A CRM for importers and exporters, on WhatsApp
Every inquiry captured, answered in seconds, qualified, quoted and followed up, then tracked through shipment and payment. We build it around how your trade desk already works.
- Live in about 7–14 days
- You own your data
- No per-seat pricing
- No lock-in
The pipeline
From first message to shipped, without anything slipping
Sample inquiries moving through an export pipeline, with the system's activity alongside. Each move is something your team would otherwise do by hand.
What the system did
- WhatsApp inquiry received. Buyer asked for a CIF quote.
- Asked quantity, packing, destination port and payment terms.
- Answers logged. Lead tagged Hot and owner assigned.
- Quote drafted from your rate card and sent for approval.
What it handles
Six jobs that eat a trade desk's day
Most builds combine these. We design them around your rules, wording and exceptions, not a template.
One inbox for every inquiry
WhatsApp, email, website forms and the B2B portals you use land in one pipeline, with source, product, quantity and destination captured against each buyer.
Instant, on-brand first reply
An AI agent answers in seconds on the official WhatsApp Business API, asks your qualifying questions (product, quantity, port, Incoterm, payment terms) and hands the serious buyers to your team.
Quotes and proformas that get chased
Quote and proforma documents sent at the right step and followed up on a schedule you set. The sequence stops the moment the buyer replies.
Shipment milestones, sent for you
Booking confirmed, goods stuffed, vessel sailed, documents couriered: milestone updates go to the buyer without anyone typing them.
Payment reminders without awkward calls
Advance and balance payment reminders on a schedule, with the CRM updated when money arrives.
Buyer-wise history and repeat orders
Every conversation, quote and shipment against the buyer, plus nudges for buyers who've bought once and gone quiet.
The first reply
The first useful answer shapes the whole conversation
Buyers message several suppliers at once. The agent replies in seconds in your words, collects what you need to quote and logs it, while your team sleeps or sits in a meeting.
- Inquiry fields built for trade: HSN or product, quantity, destination port, Incoterm, payment terms, certifications needed
- Multi-currency quotes and a clear owner and deadline against every open quote
- Sample tracking: requested, dispatched, feedback received
- Time-zone-aware follow-ups, so a buyer in Dubai or Frankfurt isn't messaged at 3 a.m.
- Hand-off to a person with the full chat history whenever the AI shouldn't answer
- A weekly owner summary: new inquiries, open quotes, shipments in transit, payments due
Hi, I'm looking for 20 tonnes of 1121 basmati rice. Can you quote CIF Jebel Ali?
09:02Hello, thanks for reaching out. To quote accurately I need three things: the packing size, your target delivery month and your preferred payment terms (LC, advance or D/A).
09:0225 kg PP bags, December delivery, LC at sight.
09:04Noted, thank you. I've passed this to our export desk with your requirements. A team member will send the CIF quote and spec sheet shortly. Meanwhile, here is our company profile.
Company profile and certificates.pdf09:04
Integrations
Keep your tools. We connect them.
No rip-and-replace. The CRM reads from and writes to what your team already uses.
Built into every system
Run on Orbixel's own stack, no extra subscription.
- WhatsApp Business API (official)
- AI voice calling
- Orbixel AI CRM
- Website forms
- Email alerts (Gmail, Outlook)
- Founder dashboard
Lead sources
Every enquiry lands in one pipeline with its source attached.
- Meta lead forms
- Google Ads lead forms
- Google Business Profile
- 99acres
- MagicBricks
- Housing.com
Business tools
Read from or write to the tools your team already uses.
- Google Calendar
- Google Sheets
- Razorpay
- Shopify
- WooCommerce
Your existing CRM or software
Connected through its API, webhooks or exports, or migrated into the AI CRM.
- Zoho CRM
- HubSpot
- Clinic, hotel or ERP software with an API or export
Portal and third-party connections depend on what each tool allows (API, webhook, lead feed or export). We confirm feasibility in writing before you pay, and tell you up front if something can't be connected. Names are trademarks of their owners; no partnership implied.
How a build works
From a messy inbox to a running pipeline
- 01 · Day 0
Free mapping call
Walk us through how an inquiry becomes a shipment today, including the messy parts.
- 02 · 1–2 days
Written blueprint
Every trigger, step and integration on one page. Nothing is built until you approve it.
- 03 · Days
Build and test
We build, then run your real inquiries and edge cases through it before go-live.
- 04 · Go-live
Go live and hand over
We switch it on, watch the first days closely and show your team the parts they use.
- 05 · Ongoing
Run and improve
We monitor and adjust as your process changes. Support Mon–Sat, 9am–7pm IST.
You own it
Your data and your accounts, including your WhatsApp Business number, stay yours. No per-seat pricing, no long-term lock-in.
Nothing fails silently
Every action is logged. Failed messages are retried and you're alerted, and anything the AI shouldn't handle goes to a person with the full history.
Feasibility in writing
We confirm in writing that your sources and tools can be connected before you pay, and tell you up front if one can't.
Closest client result
What faster first replies did for a freight company
Our nearest comparison is a logistics company that handles quote requests on WhatsApp, much like a trade desk handles buyer inquiries.
The result is specific to that client's volume, process and team. It isn't a forecast or a guarantee for your business.
Request pricing
Tell us how inquiries reach you. We'll scope the CRM.
Two short steps. A person reads every request and replies within one working day with questions and a scoped quote.
- Pricing is by request, based on inquiry volume, team and integrations
- Feasibility of every integration confirmed in writing
- Prefer to talk? Message us on WhatsApp instead
Trade CRM: questions answered
What is a CRM for importers and exporters?
A system that records every buyer or supplier inquiry and carries it through to payment: first reply, qualification, quote, proforma invoice, order, shipment milestones and payment follow-ups. A trade CRM tracks counterparties, products, Incoterms and shipments, not just contacts and deals.
How does the WhatsApp automation work for trade inquiries?
On the official WhatsApp Business API, an AI agent answers in your approved words within seconds, asks your qualifying questions (product, quantity, destination, Incoterm, timeline), logs the answers in the CRM and hands serious buyers to your team with the full chat history. Follow-ups stop the moment the buyer replies.
Which tools and inquiry sources can it connect to?
WhatsApp, email and website forms as standard. Marketplaces such as IndiaMART, TradeIndia and Alibaba, and tools such as Google Sheets, Zoho or HubSpot, can usually be connected when they offer an API, webhooks, lead emails or exports. We confirm feasibility in writing before you pay.
Can it send quotes and proforma invoices?
It can send quote and proforma documents at the right step and chase them on a schedule you set. The content of a quote, including price, Incoterm and validity, comes from your rules or a person on your team, so nothing is quoted that you haven't approved.
Who owns the data?
You do. Your data and your accounts, including your WhatsApp Business number, stay yours. There is no per-seat pricing and no long-term lock-in.
How is this different from Zoho, HubSpot or a WhatsApp tool like WATI?
Those are self-serve platforms: you subscribe and build the flows yourself. Orbixel is done-for-you: we design, build and run the CRM and WhatsApp workflows around your trade process. If you have someone in-house with time to build and maintain flows, a self-serve tool can be cheaper.
How much does it cost?
Pricing is by request, based on inquiry volume, team size and the integrations needed. Send a request on this page and we reply within one working day with a scoped quote.
Never lose a buyer to a slow reply again
Tell us how inquiries reach you today and we'll show you what the pipeline would look like.