Trello Whatsapp Automation
Automatically follow up on proposals via WhatsApp whenever a Trello card moves. Keep negotiations active, your team aligned, and deals progressing.
Why This Workflow Matters
This workflow helps you stay on top of every negotiation without constant manual checking. As deals move through your Trello board, customers receive a friendly WhatsApp check‑in and your team gets a clear task to follow up.
You stay organized, respond faster, and gently guide more deals toward a “yes,” all while saving time and energy.
How The Automation Works
- Trigger: Card moved
Whenever a deal card is moved to a specific list or stage in Trello, this automation starts.
- ActiveCampaign actions: Tag negotiation, webhook
ActiveCampaign automatically adds a “negotiation” tag to the contact so you can track deals at this stage. A webhook connects your Trello update to this automation flow.
- WhatsApp message sent:
The contact receives a WhatsApp message:
“Hi {{name}}, checking in on your proposal. Any questions?”
This keeps the conversation warm and encourages a quick reply.
- Follow-up steps: Assign task
A follow‑up task is assigned to your team so someone is clearly responsible for the next step in the negotiation.
- Goal / KPI: Deal progression
The main goal is simple: move deals forwardfrom proposal to won, with clear communication and structured follow‑up.
Automation Table
| Step | What Happens | Why It Matters |
|---|---|---|
| 1 | A Trello card for a deal is moved to a key stage (e.g., Proposal, Negotiation). | Every time a deal advances in your pipeline, the system reacts automatically. |
| 2 | A webhook sends the card movement event into ActiveCampaign. | Connects your Trello activity with your marketing and sales automation. |
| 3 | ActiveCampaign tags the contact with “negotiation”. | Lets you easily segment and track all deals currently in negotiation. |
| 4 | A WhatsApp message is sent: “Hi {{name}}, checking in on your proposal. Any questions?” | Gives the customer a direct, friendly nudge to respond and move the deal forward. |
| 5 | The conversation can continue in WhatsApp based on the customer’s reply. | Builds trust and reduces friction by communicating where customers already are. |
| 6 | A follow‑up task is assigned to the responsible team member. | Ensures no deal is forgotten and every opportunity has a clear owner. |
| 7 | The team member completes the task and updates the Trello card again. | Keeps your pipeline accurate and up to date with real‑time actions. |
| 8 | You monitor deal progression and optimize follow‑ups over time. | Helps you close more deals and refine your process based on what works. |
SMS Message Variations
Original:
“Hi {{name}}, checking in on your proposal. Any questions?”
Template‑friendly variations:
- Hi {{name}}, just checking in on the proposal we shared. Do you have any questions or need more details?
- Hi {{name}}, hope you’re well. I’m following up on your proposal would you like to discuss anything before deciding?
- Hi {{name}}, thanks again for considering our proposal. Is there anything I can clarify or adjust for you?
Who This Workflow is For
This workflow is ideal for:
- B2B service providers (agencies, consultants, IT services) managing proposals and negotiations in Trello.
- SaaS and software companies that send quotes, pilots, or custom plans and need timely follow‑ups.
- Real estate, mortgage, and financial advisors who move clients through stages like inquiry, proposal, and negotiation.
- Manufacturers, distributors, and wholesalers managing bulk order or contract negotiations.
- Freelancers and small studios (design, marketing, development) who track client projects and proposals in Trello.
Any business that uses Trello to track deals and wants consistent, personal WhatsApp follow‑ups to improve deal progression will benefit from this automation.
