Ciaoflow is a lead follow-up automation platform. It captures leads from email, web forms, Facebook Lead Ads, and Instagram or Facebook DMs and comments, then automatically sends personalized first messages via WhatsApp, Instagram, Messenger, and email — powered by AI.

Ciaoflow is lightweight CRM automation built for inbound lead response. It tracks leads through a visual pipeline, logs conversations, and manages follow-up status — without the complexity of a full CRM.

How does Ciaoflow send WhatsApp messages automatically?

Ciaoflow connects to your WhatsApp account via a secure QR code scan. Once connected, it automatically sends your personalized message template whenever a new lead is captured — no Business API required.

Does Ciaoflow use AI to personalize lead messages?

Yes. Ciaoflow uses GPT-4o to rewrite your message template using the lead's name, interests, and source data. This AI lead nurturing makes every outreach feel personal — even at scale.

What lead sources does Ciaoflow support?

Ciaoflow supports email parsing (Gmail, Outlook, IMAP), hosted web forms, Facebook Lead Ads, incoming Instagram and Facebook Messenger DMs, and comment-to-DM triggers on Facebook and Instagram posts. Outbound Zapier, Make, and webhook integrations push lead data and conversation history to your CRM.

How fast does Ciaoflow respond to new leads?

Ciaoflow's lead response automation sends the first message within 30 seconds of a lead being captured — 24/7, automatically.

Is Ciaoflow free to try?

Yes. Ciaoflow offers a free plan for up to 10 leads per month, including WhatsApp auto-reply. No credit card required.

Ciaoflow is an AI lead response automation tool for service businesses. It captures inbound leads from email, API, and Meta channels (paid plans) and automatically sends a personalized first message on WhatsApp or email within seconds — 24/7, set up in about 15 minutes.

What lead sources does Ciaoflow support?

Live today: email lead intake from Gmail, Outlook or any IMAP mailbox — point your website form notifications at Ciaoflow and every enquiry becomes a lead. Also available: REST API intake and Meta Lead Ads / social channels on paid plans.

How does the WhatsApp automation work?

You connect WhatsApp with a QR code scan — a linked device on your number, not the official WhatsApp Business API. Ciaoflow then sends your first message when new leads arrive, with built-in send pacing. We show a full risk disclaimer before you connect; use a dedicated business number.

Can Ciaoflow book appointments?

Not by itself — and that is deliberate. Ciaoflow answers instantly and shares your booking link (Calendly, your website, any tool) at the right moment, so leads book themselves in the system you already use. For bigger requests it can notify your team to call the lead back.

How does the AI personalization work?

Ciaoflow uses a leading AI model to rewrite your message template with the lead’s name, interests and source, in your tone of voice and language. You configure it once and can turn it on or off per flow.

Ciaoflow is lead response automation with lightweight CRM features built in: a visual lead pipeline (New, Contacted, Converted), conversation history and follow-up status — without enterprise CRM complexity.

Which businesses is Ciaoflow for?

Any service business with inbound leads: travel agencies, real estate, coaches, consultants, fitness and yoga studios, clinics and agencies. If you copy-paste WhatsApp replies or forward form emails by hand, Ciaoflow saves hours and answers faster.

Is my data safe with Ciaoflow?

Yes. Lead data lives in an isolated multi-tenant architecture, mailbox credentials are encrypted at rest, and you retain full ownership — export or delete your data anytime.

Gmail

Instagram

Messenger

in 23 seconds

Say Ciao to Your Leads in Seconds

A lead comes in via Gmail or your mailbox — or soon from a Meta Ad or social DM on Instagram and Facebook. Ciaoflow writes a warm first message and sends it on WhatsApp or email — automatically, in seconds.

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4.9/5 from early users

Ciaoflow AI

Trained on your business

via Instagram

What Ciaoflow does

Three jobs. Fully handled.

Everything Ciaoflow does falls into three moves — capture, answer, close.

Job 1

Capture every lead

Email, lead ad, or a DM at midnight — every enquiry lands in Ciaoflow as a lead profile, automatically.

GmailOutlookIMAPMeta Lead AdsInstagram

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Job 2

Answer instantly, in your voice

Within seconds the AI writes a personal first reply — your tone, your prices, your booking link — and sends it on the lead's channel.

WhatsAppEmailIG DMMessenger

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Job 3

Track and close

Every conversation becomes a tracked lead — watch it move from new to converted, and get pinged the moment it's your turn to step in.

PipelineConversation historyZapier / Make

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See all features in action

Why it matters

Speed is the only sales advantage that matters

Same lead, same message, one clock. One business waits for a manual reply — the other answers in under 30 seconds.

time since the lead messaged

With Ciaoflow

LenaInstagram

“Hi! Space for 6 on Saturday?”

Answered · booking link sent

Without Ciaoflow

LenaInstagram

“Hi! Space for 6 on Saturday?”

Lead booked the competitor

of buyers choose the vendor that responds first

Harvard Business Review

0×

more likely to qualify a lead contacted within 5 minutes vs 30

Lead-response research

AI that learns your business

Messages that feel human

AI reads your lead's context — name, source, interests — and rewrites your template into a warm, personal first message, every time.

AI Assistant · Settings

Answers trained on your website

ciaoyoga-studio.comSynced

Prices, schedule and FAQs are read from your real pages.

Tone of voice

Language

Use my real prices & hours

Set once — always on

Attach my booking link

Set once — always on

Saved automatically

One click here — every future reply follows

Live previewNew Lead

Sara B. · Web Form

Hi! Do you have yoga classes for beginners? I'd love some info.

Ciaoflow AI

Hey Sara! Saw you're interested in our yoga classes — our beginner mornings would suit you perfectly. Want to try a class this week?

Book a trial class

studio-sara.com/book

Train it once — tone, language, facts. Every lead gets the right reply automatically.

Configure your AI assistant in minutes

Set your brand voice, tone, language, and business context once. Ciaoflow's AI handles the rest, consistently, for every lead.

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Everything you need

Leads in. Answers out.

One flow sums it up: leads arrive from anywhere, one AI writes the first reply, and it goes out on the channel the lead already uses.

Leads come in

Email · Gmail, Outlook, IMAP

Meta Lead Ads

IG & FB DMs

Comment-to-DM

One AI, trained on you

Ciaoflow

Reads every lead
Knows your prices & hours
Writes in your tone
Attaches your booking link

Answers go out

IG DM

Messenger

LiveEarly access

Lead pipelineConversation historyTeam seatsWebhooks (Starter+)

Explore all features

Works with your existing stack

Gmail

Instagramearly access

Messengerearly access

Meta Adsearly access

Outlook

Mailgun

OpenAI

Zapiersoon

Makesoon

Gregor — Founder, Ciaoflow

I built Ciaoflow because I kept watching businesses lose good leads simply by answering too late. We're early — which means you get the product and hands-on setup from me personally. And if it doesn't save you time within two weeks, tell me and I'll fix it.

— Gregor

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Simple pricing