Turn Portfolio DMs Into Signed Retainers
A results post on Instagram brings in leads who all ask the same first questions about packages and pricing before they'll book a call.
Reflys qualifies them in chat and keeps existing retainer clients updated between monthly reports, so account managers aren't answering the same message twice.
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Where agency
leads get stuck
“Do you have case studies in our industry?” comes up before every retainer conversation can start
Qualifying whether a lead's budget matches your services takes a call you didn't need to have
Retainer clients ask for a status update between the scheduled monthly reports
Client and campaign data live in the agency CRM, separate from wherever the actual client conversation is happening
Onboarding a new retainer client means collecting the same brand and access information every single time
A lead who goes quiet after the first message rarely gets a structured follow-up
From Portfolio DM to Signed Retainer
Lead Qualification Flow
Captures budget, services, and timeline before a call gets booked.
Client Onboarding Flow
New retainer clients submit brand and access details in one chat flow.
Status Update Broadcasts
Scheduled check-ins between formal reports, without an account manager typing each one.
CRM Integration
Connects to your client CRM via API or webhook, configured directly into your automations — reads client and campaign data and writes new leads and status updates back in parallel, so nothing's entered twice.
Where Agency Conversations Happen
Instagram DM for new-business inquiries from case-study and results posts; WhatsApp for onboarding and ongoing retainer-client communication.
Catch Leads From Your Results Posts
Instagram DM picks up new-business inquiries from case-study and results posts.
Best for:
- New-business inquiries
- Lead qualification
Keep Retainer Clients in the Loop
WhatsApp carries onboarding and ongoing retainer-client communication between reports.
Best for:
- Client onboarding
- Status updates
How to Qualify Agency Leads and Onboard Clients Without Extra Calls
Most agencies lose time in two places. The first is the discovery call with a lead who was never a fit. The second is the week after a client signs, when the account manager chases logins, brand files and approvals one message at a time.
Both problems come from the same gap. The questions you need answered are always the same, but you ask them by hand every time. Fixing that starts before any tool is involved:
How to fix it
Write down your fit criteria
Pick the three things that decide whether a lead is worth a call. For most agencies that is budget range, the services they want, and when they want to start.
Ask those questions in the first reply, not on the call
A lead who answers them in DM is already more serious than one who only says “how much?”
Turn onboarding into one checklist
List every item you collect from a new client: brand guide, logo files, ad account access, approval contact. Send it as one request instead of six.
Set a rhythm for updates between reports
Retainer clients rarely complain about the monthly report. They complain about the silence in between. A short scheduled check-in fixes most of that.
Follow up once, on a set day
A lead who goes quiet after the first message often just got busy. One structured nudge brings many back.
Reflys runs this process inside Instagram DM and WhatsApp. The lead qualification flow asks your fit questions, the onboarding flow collects client details in one chat, and status broadcasts go out between reports. Your account managers step in only when a real conversation is needed.
Questions? We've got answers.
Everything you need to know about Reflys, automations, integrations, and getting started.
Yes — the intake flow captures budget range, services needed, and timeline, so your team only books calls with leads worth having.
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