Your business WhatsApp without the chaos

Note: These are general recommendations only, not professional advice. You're responsible for checking before you use them. WhatsApp's prices, limits and terms change, so check the official page before you start. For questions about privacy, marketing messages and consent, talk to a lawyer. The full text is at the end.

Who this is for

A small business or nonprofit where every request lands in WhatsApp: customers, suppliers, volunteers and donors. Usually there's one number on one person's phone, and two or three others who answer "when they have a minute". The first level needs no technical background. The second level needs someone who isn't scared of a settings screen and a small server.

The problem in three lines

Messages get lost between private chats, and nobody knows who answered whom. A customer who asked about a price yesterday is still waiting, and another one got two different answers from two people. And when the person with the phone is on holiday, the business simply doesn't answer.

What you'll have by the end of the week

• A complete business profile, with hours, address and a catalog or list of services.
• A greeting message, an away message and ten quick replies the whole team uses.
• A fixed set of labels that shows everyone where each chat stands.
• A short link and a QR code that lead straight to the chat.
• One number that works for several people, with a clear split of who answers what.
• A 10-minute daily triage routine, and handover rules between people.
• If you go on to the second level: a shared log in a sheet and a bot that answers common questions and hands over to a person.

What you need

• A business phone number, separate from your private one. A new line, or a landline that can take a verification call.
• A phone for the WhatsApp Business app. This is the primary phone, and it needs to be in regular use.
• A computer for everyone who helps answer, with WhatsApp Web or the desktop app.
• An hour for the first level, and half an hour to walk the team through it.
• For the second level: a Meta Business account, a small server or an always-on computer for n8n, and a Google account for the sheet.

Official tools only, and why

This playbook uses only the WhatsApp Business app and Meta's official platform. No software that hooks into WhatsApp Web and sends messages in your name, no unofficial code libraries, no bots that drive a browser, and no "enhanced" versions of the app. And no paid third-party inbox tools. Four reasons:

• Your number gets banned. WhatsApp bans accounts that use unofficial versions or automated sending outside its platform. A banned business number takes all its chats with it, and the customers who know it.
• Privacy. An unofficial tool gets access to all your messages and your customers' messages. You have no way of knowing where they go.
• No support. When WhatsApp changes something, the tool stops working, and there's nobody to call.
• Meta's terms. They prohibit unauthorized automated means and modified apps. Breaking them is the common reason for a ban.

Everything below works without any of these.

Level one: the WhatsApp Business app (free)

The app is free and has almost everything a small business needs. These steps were checked on November 10, 2026. Screen names and limits change, so if something looks different, check the WhatsApp Help Center.

Step 1: Business profile and catalog

What to do: Fill in the profile completely. It's the first thing a customer sees, and it saves you the "when are you open" and "where are you" questions.

How: In Settings, under Business tools, open the business profile and fill in:

• Name and photo: the business name as your customers know it, and a clear logo.
• Category and description: one sentence: what you do and for whom.
• Business hours: the hours you actually answer, not the shop's opening hours if they differ.
• Address, email and website.
• Catalog: products or services with a photo, a price if there's a fixed one, and a short description. A nonprofit can use the catalog for programs, kinds of volunteering or ways to give.

Common mistake: Setting the hours to 24/7 "because we're always available". A customer who gets no answer at 2 a.m. is angrier than one who knew in advance you'd reply in the morning.

Step 2: Greeting message and away message

What to do: Set up two automatic messages. A greeting for people who write for the first time, and an away message outside business hours.

How: In Business tools, under "Greeting message" and "Away message". For each you choose who it goes to. The away message runs on a schedule, or outside the business hours in your profile. Templates below.

• In the greeting, ask for one detail that helps you answer fast: an order number, which service, or "how can we help".
• In the away message, say when you'll reply and what to do if it's urgent.
• Don't promise a response time you won't meet.

Common mistake: A long greeting with a menu of nine numbers. The app can't read the number the customer sends back, so someone has to read it anyway.

Step 3: Quick replies

What to do: Save the answers you give over and over, so everyone on the team says the same thing without retyping it.

How: In Business tools, under "Quick replies", create a reply and give it a shortcut. In a chat, type "/" and the shortcut, and the text drops into the message box. You can edit it before sending.

