Project Overview We are a biophilic design company (indoor plants, green walls, planters, maintenance) serving corporate offices across 6 cities in India. We need a freelancer to implement an automated cold outreach system that nurtures leads through email and WhatsApp until they respond, at which point our sales team takes over. Key Objective: Build an automated Email → WhatsApp → Email → WhatsApp sequence that runs without human intervention until a prospect responds. When they respond, our sales team gets notified with the lead details. The Core Workflow You Will Build Step Channel What Happens Day 1 Email Personalized cold email sent via Smartlead.ai Day 4 WhatsApp If no email reply → Auto WhatsApp via Interakt Day 8 Email If still no reply → Follow-up email Day 12 WhatsApp If still no reply → Final WhatsApp reminder ANY DAY RESPONSE Sequence stops → Lead created in CRM → Sales team notified via WhatsApp Detailed Deliverables Module 1: Cold Email Infrastructure • Purchase secondary domain for cold emails (to protect main domain reputation) • Set up Google Workspace with 5 email accounts on secondary domain • Configure DNS records: SPF, DKIM, DMARC (provide screenshot proof of correct setup) • Set up Smartlead.ai account and connect all 5 email accounts • Start email warmup process (this runs in parallel with other work) Module 2: WhatsApp Business API Setup • Create Interakt account (Growth plan) • Complete Meta Business verification (requires company documents — we will provide) • Register WhatsApp Business phone number • Create and get approved: at least 3 message templates first_followup — Initial WhatsApp after no email reply second_followup — Final WhatsApp reminder sales_notification — Internal alert to sales team when lead responds Module 3: Pabbly Automation Workflows— CRITICAL This is your most important deliverable. Workflow Logic No Email Reply → WhatsApp #1 Smartlead webhook (no reply 4 days) → Pabbly → Interakt sends WhatsApp to lead Still No Reply → WhatsApp #2 Pabbly scheduled trigger (4 days after WhatsApp #1) → Interakt sends final WhatsApp Email Reply Detected Smartlead webhook → Pabbly → Create Lead in Zoho CRM → WhatsApp notification to sales team WhatsApp Reply Detected Interakt webhook → Pabbly → Create Lead in Zoho CRM → WhatsApp notification to sales team Module 4: Cold Email Campaigns • Build verified lead lists: 500-1000 leads per target segment • Target segments: Architects, PMCs, FMCs, Corporate Real Estate heads, Interior Designers • Write 4-5 email sequences per segment with A/B test variants • Launch campaigns: 25-50 emails per day per mailbox • Monitor and report deliverability weekly (open rates, reply rates, bounce rates) Module 5: Data Migration to CRM • Import existing client Accounts (we will provide master list) • Import existing Contacts (SPOCs for each client) • Import existing AMC contracts (50+ sites) into Service Agreements module • Map data to correct fields and contract types • Verify imported data with our team for accuracy Module 6: TallyPrime Setup (Optional) • Install TallyPrime Gold on company server (we have license) • Configure company details: Name, GST, Address, Logo, Bank details • Set up chart of accounts (ledger groups for Clients, Vendors, Products, Services, Cities) • Create CRM→Tally Excel export template matching Tally import format • Document the monthly export/import process Module 7: Documentation & Training • SOP document: How to run cold email campaigns in Smartlead • SOP document: How to use Interakt WhatsApp dashboard • SOP document: CRM to Tally monthly export process (Optional) • Video tutorials: Minimum 6 Loom recordings covering all key processes • Training session: Sales team on responding to leads • Training session: Accountant on Tally export process (Optional) • Handover all admin credentials • 1-week post-launch support for troubleshooting What's NOT in Your Scope A separate CRM consultant handles Zoho CRM configuration (modules, pipelines, workflows, dashboards). You will coordinate with them for: • Field mapping when creating leads via Pabbly • Data migration file format requirements • Testing the lead creation workflow end-to-end Skills Required Must Have: • Pabbly Connect or Zapier — Building multi-step automation workflows • Cold email infrastructure — DNS configuration (SPF, DKIM, DMARC), email warmup • Smartlead.ai or similar cold email platform (Instantly, Lemlist) • WhatsApp Business API — Interakt, WATI, or similar • Documentation — Clear SOPs and video tutorials • Basic TallyPrime knowledge (setup, not accounting) (Optional) Nice to Have: • Lead generation tools: Apollo.io, LinkedIn Sales Navigator • Zoho CRM familiarity (for coordination, not config) • Experience with B2B service companies