Service · Sales department

We build your sales team, so leads from the ads turn into deals

For developers, agencies and clinics abroad. We audit how your team handles leads, set roles, help you hire and onboard managers, write scripts, set CRM rules and KPIs, and check every deal with wote.sales. The managers stay on your payroll: we build the system they work in

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5
English case studies where we worked with the client sales team
≈$1.44M
in sales on a $24,200 budget · Andaman City
48h
to first impressions after media plan approval
Updated 20 October 2026 · Author:
When

When is it time to build or rebuild the sales team?

Most owners come to us saying the ads bring junk leads. In the audit we often find that the leads are fine and they are lost after the form: a call back the next day, no message on WhatsApp, a deal closed with no reason. If two of the signs below sound familiar, the team needs rebuilding

One person sells, or the owner does

It works while leads are few. Once the ads bring a steady flow, one manager cannot call everyone back within minutes, and follow-ups stop altogether

The CRM is kept for the report

Deals are moved at the end of the week, rejection reasons are empty, many cards have no next task. From a CRM like that you cannot tell which ad channel brings money

Nobody listens to the calls

The head of sales learns about problems from clients or from falling revenue. What managers actually say on the first call, nobody knows

You are growing or entering a new market

A new language group, city or product needs new roles and scenarios. A team built for one flow of buyers will not carry another without changes

If you already have a strong head of sales, a working CRM and regular call reviews, a full rebuild is not needed. Then quality control and support are enough, and that is where we start

Audit

Where the work starts: a two-week sales audit

For the first two weeks we change nothing and watch. The owner gets a document with the diagnosis: where leads are lost, what to fix first and what to leave alone

  1. The CRM funnel
    We export recent deals: how many leads reached qualification, a viewing or consultation, an offer and payment. We find the stage with the biggest drop, and which managers and channels it happens on
  2. Call recordings and chats
    We listen to calls and read WhatsApp and Telegram chats: does the manager ask the qualifying questions, close the conversation on a next step, answer "too expensive" and "I will think about it"
  3. Response speed
    Time from lead to first contact per manager, in and outside working hours. The target is 5 minutes in working hours: in the 2007 lead response study by Oldroyd (MIT) and InsideSales the odds of reaching a lead called within 5 minutes were 100 times higher than at 30 minutes
  4. Rejection reasons
    We go through closed deals: is the reason filled in, and does it match what the recording says. "Not answering" often means two calls in one day and silence after that
Structure

Which roles a developer, agency or clinic needs

A developer, an agency and a clinic are organised differently, but the roles repeat. We split them so that no lead waits while a manager finishes a viewing

First response and qualification

Answers the lead within minutes, asks 3-5 questions (budget, timing, purpose), filters out non-buyers and passes qualified leads on. At night and on weekends part of this role can go to an AI assistant in the messengers: see AI automation

Sales managers by language and segment

They take a qualified buyer to the deal: viewing or consultation, offer, objections, closing. Each has a clear zone: a language group, a product or a price segment

Head of sales

Owns the plan, call reviews, training and CRM discipline. If there is no head of sales yet, the owner or commercial director takes this role at first, and we give them the tools and the reviews

Roles for your niche

A developer or real estate agency needs someone for online viewings and transaction support for buyers who are not in the country. A medical travel clinic needs the front desk separated from the manager who sells treatment plans

Hiring

Hiring and onboarding without losing the first two months

We are not a recruitment agency and do not search for people on your behalf. We make sure the manager you hire starts selling fast and by your rules

  • Candidate profile. Built for your niche and ticket: experience with long or short deals, languages, CRM habits, readiness to call as well as chat
  • Test task. A short role-play call about your product and a review of a real client chat. You see how the candidate asks questions and holds the next step
  • First two weeks. One week on the product, script and CRM, then live leads with a daily call review. Without it a new manager copies the habits of the person at the next desk
  • Knowledge base. Answers to frequent questions, prices, payment plans, objections. A new manager finds the answer there instead of pulling the head of sales away
Scripts

Scripts people actually use

Nobody reads a 40-page script. We write short scenarios for the key moments of the deal and check them against call recordings

First contact

Who is calling, why, one question about the request. If the call is not answered, a message on WhatsApp or Telegram goes right away with the same question, so the buyer replies when free

Qualification

Budget, timing, purpose, who decides. At IBG Property a qualified lead meant a genuine request, a budget from $100K and readiness to place a deposit within three months

