How Dentakay saves 270 hours every month with automated lead qualification.

Dentakay is a B2C dental tourism provider based in Istanbul, serving patients from across Europe and the United States. Their consultation and qualification process is almost entirely remote, with most first contact and follow-up handled through WhatsApp.

Leads submit their details through the website contact form, which feeds directly into Zoho CRM. From there, a trigger sends the lead to Trengo, where a WhatsApp template message is dispatched. WhatsApp then becomes the primary channel for qualification and consultation, with all replies flowing into a structured Journey funnel. As lead volume grew, this setup gave Dentakay a scalable and consistent way to qualify prospects quickly and efficiently.

‍

Challenge: WhatsApp lead qualification was manual and unstructured

WhatsApp played a central role in Dentakay’s lead qualification, but it was previously managed in a fragmented and manual way.

This created several problems:

• No central visibility across conversations due to private WhatsApp usage
• No structured qualification flow
• High manual workload for repetitive intake steps

Because qualification requires collecting dental records and medical background, the intake process is detailed and time-sensitive. Handling this manually slowed down response times and created variation in how leads were qualified. 

‍

Solution: WhatsApp lead qualification journeys and automated routing

Dentakay implemented Trengo with a focus on WhatsApp automation and lead qualification journeys. The goal was to guide every new lead through a structured intake flow and automatically route qualified prospects to the right specialist.

WhatsApp automation via API
Through WhatsApp API integration, Dentakay can automatically start and manage conversations after a lead submits a website form. Messages and templates are triggered directly from their systems, ensuring fast and consistent follow-up.

All conversations now happen in a shared environment instead of private inboxes, giving full visibility to the team.

Automated lead qualification journeys
Dentakay built automated journeys that start as soon as a lead responds on WhatsApp. These journeys guide prospects step by step through the qualification process.

The flow automatically:

• Confirms whether the contact is a new lead or an existing appointment
• Collects images of dental records
• Collects relevant medical history details
• Asks structured intake questions
• Prepares the case for specialist review

This replaces manual intake questioning and ensures every lead provides the required baseline information.

Automatic routing to the right specialist
Based on the treatment type and answers provided, the journey routes each qualified lead to the appropriate dental specialist or team. This reduces internal handover time and ensures faster expert follow-up.

FAQ handling outside qualification
Questions that are not directly related to qualification, such as general or support FAQs, are handled automatically by the AI Agent. This keeps the qualification pipeline clean and ensures specialists remain focused on high-value consultations. 

In addition, AI Agent also supports leads during the qualification process by answering practical questions (for example, what type of dental images need to be submitted or other funnel-specific requirements), ensuring prospects can move smoothly through each step without delays or manual intervention.

‍

Results: Faster qualification and scalable WhatsApp intake

Automating WhatsApp lead qualification has produced clear, measurable operational impact for Dentakay.

• 270 hours of manual work were saved per month through automated lead qualification journeys
• 5,000 automated journey runs per month, enabling high-volume lead intake without extra staff
• 20%+ of incoming questions resolved automatically by the AI Agent.

Dentakay now runs lead qualification at scale on WhatsApp with measurable efficiency gains and full process visibility.

‍