• Short, consistent shortcuts: /hours, /price, /delivery.
• Leave room in the reply for the customer's name and one personal detail. A quick reply is a starting point, not fixed text.
• Ten replies are enough to start. Lists for a business and for a nonprofit are in the templates below.

Common mistake: Fifty replies whose shortcuts nobody remembers. Start with ten, and after a month add only what came up often.

Step 4: Labels as a shared status

What to do: Set a fixed group of labels, and give every chat one label that says where it stands. The labels are the team's board.

How: In Business tools, under "Labels", create the set from the templates. Label a chat by long-pressing it on the phone, or from its menu on the computer. You can filter the chat list by label.

• One label per chat, which changes as things move. "New" becomes "Waiting for payment", then "Closed".
• A "Handling: [name]" label for each person who answers. That way everyone knows who has the chat.
• Delete the default labels you don't use, so they don't confuse anyone.

Common mistake: Everyone invents their own labels. A week later you have "urgent", "URGENT!!" and "call back". Set the labels once, and only the person in charge adds new ones.

Step 5: Short link, QR code and reaching many people

What to do: Give customers one easy way into the chat, and choose correctly between a broadcast list, a group and a community.

How:

• Short link: Business tools has a short link to your chat, and you can attach a ready message to it. The general link works too: wa.me/ followed by the number in international format, no leading zero and no dashes. Put it on your site, in your email signature and on Instagram.
• QR code: from the same screen. Print it for the counter, the invoice or a sign at an event.
• Broadcast list: one message sent to each person separately, and replies come back only to you. It reaches only people who saved your number in their contacts, and a list has a cap on recipients (checked on November 10, 2026: 256). Good for updates to customers who asked for them.
• Group: everyone sees everyone, phone numbers included. Good for a team, an active volunteer group or a workshop. Not for customers who don't know each other.
• Community: several groups under one roof, with an announcement group where only admins post. Good for a nonprofit with several volunteer teams, or a business with several branches.

Common mistake: Opening a "customers group" and adding people without asking. It exposes people's numbers to each other, and it's messaging they didn't ask for. More on consent below.

Step 6: Linked devices and splitting the team

What to do: Link the business number to more devices so several people answer from the same number, and decide who answers what.

How:

• On the primary phone, in Settings, under "Linked devices", add a device and scan the QR code from WhatsApp Web, the desktop app or another phone. Checked on November 10, 2026: you can link up to four devices to the primary phone for free. Meta has a paid subscription that raises the number, and it isn't part of this playbook.
• The primary phone needs to stay in regular use. If it isn't opened for a long time, the linked devices are logged out.
• Everyone who is linked sees every chat. If someone doesn't need to see everything, they don't get access.
• A simple split: one person handles new requests and sales, another handles existing orders and payments, and one handles suppliers or volunteers. Whoever takes a chat labels it "Handling: [name]".
• Write it down: who answers in the morning, who in the afternoon, and who covers holidays. The split goes into the handover rules in the templates.

Common mistake: Three people answer the same message at once. The "Handling" label comes before the reply, not after.

Step 7: A 10-minute daily triage

What to do: Once a day, at the same time, one person goes through all the open chats. This is what stops a request from falling through the cracks.

How: At a fixed time, say 9:00:

1. Filter by "New": every chat gets an owner and a label.
2. Filter by "Waiting on us": reply, or tell the customer when they'll hear back.
3. Filter by "Waiting on customer": anyone silent for three days gets one reminder. Anyone silent for a week goes to "Closed".
4. Move whatever is finished to "Closed".
5. Write one line about what keeps coming up. If the same question came in three times, it becomes a quick reply.

Common mistake: Waiting "for a quiet moment" instead of a fixed time. There is no quiet moment, and new requests wait two days.

Templates to copy

Replace whatever is in square brackets.

Hi, you've reached [business name].
So we can answer quickly, please tell us what it's about: [new order / existing order and its number / a question].
We reply [days and hours].

Thanks for writing to [business name]. We're outside our hours right now.
We'll get back to you [tomorrow from 9:00 / Sunday morning].
If it's urgent: [phone number or "start your message with URGENT"].

