For the prospect who messages while you're deep in client delivery
Total Ops reads every enquiry that reaches your agency across WhatsApp, email and website chat, then actions it — prospects qualified against your own fit and budget criteria, briefs gathered, packages and relevant case studies sent, discovery calls booked straight into a strategist's diary, and quiet leads followed up until they answer.
Pick an enquiry type in the diagram to see what a prospect's message triggers, which of your data it pulls, and what they get back — so your team stays on the work clients are paying for.
With Total Ops on the pipeline, prospects get answers while they still care.
Case study — Vysion Marketing
How Total Ops helped Vysion Marketing action every prospect, from first message to booked call
Vysion's strategists get their days back. Delivery runs to plan instead of around interruptions, and the calls that land in the diary are ones worth preparing for. That's freed up real time for the work that grows an agency — sharper creative, campaign reviews that happen when they should, and pitching for the kind of clients the team actually wants. Client accounts get more attention, the pipeline stays warm without anyone babysitting it, and the agency has taken on more retainers with the same headcount.
10h
of senior strategist time returned every week
Creative
work gets proper attention instead of being squeezed around inbox
Reviews
campaign reviews happen when they should, not when the inbox allows
Qualifies every enquiry against your own budget, scope and fit criteria
Every enquiry is read and qualified in your own words against the criteria you set — sector, budget range, scope and timeline — so non-fits are handled politely and real opportunities are flagged immediately.
Gathers the brief before anyone on your team reads the thread
The brief is gathered in-thread while the prospect is engaged: what they're trying to achieve, what they've tried, who else is involved and when they want to start, all attached to the conversation.
Sends the right package overview, pricing guide and case studies
The matching package overview, indicative pricing and the case studies most relevant to their sector are sent automatically, so prospects get proof at the moment they're comparing agencies.
Books discovery calls straight into the correct strategist's diary
Discovery calls are booked from live calendars with the right strategist, with agenda and prep notes sent to both sides, so nobody arrives at a call cold.
Chases quiet proposals and stalled leads on your follow-up cadence
Proposals that go quiet are followed up on your cadence with the right context and social proof, and either reopened or closed with a reason recorded — no more silent pipeline decay.
Handles routine client requests like reports, assets and status updates
Existing client requests for reports, assets, timelines and status updates are answered same-day and logged to the account, so delivery time isn't lost to inbox admin.
SECTOR BY SECTOR
Other Industries That Trust Us
Whatever you do, we learn how enquiries work in your world — then handle them exactly the way your customers expect.
Estate Agents
Ask about a listing on WhatsApp, chatbot or email, and get matched to the right property with a viewing booked in — before another agent even replies.
40% faster viewing bookings
Dental Clinics
No more phone tag. Patients get matched to the next available slot the moment they message, and it's confirmed instantly — whichever way they got in touch.
Zero missed bookings
Beauty Salons & Spas
Pricing, availability, and the booking itself — handled in one reply, whether the client messaged on WhatsApp, your chatbot, or email.
3x more bookings converted
Accountants
Chasing documents used to mean chasing people. Now reminders go out, deadlines get tracked, and every reply is logged automatically.
3x more bookings converted
Law Firms & Conveyancers
Case updates and document requests are actioned the moment they land — so nothing sits waiting for a paralegal to get to it.
50% faster case turnaround
Estate Agents
Ask about a listing on WhatsApp, chatbot or email, and get matched to the right property with a viewing booked in — before another agent even replies.
40% faster viewing bookings
Dental Clinics
No more phone tag. Patients get matched to the next available slot the moment they message, and it's confirmed instantly — whichever way they got in touch.
Zero missed bookings
Beauty Salons & Spas
Pricing, availability, and the booking itself — handled in one reply, whether the client messaged on WhatsApp, your chatbot, or email.
3x more bookings converted
Accountants
Chasing documents used to mean chasing people. Now reminders go out, deadlines get tracked, and every reply is logged automatically.
3x more bookings converted
Law Firms & Conveyancers
Case updates and document requests are actioned the moment they land — so nothing sits waiting for a paralegal to get to it.
For businesses getting a wider mix of enquiry types that need real back-and-forth, with information pulled from your systems before a reply can be actioned.
Scope at this tier
✓Bespoke build on one channel (WhatsApp, email or chatbot)
✓Integrated with your existing systems to pull live data
✓Several distinct enquiry types, each handled end to end
✓More back-and-forth before the action is complete
Add your team's monthly wage bill and the hours they lose to enquiries each week.
Per week
£665
Per month
£2,880
Per year
£34,560
That's roughly 83 working days a year on enquiry admin, at an effective £55/hour. Most of it is work we can action for you.
How we work
1Book a meeting20 minutes, no prep needed
2DiscussionWhere enquiries land and stall
3Audit of systemsInbox, CRM, diary, rate card
4DevelopmentYour actions built and tested
5Roll outLive, monitored, tuned weekly
✓ Every channel running itself
Our Partnerships
Ensuring full business coverage.
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive
Not on the list? Integration still available.
Agency FAQs
What marketing agencies ask us first
Will it quote fees on our behalf?
Only within the ranges you set. It gives indicative pricing from your own fee guide and flags anything bespoke for a strategist to price properly.
How does it decide who's a fit?
You define the criteria — sector, budget floor, scope, geography, timeline. Enquiries outside them get a courteous reply and are never booked into your calendar.
Does it just reply, like an auto-responder?
No. The brief is gathered, the case studies are sent, the call is booked and the CRM is updated. The message the prospect reads is confirmation the work is already done.
Will it sound like our agency?
It's configured on your tone, positioning and service language, so replies read like the person who normally handles new business.
Can it chase proposals for us?
Yes. It runs your follow-up sequence across email and WhatsApp until the prospect responds, then hands the live conversation to your team.
Does it work with our CRM and calendars?
It connects to the systems you already run — your CRM, Microsoft 365 or Google Workspace, WhatsApp Business and your website chat — so bookings and notes land in the real record.
What about sensitive or high-value opportunities?
Named accounts, tenders and anything above a threshold you set are escalated straight to a person with the full thread attached, never handled automatically.
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive