For architects and engineers who need to manage projects and clients in an organized way, Papo offers an integrated set of modules that centralize proposals, scheduling, tracking of construction stages, and communication via WhatsApp. With Kanban, you visualize each project as a sales and execution funnel, while the Projects module organizes tasks and deliverables. All connected to the same WhatsApp number your clients already use.
Solution summary for architects and engineers
| Step | Action in Papo | Benefit for the professional |
|---|---|---|
| 1. Centralize communication | Connect professional WhatsApp as a single inbox | All conversations with clients, suppliers, and team are in the same panel, without losing history |
| 2. Manage proposals and negotiations | Create a funnel in Kanban with stages like "Lead", "Proposal sent", "Closed" | Visualize the pipeline of new projects and move cards as the negotiation progresses |
| 3. Schedule meetings and visits | Use the Services module to offer time slots and schedule via WhatsApp | Clients choose times without switching apps, and AI confirms automatically |
| 4. Track construction stages | Create a project for each construction with status columns (e.g., "Design", "Approval", "Execution", "Completed") | Tasks, deadlines, and assignees visible to the whole team, with real-time updates |
| 5. Send status updates | Use automatic or manual messages via WhatsApp directly from the card or project | Clients receive photos, progress reports, and reminders without leaving the platform |
How it works in practice
1. Connect your WhatsApp and centralize communication
The first step is to connect the WhatsApp number you use professionally to Papo. Inside the platform, go to Settings → Inboxes, choose the WhatsApp channel, and follow Meta's official connection process. From then on, all messages from clients, contractors, and suppliers enter a single queue, organized by conversation. You no longer need to switch between WhatsApp Web and other applications.
2. Organize proposals with Kanban
Create a sales funnel in the Kanban module to manage your project opportunities. The stages can be adapted to your flow: "Lead", "Technical visit", "Proposal sent", "Negotiation", "Closed". Each client becomes a card, which you drag between columns as the conversation progresses. Inside the card, you can add items (products/services) that sum up the total proposal value, record notes, and keep the entire interaction history linked to the contact.
3. Schedule meetings and technical visits without leaving WhatsApp
With the Services module, you register services (e.g., "Initial meeting", "Site visit") and available time slots. When a client asks for a time, Papo's AI can suggest options and create the appointment automatically, syncing with your calendar. This eliminates back-and-forth messages to find a common time and reduces the risk of forgetfulness.
4. Track each construction as a project
For each closed construction, create a Project in the corresponding module. The default structure already comes with columns like "Pending", "In progress", and "Completed", but you can rename them to reflect the actual phases: "Executive design", "Legal approval", "Execution", "Finishing", "Delivery". Within each column, add tasks with title, description, priority, and deadline. Assign each task to a team member (engineer, intern, collaborating architect) and track progress visually.
5. Send status updates via WhatsApp
From the Kanban card or the project, you can send messages directly to the client via WhatsApp. For example, when moving a card to the "Execution" stage, you can trigger an automatic message informing that the construction has started. Or, when completing a task in the project, send a photo of the progress. Papo keeps the complete conversation history, so no information is lost.
Who is this solution for
- Freelance architects who manage multiple residential or commercial projects.
- Architecture firms with teams that need to distribute tasks and track deadlines.
- Civil engineers who coordinate constructions and need quick communication with clients and suppliers.
- Professionals who already use WhatsApp as their main channel and want to professionalize customer service without losing agility.
Frequently asked questions
Can I have one funnel for proposals and another for construction execution?
Yes. You can create as many funnels as you want in Kanban. One funnel can be dedicated only to prospecting and negotiation, while another tracks the construction stages after closing. Just create a new funnel and define the appropriate columns.
How does my team access only the projects that concern them?
Using the Teams module, you can create teams by construction or project type and assign specific agents. This way, each collaborator sees only the cards and projects within their scope, maintaining confidentiality between clients.
Does Papo allow sending photos and construction documents via WhatsApp?
Yes. Through the integrated chat, you can send images, PDF files, and other documents directly to the client, and all content is recorded in the conversation history, accessible at any time.
Is it possible to automate payment or stage delivery reminders?
Yes. With the automations in the Synapse module, you can schedule automatic messages when a card reaches a certain stage or when a task is nearing its deadline. For example, when moving a card to "Project completed", a payment reminder can be triggered.
Do I need technical knowledge to set up these flows?
No. The interface is visual and intuitive. Creating a funnel, a project, or a basic automation takes just a few minutes. Papo also offers a help center and support to assist with initial setup.
Can I use the same WhatsApp number I already have?
Yes. The connection is made via the official WhatsApp Business API, and you keep your existing number. During setup, Papo guides you step by step so as not to interrupt your current service.
Read also
- How to use the Projects module to plan tasks and internal projects
- How to create and configure a sales funnel in Kanban from scratch
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