/hours: We reply [days and hours]. The shop is open [hours].
/address: We're at [address]. Parking: [details]. Map: [link].
/price: [name], [product] costs [price]. Shall I send the details to order?
/order: To order we need: [details]. Once you send them, we'll confirm within [time].
/payment: You can pay by [methods]. Payment link: [link].
/delivery: Delivery to [area] takes [time] and costs [price]. Pickup from [place].
/status: I'm checking your order and will get back to you by [time].
/returns: You can return within [days] with a receipt. Full details: [link to policy].
/wait: Got it, thanks. [name] will get back to you by [time].
/thanks: Thank you [name]. If there's anything else, we're here.

/volunteer: Thanks for wanting to volunteer. You can sign up here: [form link]. We'll be in touch within [days].
/donate: You can give here: [link]. The receipt is emailed [when].
/receipt: Receipts go out [when]. If yours didn't arrive, send your full name and the date of the gift and we'll check.
/taxcredit: We [are / are not] approved for donor tax credit under section 46. [details if approved].
/shift: The next shift: [date, time, place]. Can you confirm you're coming?
/help: To ask for help, fill in: [link]. Every request is reviewed by [role].
/dropoff: Item donations: [days, hours, address]. We can't take [what].
/event: About [event]: [date, place, sign-up link].
/wait: Got it, thanks. [name] will get back to you by [time].
/thanks: Thank you so much [name]. Because of you, [one sentence].

New: a request with no owner yet
Handling: [name]: who has the chat
Waiting on us: the customer is waiting for our answer
Waiting on customer: we sent, waiting for a reply
Waiting for payment: agreed, not paid yet
Open order: paid, in preparation or out for delivery
Closed: done
Supplier / volunteer: not a customer, internal

Every day at [time], [owner], 10 minutes:
1. "New": every chat gets an owner and a label
2. "Waiting on us": reply, or say when an answer is coming
3. "Waiting on customer" over 3 days: one reminder. Over a week: "Closed"
4. Anything finished: "Closed"
5. A question that came up 3 times: make it a quick reply
When [owner] is away: [backup name]

1. Whoever takes a chat labels it "Handling: [name]" before replying.
2. A chat labeled for someone else: don't reply in it, even if you see a new message.
3. Hand over with a note in the chat itself or in the team group: what the customer wants, what was already said, what the next step is.
4. Angry customer, complaint, refund or anything sensitive: goes to [manager's name].
5. Special prices, discounts or commitments: only [name].
6. Never continue a customer chat from a private phone.
7. End of day: no chat in "New" or "Waiting on us" without an owner.

Level two: Meta's official platform, with no middleman

Level one is enough for most small businesses. Level two fits when you get lots of repeat questions, when you want a shared log of every request, or when you want a bot to answer simple questions and hand over to a person. All with official tools: the WhatsApp Business Platform (also called the Cloud API) straight from Meta, and self-hosted n8n.

What it costs (checked on November 10, 2026, and it changes): Since July 1, 2025, Meta charges per message, and only for template messages the business sends. The price depends on the template category (marketing, utility, authentication) and the recipient's country. When a customer writes to you, a 24-hour customer service window opens. Inside it, normal replies cost nothing, and utility templates are sent free too. Marketing and authentication templates cost money even inside the window. Prices and categories are on Meta's pricing page. A bot that only answers people who wrote in, within 24 hours, shouldn't cost anything for the messages.

What to know before you start:

• The number. A number registered on the Cloud API the usual way can't be used in the app at the same time. To register a number that's already in the app, you first delete the WhatsApp account on it. There's an option called coexistence, where the same number works in both the app and the API, but it's connected through a Meta partner's signup flow. With coexistence some app features are turned off or limited, such as broadcast lists and disappearing messages, and messages sent from the app don't open a service window on the API. The details are in Meta's documentation. This playbook's recommendation: a separate number for the bot, and the app keeps the existing number. If you want coexistence, check the current list of what gets turned off first.
• Templates. Any message you start, and any message after the 24-hour window has closed, must be a template Meta approved in advance.
• Consent. Before you start a conversation with someone, you need their permission to message them on WhatsApp. Meta requires it, and for marketing so does Israeli law. More in the privacy section.
• Limits. A new account has a cap on how many people it can start conversations with in 24 hours (checked on November 10, 2026: 250). Replies to people who wrote to you don't count. The cap goes up over time and with business verification.

