Answers at any hour
Customers get a reply in seconds, including nights and weekends, instead of when someone is next at their phone.
WhatsApp Business API automation
WhatsApp automation that replies, follows up and confirms for you
Customers message on WhatsApp because it is fast. We connect the official WhatsApp Business API to your CRM, store and calendar so every enquiry gets an instant answer, every order gets confirmed and every follow-up goes out on time, without someone watching a phone.
Part of our AI & workflow automation services · Customer communication
whatsapp-lead-reply.flow
Ready- New lead arrives (waiting)Website form, ad or email
- AI qualifies the lead (waiting)Intent, fit and priority
- CRM updated (waiting)Contact, deal and owner
- Instant reply sent (waiting)Personal WhatsApp message
- Team notified (waiting)Summary to the account owner
Illustrative example with sample data. Real timings depend on your systems and volumes.
Why automate this
Why WhatsApp inboxes fall behind
WhatsApp is where customers expect a quick answer, but a shared phone or a personal number does not scale.
Done by hand
- Messages sit unanswered at night, on weekends and during busy hours
- Details are copied by hand from chats into the CRM or a spreadsheet
- Follow-ups depend on someone remembering to send them
- Order and appointment confirmations are typed one by one
- Nobody can see which chats are open, who owns them or what was promised
What we automate on WhatsApp
- Instant reply to new website and ad leads
- Lead nurturing with scheduled follow-ups
- Order and cash-on-delivery confirmations
- Appointment reminders and rescheduling
- Payment and invoice reminders
- AI answers to common questions, with human handover
- Updates to customers who have opted in
How it works
From trigger to finished job in 6 steps
A typical flow for this work. Yours follows your own tools, rules and approvals.
- 01
Set up the official API number
We register your business on the WhatsApp Business API, prepare the number and get your message templates approved, so you send from a verified business profile and not a personal account.
- 02
Define the triggers
A form submission, a new order, a booked appointment, a payment reminder or an inbound message starts a flow. Each trigger is mapped to the right template or conversation.
- 03
Reply and understand
Rules and AI read what the customer wrote, in the language they used, and either answer from your approved information or collect the missing details.
- 04
Update your systems
Leads, orders and confirmations are written back to your CRM, store, calendar or sheet, so the chat and your records never disagree.
- 05
Hand over to a person
Complex, sensitive or unhappy chats go to your team with the conversation attached, and the bot stays quiet while a person replies.
- 06
Monitor and tune
Delivery, replies and failures are logged. We review real conversations and adjust templates, wording and rules as you learn what customers actually ask.
Live simulation
Watch it run, step by step
Press run to see what the system decides, what it does in your tools and how long the same job takes by hand.
CRM & sales
A new enquiry becomes a scored CRM deal and a personal reply, before a person has opened their inbox.
- New lead arrives (waiting)Website form, ad or email
- AI qualifies the lead (waiting)Intent, fit and priority
- CRM updated (waiting)Contact, deal and owner
- Instant reply sent (waiting)Personal WhatsApp message
- Team notified (waiting)Summary to the account owner
Automation log0.0 s
Scroll here or press “Run simulation” to start.
What your systems receivewaiting
Output appears here as each step finishes.
Done by hand, this takes
- Copy the details into the CRM
- Read it and judge the lead
- Write and send a reply
- Remember to follow up
Manual≈ 18 min
Automated…
Run the simulation to compare.
Illustrative example with sample data. Real timings depend on your systems and volumes.
Want to try other workflows? Open the full simulator
Benefits
What changes when this runs by itself
No lost leads
Every enquiry is captured, scored and followed up on a schedule you set.
Less typing
Confirmations, reminders and status updates are sent by the system, and the data lands in your CRM by itself.
Built within WhatsApp's rules
Opt-in aware templates and the official API protect your number from the bans that workarounds invite.
One shared view
Your team sees every conversation with its owner and status, instead of a single phone nobody can search.
Connects to the tools you already use
We work with the systems below and build the missing links when there is no ready-made connector. See how a project runs
- WhatsApp Business API
- Meta Lead Ads
- HubSpot
- Zoho
- Shopify
- WooCommerce
- Google Sheets
- Slack
- n8n
- OpenAI
- Claude
FAQ
WhatsApp automation FAQ
Is this the official WhatsApp Business API?
Yes. We build on the official WhatsApp Business API, not on workarounds that drive a personal account or WhatsApp Web, which can get your number banned. You send from a verified business profile with approved message templates.
Can I keep using my current WhatsApp number?
Usually, but how depends on your account. A number normally has to move to the API, and Meta also offers a way to run the WhatsApp Business app alongside it for some accounts. We check what applies to your number in the audit, before building anything.
Can customers message me first, or only the other way round?
Both. When a customer writes to you, you can reply freely during the 24-hour customer service window that follows. To start a conversation yourself, or to write after that window closes, WhatsApp requires an approved message template and the customer's opt-in. We set up both.
Does the chatbot replace my team?
No. It handles repetitive questions and confirmations and passes anything sensitive, angry or unclear to a person with the conversation attached. Your team keeps control and can step in at any point.
What does WhatsApp automation cost?
There are two parts: our build and support, which we scope after a free audit, and WhatsApp's own per-message fees, which are set by Meta and, depending on your setup, your messaging provider. We estimate both for your message volume so there are no surprises.
More answers on our general automation FAQ
Ready to see this on your own data?
Book a free automation audit. We look at how you handle this work today, show you what a first automation would look like and estimate the return before you commit to anything.
Remote team available 24/7, worldwide · Office open 12:00 PM – 11:00 PM (Mon–Fri)