Quote Follow-Up Escalation: Timed WhatsApp Alerts to On-Shift Team at 30/60/120 Minutes

Problem:

When a new lead came in and no one followed up or sent the quote, nothing flagged it, so leads sat unanswered for hours and quotes went out late or not at all.

Solution:

Built a 25-step Zapier workflow fed by the email parser's lead alert webhook. After a Filter validates the alert, a Code step processes the payload, Delay Until holds execution to the check window, and a Formatter normalizes the service date before Looping by Zapier iterates the on-shift team roster so alerts only reach staff currently working. A Paths router then splits by notification type into four escalation branches: 30-minute no-follow-up, 60-minute no-follow-up, 60-minute no-quote, and 120-minute no-quote. Each branch sends the WhatsApp Business alert, marks the notification as sent in Google Sheets to prevent duplicates, and logs it to an audit sheet, with the 60-minute follow-up and 120-minute quote branches firing a second WhatsApp message to an additional escalation recipient.

Result:

No lead can sit unworked silently anymore: the on-shift team receives escalating WhatsApp alerts at 30, 60, and 120 minutes until follow-up and quote are sent, with every alert deduplicated and logged.