How much work this really is: three to six hours for the first setup, for someone who has set up a server or an automation before. A few more days until the real number is approved. Then about half an hour a week to check everything works and update answers. If you don't want to look after a server, stay on level one. That's perfectly fine.

Step 8: A Meta app and the test number

What to do: Create an app in Meta's developer portal, and send a first message from the test number Meta gives you for free.

How:

1. Go to developers.facebook.com, create a Business type app, and add the WhatsApp product. Connect it to your Meta business account (Business Portfolio), or create one.
2. In WhatsApp, on the getting started screen, there's a test number. Add your own phone to the recipient list (at this stage, up to five numbers) and confirm with the code you get.
3. Send the test template from the screen, and check it arrived.
4. In business settings, create a System User, give it access to the app and the WhatsApp account, and generate a permanent access token for it. The temporary token on the screen expires after a day.
5. Note down: the Phone number ID, the WhatsApp Business Account ID and the token. Keep the token like a password: not in email, not in a chat, not in a sheet.

Common mistake: Working with the temporary token. Everything works for a day, and the next day the bot goes quiet with no explanation.

Step 9: Self-hosted n8n

What to do: Install n8n, an open-source automation tool. Self-hosting it is free. It receives messages from Meta, logs them and decides what to reply.

How:

1. A small server with Docker (a basic virtual server is enough), with a domain and HTTPS. Meta only sends messages to an HTTPS address. If you don't have a server set up, the playbook A server for AI agents that stays up and stays safe covers the setup and the security.
2. Run n8n following the official n8n hosting guide, with a user and a strong password.
3. In n8n, create a WhatsApp credential with the token and account ID from step 8, and another one for Google.
4. Create a new workflow and add a WhatsApp Trigger. n8n registers the webhook address with Meta itself. If it can't, copy the address from n8n and paste it into the webhook settings of your Meta app, subscribed to the messages field.
5. Send a message from your phone to the test number, and check it shows up in n8n.

Common mistake: Leaving n8n open to the internet without a password or updates. It holds your token and your customers' chats.

Step 10: A shared log and an FAQ bot that hands over to a person

What to do: Every incoming message is logged in a sheet. If it's a common question, the bot answers. If the customer asks for a person, or the bot doesn't understand, it says a person will reply and marks the row for follow-up.

How: A Google sheet called "Requests" with the columns: time, phone, name, message, action, reply, status, owner. In the n8n workflow:

1. WhatsApp Trigger (from step 9).
2. Code: paste the code below. It pulls out the message and decides: an FAQ answer, a handover to a person, or silence.
3. Google Sheets, Append Row: log the fields the code returned into the sheet's columns.
4. IF: if reply is not empty.
5. WhatsApp, Send Message: recipient {{ $json.from }}, text {{ $json.reply }}.

Write the answers in the code from your quick replies in step 3. That way the bot and the team say the same thing.

Code for the Code node (Run Once for All Items mode):

// FAQ bot with a "talk to a person" handover, for an n8n Code node.
// Edit FAQ and the texts. Keys are matched as whole words in the message.
const FAQ = [
  { keys: ['שעות', 'פתוחים', 'hours', 'open'], answer: '[to fill: your /hours quick reply]' },
  { keys: ['כתובת', 'איפה', 'address', 'where'], answer: '[to fill: your /address quick reply]' },
  { keys: ['משלוח', 'משלוחים', 'delivery', 'shipping'], answer: '[to fill: your /delivery quick reply]' },
];
const HANDOVER_WORDS = ['נציג', 'נציגה', 'אדם', 'אנושי', 'human', 'person', 'agent'];
const HANDOVER_REPLY = '[to fill: Got it, someone from the team will get back to you by ...]';
const UNKNOWN_REPLY = '[to fill: Thanks, we passed your message to the team. We will get back to you by ...]';

function words(text) {
  return String(text || '').toLowerCase().split(/[^\p{L}\p{N}]+/u).filter(Boolean);
}

function pickMessage(json) {
  const value = json && json.messages ? json : (json && json.entry && json.entry[0] && json.entry[0].changes && json.entry[0].changes[0] && json.entry[0].changes[0].value) || {};
  const m = (value.messages || [])[0];
  if (!m) return null; // a delivery status, not a message
  const contact = (value.contacts || [])[0];
  return {
    id: m.id,
    from: m.from,
    name: contact && contact.profile ? contact.profile.name : '',
    type: m.type,
    text: m.type === 'text' && m.text ? m.text.body : '',
    time: new Date(Number(m.timestamp) * 1000).toISOString(),
  };
}

