WhatsApp CRM · Distributors
A WhatsApp CRM for distributors — every retailer, one list
Retailers already order and ask questions on WhatsApp. Lead Pattern turns those chats into a proper customer list: each retailer tagged by area and type, owned by one salesperson, and followed up on time — on the official WhatsApp Business API.
Last updated: 8 November 2026
ChatGPT
Claude
Perplexity
Shree Traders
Stage: Active retailer · Owner: Neha
🏷 Kirana · Area: Nagpur East
Price-list-this-week.pdf
Quick answer
A WhatsApp CRM for distributors keeps every retailer's chats, details and follow-ups next to the WhatsApp conversation. In Lead Pattern each retailer is a customer record with tags (area, type), custom fields (beat, salesperson, credit days) and a stage you choose. Chats are shared by the whole team on one number, and price lists, schemes and payment reminders go out to the right retailers by segment or from an Excel file.
Pipeline example
Retailer stages a distributor can track
Create a Status list field with the stages that fit your business. This is one example — you choose your own names.
1
New enquiry
A shop asks about your brands or rates. A bot greets them and the chat is tagged by area.
2
Price list sent
Salesperson shares the rate list and scheme, and adds a note about the shop.
3
First order
The first order is confirmed in the chat and the stage moves on.
4
Active retailer
Gets price-list and scheme broadcasts and payment reminders.
5
Inactive
No order for a while — move them here and win them back with a follow-up broadcast to this segment.
CRM features for distributors
The everyday jobs of a distributor, handled in WhatsApp
Know every retailer at a glance
Every number that messages you becomes a customer record. Tag retailers by area or shop type and save the details your team asks for again and again — beat, salesperson, credit days — as custom fields. List fields with fixed options keep the data clean.
- Several tags per retailer
- Import your existing retailer list from Excel (up to 10,000 rows)
- Filter the inbox by tag or custom field such as area
Each retailer has one owner
Assign each chat to the salesperson for that area — by hand, or let a bot assign by area using round robin across the agents you pick. The owner gets a notification on web and mobile, and works from “My chats · Awaiting reply”.
- Bot conditions can route by a custom field such as area
- Internal notes for handover — retailers never see them
- Android app for field staff (iOS coming soon)
Follow-ups that don't depend on memory
Send the week's price list or a new scheme to a saved segment — for example every Active retailer in one area — with an approved template, now or scheduled for later. Payment reminders can go from an Excel file where each retailer gets their own invoice number, amount and due date.
- Dynamic segments update themselves as tags and fields change
- Scheduled broadcasts
- Personal values per row from an .xlsx file
See how the team keeps up
Conversation metrics show chats assigned, replied and closed, plus first response time and resolution time for each teammate — so you can see which retailers are waiting.
- Pending replies and unread chats
- Per-teammate response times
- Roles decide who can export contacts or see phone numbers
How to start
Your distributor CRM, live in a few days
1
Connect your number
We set up the official WhatsApp Business API for free and help with Meta verification.
2
Import your retailers
Upload your retailer list from Excel and map columns to name, phone, tags and fields like area and beat.
3
Set your stages and tags
Add a Status list field with your stages and agree a short list of tags with your team.
4
Invite your sales team
Give each salesperson a login and role, and switch on a welcome bot that assigns by area.
WhatsApp CRM for distributors FAQ
Can I group retailers by area or beat?+
Yes. Use tags (for example Nagpur East) or a custom field such as Beat. You can filter the inbox by them and save them as segments for broadcasts.
Can new retailer enquiries go to the right salesperson automatically?+
Yes. A bot can check a custom field such as area and use the Assign Agent step to hand the chat to the agents you pick, at random or by round robin. How assignment works →
Can each retailer get their own outstanding amount?+
Yes. Upload an .xlsx file with one row per retailer and map the invoice number, amount and due date into the template, so each retailer sees their own values.
Can I bring in my existing retailer list?+
Yes. Import an .xlsx file of up to 10,000 rows and map columns to phone, name, tags and custom fields. You can tag the whole batch during import.
Do we also run SAP Business One?+
If you do, the native SAP Business One connector (add-on on Growth and Enterprise) can send order, dispatch, invoice and payment updates to retailers automatically, and replies land in the same shared inbox.
How much does it cost?+
Plans start at ₹15,000 a year (Starter, one user). For a team, Growth is ₹35,000 a year for the owner plus 5 agents with the shared inbox, roles and unlimited bots. Prices exclude GST, Meta's message fees are charged at cost with zero markup, and Growth has a 14-day free trial. There is no free plan. See pricing →
Related
WhatsApp CRM
How Lead Pattern works as your CRM.
Learn more →WhatsApp for distributors
Ordering, dispatch and payment updates.
Learn more →Lead Management
Tags, fields, stages and owners.
Learn more →Shared Team Inbox
The whole team on one number.
Learn more →Pricing
From ₹15,000/year, Meta fees at zero markup.
Learn more →WhatsApp CRM for real estate
Buyer leads from enquiry to site visit to booking.
Learn more →WhatsApp CRM for education
Admission enquiries for coaching, schools and colleges.
Learn more →WhatsApp CRM for manufacturers
Dealer enquiries, quotes and orders — with SAP Business One.
Learn more →Keep every retailer followed up — try it free for 14 days.
14-day free trial · No credit card · Free WhatsApp API setup