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A WhatsApp chatbot for your business number, set up within WhatsApp rules

Customers message your business number or tap a click-to-WhatsApp link. The assistant answers and collects details, staff take over in a shared inbox, and approved templates send confirmations and reminders to customers who opted in.

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Built by the AI Automation Services team. Last reviewed October 2026. Privacy notice

Built for
Businesses serving customers abroad or on WhatsApp
Platform
WhatsApp Business Platform (Cloud API)
Staff role
Take over chats in the shared inbox
Price
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For businesses whose customers prefer WhatsApp

WhatsApp is common with customers abroad and with business buyers. The business number runs on Meta's platform, which has its own approval steps, so setup is planned before any chat flow is written.

  • Travel and tour operators
  • Exporters and B2B suppliers
  • Recruitment and migration firms
  • Clinics with foreign patients
  • Real estate sellers serving overseas Filipinos

How it works

  • Number

    The number is registered

    The business number is registered on the WhatsApp Business Platform through Meta or a solution provider.

  • Entry

    A message or a click-to-WhatsApp link

    The customer messages the number, or taps a link or an ad.

  • Answer

    Answers inside the service window

    The assistant answers and collects details while the customer service window is open.

  • Staff

    Staff take over

    A shared inbox lets your team continue any chat.

  • Templates

    Approved templates

    Confirmations, reminders and updates go to customers who opted in, using templates Meta has approved.

  • Log

    Chats are logged

    Chats and outcomes are saved to a CRM or sheet.

From a WhatsApp message to a logged outcome

  1. Customer messages the number (WhatsApp), Automated
  2. Assistant answers, collects details (Service window), Automated
  3. Staff take over in shared inbox (Handoff), Your staff
  4. Approved template sent (Opted-in only), Automated
  5. Chat and outcome logged (CRM or sheet), Automated
AutomatedYour staffSample flow. Templates, handoff and logging follow your process and the WhatsApp rules.

What we need from you and what we handle

We need from you

  • A phone number that can be moved to the WhatsApp Business Platform
  • A Meta Business portfolio and the business verification documents
  • Opt-in wording for customers
  • The notification texts to submit as templates
  • A person who takes over chats

We handle

  • Registration of the number on the platform
  • The assistant flow, written and tested with your wording
  • A shared inbox for your staff
  • A starting set of templates submitted for approval
  • Staff handoff rules and written notes

What a first project includes and what it leaves out

Included

  • One number
  • The assistant flow
  • A shared inbox setup
  • A starting set of message templates submitted for approval
  • Staff handoff rules

Left out

  • Meta's per-message charges, billed to you by Meta or the provider
  • Bulk marketing campaigns
  • Number migration from the WhatsApp Business app where that is not supported

Limits we state plainly

  • Messages you start outside the customer service window must use templates approved by Meta, and customers must have opted in.
  • Meta charges for template messages and may limit sending volume until the business is verified and has a quality history.
  • Meta's policies restrict what business assistants on WhatsApp may be used for. The assistant is scoped to your own customer service and sales.
  • A number on the Business Platform does not work the same way in the normal WhatsApp Business phone app. Staff use the shared inbox instead.
  • Personal data in chats is handled under the Data Privacy Act of 2012.

Tools and channels involved

The WhatsApp Business Platform (Cloud API), a Meta Business portfolio, a shared inbox such as respond.io, Chatwoot, GoHighLevel or HubSpot, n8n and an AI model. The WhatsApp integration page lists what connects and the rules in more detail.

What it costs

Cost depends on the scope of the first project, plus Meta's own charges.

WhatsApp chatbot

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Quoted per project after a short review of your channels, volumes and systems.

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What moves the price

  • Number of numbers and flows
  • Shared inbox choice
  • Templates to be approved
  • CRM or sheet connection
  • Meta and provider fees (billed separately)
  • Support level

Questions we get asked

What does WhatsApp require before a business number can run a chatbot?

A number that can be registered on the WhatsApp Business Platform, a Meta Business portfolio and, for higher sending limits, business verification. Setup is planned around those steps.

Which messages need an approved template?

Any message you start outside the customer service window, such as a reminder or an order update. Replies inside the window do not need a template.

Can staff take over a WhatsApp chat?

Yes. A shared inbox shows every conversation, and staff can reply at any point.

Can we keep using the WhatsApp Business phone app on the same number?

Not in the same way. A number on the Business Platform is used through a shared inbox, so your staff work there instead.

Related services

Next step

Tell us who messages you on WhatsApp and what they ask.

Describe your current number, your volume and the messages you send. We will say how the Business Platform setup would work.

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