Objections

We collect objections from your own recordings: "too expensive", "I will think", "comparing with another project", "not now". Each gets a short answer and a question that brings the buyer back to the next step

Follow-up in messengers

A sequence for buyers who went quiet: a reminder, a useful material or case, a question whether it is still relevant. Short messages, one question at a time

CRM

CRM rules we fix in writing

We work in Kommo (amoCRM), Bitrix24, HubSpot or Pipedrive. The system matters less than the rules inside it. Below is how our own lead handling rulebook works (owner: Vladislav Marfin, Commercial Director); we rewrite it for your niche and keep the logic

Stages for your deal

From "new lead" and "qualified" to "viewing done", "offer" and "payment". Each stage has a condition for moving on that is visible in the card

Required fields

Without budget, purpose, country and contact role a deal cannot move to "qualified". That is how channel reports start counting qualified leads instead of form fills

Rejection reasons

We use ten: wrong company, wrong contact, spam, duplicate, not answering, no budget and others. A reason is always chosen, otherwise losses cannot be counted

5 touches in 7-10 days, then HOLD

"Not answering" is set only after at least 5 touches over 7-10 days. If a buyer postpones, the deal goes to HOLD with a reason and the date of the next contact, not to rejected

The main rule: every deal has a task with the date of the next action, and there are no overdue tasks. The head of sales checks it every day

KPIs

KPIs and pay plans for managers

Revenue stays in the KPIs, but revenue alone does not show what to fix. We add process metrics a manager can change this week

First-response speed

Median per manager and share of leads answered within 5 minutes in working hours. Night and weekend leads are counted separately

Contact rate

How many leads reached a live conversation or a reply in a messenger. A low rate more often points to call timing than to lead quality

Stage conversion

Lead, qualification, viewing or consultation, offer, payment. Managers are compared on the same flow of leads

Pay is built around your ticket and deal cycle: a progressive scale so that 130% of plan pays better than 100%, bonuses for repeat sales, and team KPIs that tie sales to marketing

Quality control

Quality control of every deal, not a sample of calls

A rulebook without control lasts about a month. We put control on two levels: a check of every deal in the CRM and a review of conversations

  • wote.sales connects to your CRM with read-only access and re-checks every deal every 15 minutes: first-response speed, qualification fields, next step, stalled chats
  • By 08:30 the head of sales gets the list of red deals in Telegram; on Friday, a breakdown per manager
  • AI transcribes and scores calls and reads chats, and explains what went wrong: no budget question, no next step, an objection answered off-script
  • Our quality control team reviews a sample of calls against a checklist and runs reviews with your head of sales and managers

Read-only means the system never writes to your clients and never moves your funnel. The data stays in your CRM

Ads

Why a performance agency works on your sales team

For us the sales team is the second half of the ads. When deal stages in the CRM are clean, they go back to Meta and Google, and the platforms start looking for people who reach a viewing and a payment, not people who leave a phone number easily. How this works is on the end-to-end analytics page

Quality control data helps the ads too: if leads from a channel are not handled on time, it shows before the channel is declared "not working". On Laguna the ads learned from closed deals while we trained the agencies sales teams, and the project passed 50 deals at under $1,500 per deal on properties from $500,000

Timeline

How long it takes

  1. Weeks 1-2: audit
    Funnel, recordings, response speed, rejection reasons. A document with the diagnosis and priorities
  2. Weeks 2-4: critical fixes
    First-response target, required fields and tasks in the CRM, first version of the scripts, quality control connected. First effects in weeks 3-4: faster first contact, order in the CRM, a base of recordings to review
  3. Months 2-3: roles, hiring, training
    Roles, hiring of missing people, onboarding, pay plans. Stage conversion moves in months 2-3, when the CRM has data and the ads receive deal stages
  4. Months 3-6: steady growth
    Weekly control, a monthly review with the head of sales and the owner, scripts and KPIs revised
Case studies

Five cases where work with the sales team changed the result

In each project we ran the ads and worked with the client sales team at the same time, so the numbers belong to the whole system. Every figure comes from the published case study

Developer · Phuket

Andaman City: One manager without a process, rebuilt into a team with sales QA

The developer came to us after about 15 agencies. Sales was one manager with late replies, no follow-up sequence and a chaotic contact base. At our recommendation the client hired a second manager; we wrote the processes, set a follow-up cadence, rebuilt the contact cards and ran training calls. Since the autumn update every inquiry goes through sales QA.

