Every event lead, in your CRM before your sales rep leaves the hall.
RareMachine is a WhatsApp-based lead-capture tool for field sales teams that turns business cards, badges and voice notes from events into approved CRM records in HubSpot, Zoho or Frappe. No app, no laptop, no typing.
- DPDP compliant
- Works offline
- No app to install
- Your CRM, or ours
Used by people at
The hall is loud. Here is the minute that matters.
A card at the booth, a lead in your CRM, in one minute.
Events cost lakhs. Most of what sales reps learn never reaches the CRM.
Cards sit in pockets until the weekend. Notes get typed days later, if at all. By the time someone follows up, the buyer has met five other vendors.
A card has a name and a number. What gets lost is the conversation: what they need, how big it is, and when to call back.
- 3,000
business cards your team collects in a year
- 900
never typed into the CRM
- ₹2.7 Cr
of pipeline that never gets a follow-up
A mid-size team: 2 events a month, 5 reps, 25 cards each. 30% go unentered; 3% of those would close at ₹10 L.
How does RareMachine capture a lead at a trade show?
Snap. Speak. It’s in your CRM. Two things your sales reps already do on their phones. Nothing new to learn.
Snap the card
Paper card, event badge or QR code. No signal on the expo floor? It queues and syncs later.
Speak a note
What they need, how big, and when to follow up. Typing works too. Voice is transcribed, then deleted.
It’s in your CRM
Contact, company, need and next step, filed under the rep who met them. Existing contacts are updated, never duplicated.
Your sales reps run the CRM from WhatsApp.
The CRM stops being a place reps visit on Friday evening. They ask it questions and give it instructions in the chat they already use all day.
- Find anyone
Who did we meet from logistics at Mobility Expo?
- Set follow-ups
Follow up with all three on Friday.
- Move deals
Move Aster Mobility to proposal sent.
No laptop. No login. No end-of-day data entry.
See every event in rupees. By event, by rep, the next morning.
Stop guessing whether a show was worth the stall. The pipeline report lands before your Monday review.
Sample report. Yours is built from the leads your reps capture.
- Attribution you can defendA lead counts toward an event only if a rep on that event’s roster captured it during show hours.
- Every lead keeps its ownerYou always know who met whom, even after a rep moves on.
- Book next year’s stalls on evidenceCompare shows on pipeline, not on footfall or how busy the booth felt.
Live at your next event.
No IT project. We set it up with you, your sales reps try it once, and the next expo runs on it.
Set up in an afternoon
We connect your CRM, set your brand, and walk your reps through it in 30 minutes.
Sales reps capture on WhatsApp
One photo and one voice note per conversation. Works even when the hall has no signal.
You get the report
Pipeline by rep and by event, with every lead already in the CRM and a next step set.
Will sales reps actually use it?
They’re already on WhatsApp all day. Capturing a lead is one photo and a voice note, the same thing they’d send their manager anyway. Now it lands in the CRM instead of a chat thread.
Your data stays yours.
Built for Indian enterprises under the Digital Personal Data Protection Act, 2023.
DPDP compliant
Personal data handled the way the Act expects. A data processing agreement is available for enterprise customers.
Voice never stored
Voice notes are transcribed, then deleted. Only the text note stays on the lead.
Delete any time
Remove one lead, or everything about one person, yourself. No ticket needed.
Retention you set
24 months by default, adjustable per workspace. There is no keep-forever option.
Full activity log
Who added each lead, when, and how. Every change to the CRM is recorded.
No duplicate contacts
If the person is already in your CRM, their record is updated, not copied.
Security questionnaire or DPA to review? Send it to us.
Works with your CRM. Or use ours.
Connect the CRM you run
What the rep captured lands in your CRM’s own fields, including custom ones. Your team keeps working where it already works.
- HubSpot
- Zoho CRM
- Frappe CRM
No CRM yet?
Start on the RareMachine CRM. Same WhatsApp flow, same event reports, nothing else to buy or set up.
Also in every seat
- Branded digital cards
Admins lock the brand; reps add their details. When someone leaves, their card stops working the same day.
- Email signatures
Update the template once and it’s live for the whole team in Gmail, Outlook and Apple Mail.
- Meeting backgrounds
A branded video-call background with the rep’s card QR built in.
What do sales and IT teams ask us?
What is RareMachine?
RareMachine is a WhatsApp-based lead-capture tool for field sales teams that turns business cards, badges and voice notes from events into approved CRM records in HubSpot, Zoho or Frappe. Sales reps work it from WhatsApp on their own phones; admins and sales leaders use a web dashboard.
Do sales reps need to install anything?
No. Reps message RareMachine on WhatsApp from their own phone. Admins and sales leaders use a web dashboard.
What if there’s no network at the venue?
Card photos, typed entries and voice notes queue on the phone and sync as soon as the connection is back.
Which CRMs do you work with?
HubSpot, Zoho CRM and Frappe CRM. If you don’t use a CRM, you can run on ours. Using something else? Tell us in the demo.
What happens when a rep leaves?
Their digital card stops working the same day. Every lead they captured stays with your company, with their name on it as the original owner.
How do you handle personal data?
RareMachine is DPDP compliant. Voice audio is deleted after transcription, retention is 24 months by default and adjustable, and any lead or person can be deleted at any time. We sign a DPA with enterprise customers.
Can reps keep a personal note out of the CRM?
Yes. Personal tags stay with the rep and are never exported. Only shared tags travel to the CRM.
Can we use it outside events?
Yes. Reps capture the same way after client visits and field meetings. Those leads keep their owner; they just aren’t counted toward an event.
Can it fill in details the card doesn’t have?
Yes. Turn on enrichment and RareMachine looks up missing details such as job title or company information. It never overwrites what your rep recorded.
What happens to our data if we stop using RareMachine?
Your leads already live in your CRM, so nothing is lost. Anything RareMachine holds can be deleted by you at any time.
How is it priced?
Per sales rep, per month, plus a one-time setup fee based on how deep your CRM integration goes. We’ll give you a quote in the demo.
What should we bring to a demo?
A business card, the name of your CRM, and the date of your next event if you have one. We’ll run the card through live.
Go live at your next event.
See it in 30 minutes. Bring a business card.