Overview
A travel agency in Riyadh wanted to increase weekend trip bookings by actively reaching out to both old and new prospects. Over time, the agency had accumulated a large list of past enquiries, website visitors, and referral contacts, but most of these leads were never followed up properly. Manual outreach through WhatsApp was slow and inconsistent, which meant many prospects lost interest before receiving relevant offers.
The agency decided to shift from reactive replies to proactive WhatsApp reach-out. By using SheetWA, the team turned WhatsApp into a scalable outbound communication channel that allowed them to send personalised trip suggestions to hundreds of prospects in minutes.
The challenge: Manual reach-out limits lead conversion
The agency had strong travel packages and competitive pricing, but its outreach process could not keep up with lead volume. Agents relied on one-by-one WhatsApp messages, which made follow-ups slow and irregular.
The main challenges included:
thousands of old prospects that never received follow-up messages
new leads waiting hours or days for the first reach-out
agents copying and pasting the same messages repeatedly
inconsistent communication tone across team members
loss of prospects due to delayed or generic outreach
In travel bookings, timing plays a critical role. If prospects do not receive relevant options quickly, they move on. The agency needed a way to reach out faster without sacrificing personalisation.
The solution: SheetWA enabled structured outbound WhatsApp campaigns
The agency organised all prospect data in Google Sheets, including old leads and newly collected contacts. Using SheetWA, they launched outbound WhatsApp reach-out campaigns that felt personal but were sent in bulk.
Read More : How to Send Bulk WhatsApp Messages from Google Sheets
Segmenting old and new prospects
Prospects were grouped based on:
past enquiry history
preferred travel dates
budget range
trip type such as family or leisure
This allowed the team to send relevant offers instead of generic broadcasts.
Sending personalised reach-out messages at scale
Using SheetWA, the agency sent personalised WhatsApp messages such as:
“Hi, we have weekend travel options matching your earlier interest. Would you like to see hotel and activity suggestions within your budget?”
Each message pulled personalised details from the sheet, making the outreach feel one-to-one.
Sharing tailored itineraries during the reach-out
Once prospects replied, the team instantly shared customised itineraries that included hotels, activities, and estimated costs. This reduced back-and-forth and helped prospects make decisions faster.
Maintaining speed without losing the human touch
Even though hundreds of messages were sent in bulk, replies were handled naturally. Prospects felt they were speaking to a real advisor, not an automated system.
Results: Proactive WhatsApp reach-out improved conversions
The outbound WhatsApp reach-out strategy delivered clear improvements within weeks.
Metric | Before SheetWA | After SheetWA |
|---|---|---|
Booking conversion rate | Baseline | Increased by 58% |
Average reach-out time | Slow | Reduced by 60% |
Response rate from old prospects | Low | Strong increase |
Engagement on first message | Inconsistent | Immediate replies |
A closer look at the impact:
Higher conversion from old prospects
Many previously inactive leads responded when contacted with relevant offers. Personalised reach-outs revived interest and converted leads that had been inactive for months.
Faster engagement with new prospects
New contacts received messages within minutes instead of hours. Faster reach-out helped capture interest while intent was still high.
Improved response quality
Prospects asked clearer questions and engaged more deeply because the initial message already matched their preferences.
Impact: WhatsApp became a scalable outbound sales channel
The agency transformed WhatsApp into its primary outbound communication channel.
Key improvements included:
faster reach-out to large prospect lists
higher engagement through personalised messaging
fewer lost leads due to delayed follow-ups
improved trust from consistent and relevant communication
WhatsApp replaced slow manual follow-ups and became a reliable channel for daily outbound sales activity.
Why SheetWA worked for outbound WhatsApp reach-out
SheetWA enabled this transformation by:
allowing bulk WhatsApp reach-outs with personalisation
working directly from Google Sheets without complex setup
reducing manual copy and paste work for agents
keeping outreach structured and repeatable
The tool allowed the agency to scale reach-outs without sounding automated.
Key learnings for travel and tour businesses
Proactive reach-out converts better than waiting for enquiries.
Old leads respond when offers are relevant and timely.
WhatsApp is ideal for outbound sales when messages feel personal.
Speed of first reach-out strongly impacts booking conversion.
Bulk reach-out can still feel human with the right structure.
Takeaway
This case study shows how a Saudi travel agency turned WhatsApp into a high-performing outbound sales channel. By using SheetWA for proactive reach-outs, the team revived old prospects, engaged new leads faster, and increased bookings without increasing workload.
Read More : 13 Real Examples of Successful WhatsApp Marketing Campaigns
WhatsApp stopped being just a channel for replying to messages. It became a structured, repeatable, and scalable reach-out engine that supported daily outbound sales activity. With personalised bulk messaging, faster first contact, and consistent follow-ups, the agency created a system that delivered instant engagement and reliable conversions while maintaining a genuine human connection with every prospect.