1,287inquiries since the start
5deals
≈$1.44Min sales since the start
$24,200ad budget since the start
Read the Andaman City case study →
Medical travel · Los Cabos

Euro Dental: A CRM that existed only on paper, now with stages and weekly training

A dental clinic serving patients from the US and Canada. The CRM formally existed but nobody used it. Our commercial director set up the funnel stages and runs weekly training calls with the clinic managers, while the ads moved to optimizing on qualified leads.

87qualified leads
$20per qualified lead
45%lead to qualified rate
from $4,000average treatment value
Read the Euro Dental case study →
Agency · Phuket

Good Karma Investment Co: From no CRM and two overloaded managers to four managers in Kommo

An agency selling property from $300K. At the start there was no CRM and two managers could not keep up with inbound. We implemented Kommo CRM with clear lead statuses, fed offline conversions back to Meta and helped the client grow the team from two managers to four.

$3,800ad budget
382leads
152qualified leads
6deals
Read the Good Karma Investment Co case study →
Premium property · Phuket

Laguna, Phuket: Agency sales teams trained from scratch, ads trained on closed deals

Laguna properties from $500,000 sold through several agencies. We trained the agencies sales teams and structured their work from first contact to supporting the transaction; deal data went back into the ad algorithms.

50+deals over the period
under $1,500cost per deal
from $500Kproperty price
4language groups
Read the Laguna, Phuket case study →
Developer via agencies · Phuket

The Title: One touch standard for every agency that sells the property

We run traffic for several agencies selling The Title properties. We wrote their standards for the number, format and timing of touches and trained the sales desks to work leads by that system.

7+deals a month
8 monthsin a row
$100,000ad budget spent
60+deals over the period
Read the The Title case study →

See all English case studies

Scope

What we do and what we do not do

What we do

Audit, roles, hiring profile and test task, onboarding, scripts, CRM stages and rules, KPIs and pay plans, quality control through wote.sales and reviews, deal stages back to the ads. Small changes every week instead of a thick report at the end

What we do not do

We do not rent out our own sales reps and do not sell on your behalf: the team stays yours, the people are on your payroll. We do not act as an outsourced head of sales in day-to-day management and do not recruit like a staffing agency

Our fee starts at $750 a month and is fixed after the audit: it depends on the number of managers, the state of the CRM and the volume of reviews. wote.sales is billed separately under its own plans. See pricing

FAQ

Questions about building a sales team

Short answers about budgets, timelines, reporting and how we work. If your question is not here, write to us: we reply within 1-2 hours during working hours

Ask your question
Do you provide your own sales managers?
No. We do not rent out sales reps and do not sell on your behalf. We build your own team: roles, hiring profile and test task, onboarding, scripts, CRM rules, KPIs and quality control. The managers stay on your payroll and the system stays with you after we finish
Where does the work start?
With a two-week audit, during which we change nothing. We export the CRM funnel, listen to calls, read WhatsApp and Telegram chats, measure time to first contact per manager and check rejection reasons. You get a document with the diagnosis: where leads are lost and what to fix first
Do you recruit managers for us?
We are not a recruitment agency. We write the candidate profile for your niche and ticket, prepare a role-play test task, can join the first screening, and run onboarding for the first two weeks with daily call reviews. The search and the hiring decision are yours
Which CRM do you work with?
Kommo (amoCRM), Bitrix24, HubSpot, Pipedrive and others. The system matters less than the rules inside it: stages with clear conditions, required qualification fields, a rejection reason on every closed deal, and a next task with a date on every open one
How do you control the quality of the sales team?
wote.sales connects to your CRM with read-only access and re-checks every deal every 15 minutes: first-response speed, qualification fields, next step, stalled chats. By 08:30 the head of sales gets the red deals in Telegram, on Friday a breakdown per manager. AI scores calls and reads chats, and our quality control team reviews a sample with your head of sales
How soon will we see a difference?
First effects usually show in weeks 3-4: faster first contact, order in the CRM, recordings to review. Conversion between stages moves in months 2-3, once the CRM has data and the ads receive deal stages
How much does it cost?
Our fee starts at $750 a month and is fixed after the audit: it depends on the number of managers, the state of the CRM and the volume of reviews. wote.sales is billed separately under its own plans
Related

Related pages

Next step

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A free 40-minute call: where your leads are lost, how fast the team answers, what the CRM shows, and a plan by stages. No obligation

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