiry by hand
Paste the customer’s number and message, pick an owner, done.
Click-to-WhatsApp links with a source tag
A link on your website, bio or poster opens WhatsApp with a reference, so the enquiry is recorded with where it came from.
Owner, status, notes and history
The core of the tracker, working from day one.
Follow-up reminders by email
Sent to the assigned owner using your existing mail setup.
Daily digest of what is waiting
One email listing open enquiries by owner.
Counts by status, owner and source
Simple reporting on the dashboard.
Automatic capture of messages to your business number
Needs the official WhatsApp Business Platform (Cloud API): a verified business, and a number that is not in use on the ordinary WhatsApp or WhatsApp Business app.
Automatic acknowledgement to the customer
Outbound messages outside a 24-hour window use templates that Meta must approve first.
Reminders sent to staff on WhatsApp
Also uses approved template messages, and is billed per conversation.
WhatsApp Business Platform provider account
Meta bills per conversation through a provider. The account and those fees are yours, not part of this build.
Email delivery for reminders
Uses your existing mail provider, or one set up for you.
Full message threads inside the dashboard
Possible once the official API is connected. Quoted separately.
Scheduled exports and deeper reporting
Straightforward to add after the pilot, once you know what you want to measure.
Request a Quote
Request a pilot
Can it read our existing WhatsApp group or our personal chats?
No, and nothing that claims to should be trusted with your number. WhatsApp does not allow an application to read personal chats or groups. Enquiries reach the tracker in one of three ways: your team logs them in a few seconds, a customer arrives through a click-to-WhatsApp link, or — if you use the official WhatsApp Business Platform on a business number — messages to that number are captured au…
Do we need the WhatsApp Business API to start?
No. The pilot works without it: enquiries are logged by your team and through tagged links. If automatic capture matters to you later, the official API can be connected, and the page above lists exactly what that involves.
What does the official API cost?
Meta charges per conversation, billed through a provider you sign up with. Those fees are paid by you directly and are not part of this build. The amount depends on your country and conversation volume, so check the current rates with the provider before committing.
Where does our data live?
On hosting you control, or hosting arranged in your name. You own the data, and it can be exported to a spreadsheet at any time.
How many people can use it?
The first version is built for a small team. Tell me how many people answer enquiries and it will be scoped for that number.
What happens after the pilot?
You keep what was built. If it is working, the next steps are usually more automation or deeper reporting, each quoted separately. If it is not, you are not tied into anything.
Overview
Problems this solves
Who it is for
What you gain
What you receive
What works from day one
How it works
Tools and technologies
Frequently asked questions
Ready to get started?
Based in Lebanon. Serving businesses in Lebanon and worldwide.
Write to contact@nextgenlb.io
or request a quote.