CRM Telegram Bot – Voice-to-CRM Assistant

Overview

The Fr8Labs CRM Telegram Bot allows sales teams to create and update Leads and Deals directly from their phone, using natural voice messages.

It is designed for freight forwarders and logistics salespeople who are constantly on the move—driving to customers, walking into warehouses, or travelling between ports and offices.

With this bot, users can:

  • Create new Leads or Deals by speaking naturally

  • Update existing records

  • Add notes, tasks, and follow-ups

  • Search Leads/Deals

  • Convert Leads into Deals

  • Operate the CRM hands-free, without logging into the desktop system

The bot uses OpenAI-powered transcription and structured interpretation, similar to ChatGPT, to understand sales speech—even when informal, unstructured, or accented.

How It Works

At a high level, the Telegram Bot works in four steps:

  1. User logs in through Telegram using their Fr8Labs company instance, username, and password

  2. User sends a voice message (e.g., “Help me create a new lead for Luke from Smiley Face 123.”)

  3. AI transcribes and structures the content → identifies Name, Organisation, Notes, Follow-up actions, etc.

  4. Fr8Labs CRM creates/updates the record in real time

    • Lead is created

    • Note is added

    • Task is created

    • Activity feed is updated with the user as the owner

Login & Setup

Prerequisites

You need to have Telegram installed on your device, and set up your telegram account. Telegram on Apple App Store

Telegram on Google Play Store

Telegram for Desktop

1. Start the Bot

Open the public bot link https://t.me/Fr8labsCRMbot

2. Login

Use the /login command.

The bot will ask for:

a. Company Instance Code

Shared during onboarding, e.g.,

  • demo

  • companyname

b. Username (same as Fr8Labs CRM login)

c. Password (same as Fr8Labs CRM login)

The bot will confirm:

“Login successful”

If login fails, check:

  • Spelling of instance code

  • Correct username/password

  • Contact your internal admin to reset your password

Sending Voice Commands

Once logged in, simply hold the mic button and speak naturally.

No strict format required.

Example:

“Hey, help me create a new lead. I just met him today.

His name is Luke Lai.

His organisation is Smiley Face 123.

Meeting went well, he’s interested but needs to discuss with his team.

Please help me create a follow-up task for next week.”

Please send only one voice message for one lead or deal at a time. The telegram bot will not be able to combine multiple voice messages.

What the Bot Automatically Detects

The bot converts voice to text, then extracts:

Field

Examples Detected

Lead Name

“Luke Lai”

Organisation

“Smiley Face 123”

Notes

Meeting details

Follow-up Tasks

“follow-up next week”

Sentiment / Lead Status (if mentioned)

“Qualified lead”, “Hot lead”, etc.

After interpreting the message, the bot displays a preview for confirmation.

Tap Confirm to create the record.

Lead Creation Flow

1. Speak your command

“Create a new lead for Luke Lai at Smiley Face 123…”

2. Bot extracts fields

  • Lead name

  • Customer organisation

  • Notes

  • Tasks

  • Meeting summary

3. Bot prompts you to confirm

You will receive a structured summary.

4. Lead is created in Fr8Labs CRM

You can verify by opening CRM → Leads.

The bot also automatically creates:

  • A Note containing your full transcription

  • A Task with follow-up details (if mentioned)

Updating an Existing Lead

1. Search for a Lead

Use:

/searchlead <name>

or speak:

“Search for lead Luke.”

The bot shows a list:

  1. Luke Lai — Smiley Face 123

  2. Luke Tan — CargoLine

Tap the correct one.

2. Send a voice update

“Please update this lead to Qualified.”

The bot updates:

  • Lead status

  • Notes

  • Additional fields (if detected)

Convert Lead → Deal

Search or select your Lead, then say:

“Convert this lead to a deal.”

The bot will:

  • Create a new Deal

  • Link back to the Lead

  • Add your voice notes into the Deal

Updating a Deal

Works the same way as Leads.

Example:

“Update this deal. Customer says they want pricing for both LCL and FCL. Add a follow-up tomorrow.”

Bot actions:

  • Add Note

  • Add Task (due tomorrow)

  • Update Deal description (if mentioned)

Common Voice Commands

These are examples, not strict requirements.

The bot accepts natural, unstructured speech.

Create Lead

  • “Create a new lead for John from ABC Trading.”

  • “New lead. Name: Melissa Tan. Company: Flex Logistics.”

Add Notes

  • “Add a note: customer needs revised quotation.”

Add Task

  • “Set a follow-up task next Wednesday to call her.”

Update Status

  • “Mark this lead as qualified.”

  • “Update deal status to Won.”

Convert Lead

  • “Convert this lead to a deal.”

Search

  • “Search for lead Melissa.”

  • “Search deal ABC Trading.”

Examples

Example 1 — Create New Lead via Voice

Your voice message

“Hey, help me create a new lead. His name is Luke Lai from Smiley Face 123…”

Bot Interpretation

  • Name: Luke Lai

  • Organisation: Smiley Face 123

  • Notes: Meeting summary

  • Task: Follow-up next week

What gets created:

  • Lead (with your user ID as the owner)

  • Note on the Lead

  • Task (due next week)

Example 2 — Update Lead Status

“Please update this lead to be a qualified lead.”

Bot will:

  • Change status → Qualified

  • Add system log entry

  • Add note (optional depending on length)

Best Practices & Notes

1. Speak names clearly

AI handles most accents, but company names with unusual spellings may require correction.

2. Keep long messages under 30 seconds

Long messages are supported, but may take longer to transcribe.

3. If no reply in 20 seconds, retry

As recommended in the demo.

4. Sensitive fields

For high-precision fields (e.g., email, phone):

  • Speak slowly OR type them manually into Telegram after creation.

5. Owner consistency

All records created are assigned to your CRM user account.

6. Multi-company access

If you belong to multiple orgs, switch with: /usecrm 

eg. If your company is DEMO, type: /usecrm DEMO

Troubleshooting

Bot doesn’t respond

  • Wait 20 seconds

  • Try sending again

  • Ensure internet connectivity

Login fails

  • Check company instance code

  • Check username/password

  • Reset password in Fr8Labs if needed

Wrong spelling detected

  • Edit the record manually in CRM after creation

  • Or resend a corrected message

FAQ

1. Can the bot create Deals directly?

Yes.

Simply say:

“Create a new deal for ABC Logistics…”

2. Can I type instead of using voice?

Yes—text commands work too.

3. Does the bot support other channels besides Telegram?

Yes.

Telegram is the first release because it is easiest to integrate.

WhatsApp and WeChat support are planned.

4. Is my voice data stored?

Only the processed transcript is saved as CRM notes.

Audio is not retained.

(Designed based on Fr8Labs secure data processing standards.)

5. Can I update multiple fields in one message?

Yes.

The bot supports complex multi-sentence instructions.

Documentation owner: Fr8Labs Customer Success. Text reviewed: 21 September 2026.