function decide(text) {
  const w = words(text);
  if (w.length === 0) return { action: 'handover', reply: HANDOVER_REPLY };
  if (w.some((x) => HANDOVER_WORDS.includes(x))) return { action: 'handover', reply: HANDOVER_REPLY };
  for (const item of FAQ) {
    if (item.keys.some((k) => w.includes(k))) return { action: 'faq', reply: item.answer };
  }
  return { action: 'handover', reply: UNKNOWN_REPLY };
}

const out = [];
for (const item of $input.all()) {
  const msg = pickMessage(item.json);
  if (!msg) continue;
  const d = decide(msg.text);
  out.push({ json: { ...msg, action: d.action, reply: d.reply, status: d.action === 'faq' ? 'answered automatically' : 'to handle' } });
}
return out;

The code compares whole words, so "opening" won't match "open". Add the forms your customers actually write to the keys, after a week of rows in the sheet.

What the code doesn't do, on purpose: it doesn't stay quiet once a person has taken over the same request. If the customer writes again, they'll get "a person will reply" again. If that bothers you, add a node before the Code node that reads from the sheet whether this phone already has a "to handle" row from today, and if so, don't send a reply. A voice message, image or document always goes to a person.

Common mistake: Letting the bot answer everything "roughly". A bot that answers three questions well and hands over everything else beats a bot that guesses.

Step 11: AI drafts that a person approves (optional)

What to do: For requests that went to a person, Claude or ChatGPT prepares a draft reply. A person reads it, fixes it and sends it. The AI never sends anything itself.

How:

• In the workflow, after a "to handle" row, add an n8n AI node (or a call to the Claude or OpenAI API) with the "Draft reply" prompt below. The draft goes into a "Draft" column in the sheet.
• Send the tool only the message text and your quick replies. Not the phone number and not the name.
• Whoever handles the chat opens the sheet, copies the draft, fixes it and sends it from the app or the workflow.
• Check the AI provider's data terms, and update your privacy policy to say messages may be processed by such a provider.
• Cost: AI calls are paid by usage, even when the WhatsApp messages are free.

Common mistake: Wiring the draft straight to sending "because it's usually fine". One day it will invent a price or a policy that doesn't exist.

Step 12: Moving to a real number

What to do: After a week of testing with the test number, connect a real business number and get templates approved.

How:

1. Add a number in your Meta app. A number that isn't registered to any WhatsApp account right now, or one you deleted the account from (see "The number" above). Verify it with a code, and choose a display name that matches the business name.
2. Add a payment method to the account, even if you only plan to send free messages. Without it you can't send paid templates, and some accounts won't work.
3. Submit templates: for example an appointment reminder (utility) and an "order ready" update (utility). A marketing template only for people who gave consent.
4. Verify the business with Meta (Business Verification) to raise the limits.
5. Switch the phone number ID in the workflow to the new one, and send a test message.

What can go wrong:

• The token expired or was revoked: the bot goes quiet. Check it's a System User token.
• The webhook is down: the server is off, or the HTTPS certificate expired. Messages aren't logged. Add an alert, as in the server playbook.
• A template was rejected: usually because it reads like marketing but was submitted as utility. Reword it.
• Your quality rating drops: people block or report your messages. Meta can lower your limits or block you. Message only people who asked.
• A surprise bill: you sent marketing templates to a big list. Check the price list before any message you start.

Privacy and consent

This is not a legal opinion. Take these questions to a lawyer.

