When leads come in on WhatsApp, the hard part is remembering where each one stands. Who asked for a price, who ordered, who went quiet? ReploChat has a simple WhatsApp CRM built in: a Kanban sales pipeline where each WhatsApp contact is a card. You drag cards from stage to stage, add a deal value, and see what each stage is worth. Because the pipeline uses the same contacts as your inbox, there's nothing to sync and no second tool to update.
The sales pipeline is part of Contacts & CRM on every ReploChat plan. It works on the web dashboard.
Who the pipeline is for
- Online stores tracking enquiries through to orders and deliveries, including COD orders that still need confirming.
- Real estate agents moving buyers from "Interested" to "Site visit" to "Token paid".
- Clinics, salons and schools following enquiries until a booking or an admission.
- Agencies and B2B sellers tracking quotes and their value.
Open the pipeline
Click Pipeline in the sidebar under Management. It's also the last tab on the Contacts page. The first time you open it, ReploChat creates five starter stages:
| Stage | Typical meaning |
|---|---|
| New | A fresh lead or enquiry |
| Interested | Asked for prices, details or a quote |
| Ordered | Placed an order, booked or paid a deposit |
| Delivered | Order delivered or service completed |
| Lost | Said no or stopped replying |
Rename, recolour, reorder or replace them to match how you sell (see below).
Add contacts to the pipeline
A contact can be in one stage at a time, or not in the pipeline at all. There are two ways to add one:
- From the board: type a name or number in the search box ("Add a contact to the pipeline…"). Matching contacts who aren't on the board yet appear; click one to add them to the first stage.
- From the contact: on the Contacts page, edit a contact and choose a Pipeline stage ("Not in pipeline" removes them). In the same form you can set a Deal value (optional).
Move deals through the stages
- Drag and drop a card onto another column.
- Or use the small Move to menu at the bottom of a card, which also has Remove from pipeline.
- Each card shows the contact's name, number, deal value and how long ago it last changed stage, e.g. "2 days ago", so stuck deals stand out.
- Click the name to open the contact's profile, with their details, labels, stage, deal value and an activity timeline that records each stage change.
- Columns are sorted with the most recently moved cards first. A column shows up to 100 cards and tells you how many more there are ("+12 more").
Filter by WhatsApp number
If you run several numbers (for example one per brand or branch), use the All numbers menu to show one number's contacts only. Column counts and totals follow the filter.
Customise your stages
- Click Edit stages.
- Rename stages in the text boxes (up to 60 characters each) and click Save names.
- Click a stage's colour to change it.
- Use Move left and Move right to change the order.
- Type a New stage name and click Add stage to add one at the end.
- Delete a stage with its delete button. Its contacts leave the board but stay in your contacts.
- Click Close when you're done.
Example pipelines
| Business | Stages |
|---|---|
| E-commerce (COD) | Enquiry → Order placed → COD confirmed → Shipped → Delivered → Returned (RTO) |
| Real estate | New lead → Interested → Site visit → Negotiation → Token paid → Lost |
| Clinic | Enquiry → Consultation booked → Treatment plan → In treatment → Completed |
| Education | Enquiry → Counselling → Applied → Fee paid → Enrolled |
A daily routine that works
- Start the day in the inbox. When a chat moves a deal forward, drag that contact to the next stage.
- Check each column's oldest cards. Anything that hasn't moved for a week needs a nudge: send a template, or start a follow-up sequence from the chat.
- Use labels for what a contact is (VIP, wholesale, Karachi) and the pipeline for where the deal stands.
- At the end of the week, compare column totals with last week to see what's moving.
How the pipeline fits with the rest of ReploChat
- Contacts: the pipeline uses your normal contact list, and the Contacts table shows each contact's stage. Merging duplicates keeps one card, so it's worth merging duplicates first.
- Custom fields: keep extra deal details, such as budget, product or city, in contact custom fields.
- Labels and automation: labels can start follow-ups automatically; stage changes are manual, so your team decides when a deal really moves.
- Mobile app: the pipeline is on the web dashboard and isn't in the mobile app.