Leadflow AI: Complete Setup & Usage Guide

Stop losing leads on WhatsApp. Leadflow AI turns a simple Google Sheet into a full WhatsApp CRM with an AI chatbot that answers your customers 24/7, captures their info automatically, and lets you send mass campaigns — all without writing a single line of code.

You buy it once, paste the files, and it's yours forever. No monthly fees, no SaaS subscriptions. You only pay for what you use — the Twilio messages you send and the AI responses you generate. Most small businesses spend just a few dollars a month.

What You Get

• AI chatbot that talks to your customers on WhatsApp while you sleep
• Automatic lead capture — every new message creates a contact in your sheet
• Built-in CRM dashboard to manage all your leads, conversations, and tags
• Mass messaging campaigns — send promotions to hundreds of contacts in one click
• CSV import — bring your existing contacts in seconds
• Full data ownership — everything lives in your own Google Sheet

Before You Start

Don't have Twilio or OpenAI accounts yet? No worries — we'll walk you through creating both. It takes about 5 minutes each.

Step 1: Create a New Google Sheet

Open Google Sheets and create a blank spreadsheet. Name it "Leadflow AI" (or anything you like).

This spreadsheet will become your CRM database — all your leads, messages, and settings will live here automatically.

Step 2: Open Apps Script

In your new spreadsheet, click Extensions → Apps Script from the top menu. This opens the built-in script editor.

You'll see a default file called Code.gs — delete it. We'll replace it with the Leadflow AI files.

Step 3: Paste the Script Files

In the Apps Script editor, create the following script files by clicking the + button → Script:

That's it — 8 script files and 1 HTML file. Just copy and paste each one from the package you downloaded.

Step 4: Deploy as a Web App

1. Click Deploy → New Deployment (top right of the Apps Script editor)
2. Click the gear icon and select Web app
3. Set these options:
   • Description: Leadflow AI
   • Execute as: Me
   • Who has access: Anyone
4. Click Deploy
5. Copy the Web App URL — this is your CRM dashboard link

Google will ask you to authorize the app. Click Review Permissions, select your Google account, and click Allow.

Step 5: Add Your API Keys

You need to connect two services — Twilio (for WhatsApp) and OpenAI (for the AI chatbot).

Open your deployed web app, go to Settings, and fill in these fields:

Pro tip: Start with the cheapest available OpenAI model for your use case. Customer chat replies are short and simple, so you rarely need the flagship model. You can always switch later from the Settings page.

Step 6: Connect WhatsApp via Twilio

This is the final setup step — connecting your Twilio WhatsApp number to your CRM:

1. Go to Twilio Console → Messaging → WhatsApp Senders
2. Select your WhatsApp sender
3. Under Endpoint Configuration, paste your Web App URL followed by ?action=twilio_webhook
4. Set the HTTP method to POST
5. Save

Now every WhatsApp message your number receives will automatically appear in your CRM.

Using Your CRM

Once deployed, open your Web App URL in any browser. You'll see the Leadflow AI dashboard with demo data pre-loaded so you can explore every feature immediately.

Try it right here — this is the actual app UI. Click any tab, add a lead, send a message:

Dashboard

See your total leads, messages sent today, and campaign stats at a glance. The dashboard updates in real time as new messages come in.

AI Chat

This is where the magic happens. When a customer sends a WhatsApp message:

1. The message instantly appears in your chat panel
2. Your AI assistant reads the conversation history
3. It responds naturally — answering questions, collecting names and emails, and updating your sheet automatically
4. You can jump in anytime and take over the conversation manually

The AI replies in whatever language your customer writes in. It quietly saves contact info (name, email, company) to your leads sheet — no manual data entry needed.

Lead Management

Every WhatsApp conversation automatically creates a lead. You can:

• Filter by status — New, Contacted, Qualified, Customer
• Tag leads — VIP, Hot Lead, Enterprise, or create your own
• Add metadata — Company, role, city, or any custom field
• Import CSV — upload existing contacts with one click

Mass Campaigns

Send promotions, follow-ups, or announcements to hundreds of leads at once:

1. Create a template (pre-approved by Twilio for WhatsApp)
2. Filter your audience by tags, status, or any field
3. Preview the recipients and send

The system throttles messages automatically to respect Twilio's rate limits.

License Activation

Your purchase includes a license key sent to your email. Enter it in Settings → License to unlock unlimited leads, messages, and campaigns. Before activation, you can still use all features in demo mode (25 leads, 50 messages per day).

Frequently Asked Questions

Do I need to know how to code? No. You copy-paste files and enter API keys. That's it. If you can use Google Sheets, you can run Leadflow AI.

How much does it cost to run? The script itself is a one-time purchase. Ongoing costs are only the Twilio messages you send and the OpenAI tokens your AI replies consume. Both are pay-as-you-go and transparent — most small businesses spend just a few dollars a month. You top up Twilio and OpenAI directly; we never touch your payment info.

Can the AI handle multiple languages? Yes. The AI automatically responds in whatever language the customer writes in — English, Spanish, Arabic, Turkish, or any other language.

What happens if I want custom features? Upgrade to our Managed plan and we'll set everything up for you, or choose Custom Build for fully tailored features like API integrations, custom dashboards, or workflow automations.

Is my data safe? All data stays in your own Google Sheet — we never see or store any of your customer information. You have full ownership and control.