• Amendment 13 to Israel's Privacy Protection Law came into force on August 14, 2025. A customer list with phone numbers, chat history and a requests sheet are personal data. You need to know where they are stored, who sees them and for how long. The playbook Amendment 13: a checklist covers this in detail.
• Marketing messages (section 30A of the Communications Law, the "spam law"): an advertisement by electronic message or text message may only go to someone who gave explicit consent in advance. Every message must let people ask to be removed, and whoever asks is taken off the list. A message sent against the law can lead to a claim for compensation without proof of damage, up to 1,000 NIS per message. There's a limited exception for existing customers, with conditions. Check with a lawyer whether and how it applies to you.
• Broadcast lists and marketing templates: record when and how each person gave consent. "Saved our number" and "once bought from us" are not consent.
• Minors: don't add minors to broadcast lists or groups without a parent's consent. A nonprofit that works with teenagers should set written rules for messaging between staff and teens, and check them with a lawyer.
• What not to keep in chats: ID numbers, card details, medical documents and passwords. Ask for them another way, and if they were sent anyway, move them somewhere secure and delete them from the chat.
• Export and delete: you can export the history of any chat, and you can delete a chat. Decide how long you keep closed chats and sheet rows, and delete by the rule. When an employee leaves: unlink their device in "Linked devices" the same day.
• Telling customers: your privacy policy should say WhatsApp requests are kept, where, and whether there's a bot or AI processing.

Full example: Almond Bakery (a fictional business)

Everything here is made up: the bakery, the people, the customers and the numbers.

Background: A neighborhood bakery with three staff. About 40 messages a day: cake orders, questions about hours and delivery, and suppliers. Until now everything was on the phone of Michal, the owner.

The first week (level one):

• Sunday: A new business number, the WhatsApp Business app on the bakery's phone. A profile with hours, address and a catalog of 12 cakes with prices.
• Monday: A greeting that asks "new order, existing order or question". An away message from 19:00 and on Saturday. Eight quick replies, including /hours, /delivery and /birthdaycake.
• Tuesday: Labels: New, Handling: Michal, Handling: Yossi, Waiting for payment, Open order, Closed, Supplier. The counter computer is linked, and so is Yossi's phone.
• Wednesday: The split: Yossi answers new orders, Michal handles existing orders, payments and suppliers. Daily triage at 8:30, ten minutes, Yossi.
• Thursday: A short link on Instagram, a QR code at the till and on the cake boxes.

After two weeks: No chat waits more than a day. Three questions came in every day (gluten free, delivery to the next neighborhood, a cake at short notice), and they became quick replies.

After two months (level two): A separate number for orders, linked from the website, with a bot for three questions and a log in a sheet. On average 15 requests a day reach the bot, about a third are answered automatically, the rest go to Yossi with the row already in the sheet. Not a single marketing template was sent. The old number carries on in the app.

One-page checklist

Level one (a week)

• A separate business number in the WhatsApp Business app
• A complete profile: real hours, address, description, catalog
• Greeting message and away message
• Ten quick replies with consistent shortcuts
• A fixed label set, and only the person in charge adds labels
• Short link and QR code on the site, Instagram and the counter
• Linked devices only for people who answer
• A written split: who answers what, and who covers
• Daily triage at a fixed time, with an owner
• Handover rules the whole team has read

Privacy

• Broadcast lists only for people who gave consent, with a record of it
• A way to opt out in every marketing message
• No ID numbers or card details asked for in chat
• A rule for keeping and deleting chats
• Unlink a departing employee's device the same day
• Questions for a lawyer about marketing messages and consent

Level two (optional)

• A Meta app, a message from the test number
• A System User token, kept like a password
• n8n with HTTPS, a password and updates
• A log in a sheet and a bot for three questions, with handover to a person
• AI drafts only for a person to approve
• A separate number for the bot, business verification and approved templates

What to do this week

• Today (an hour): business number, app, profile, greeting and away messages.
• Tomorrow (half an hour): ten quick replies and the label set. Label every open chat.
• Day three (half an hour): link devices, write the split and the handover rules, and walk the team through them.
• Day four: the first daily triage. Note how many chats were in "New" and "Waiting on us".
• Day five: short link and QR code. Go through your broadcast lists and remove anyone who didn't ask to be there.
• End of the week: look at the numbers. If you get more than 30 requests a day and most are the same questions, level two is worth a look.

How you know it's working

Write down where you are today, and measure from there:

• Time to first reply: check ten random chats a week.
• Forgotten chats: how many chats sat in "Waiting on us" for more than a day.
• Double replies: how often two people answered the same customer.
• Bot requests (level two): how many were answered automatically, how many went to a person, and how many customers wrote "you didn't understand".

Ready-made prompts

Don't paste customers' phone numbers, full names, ID numbers or payment details. The message text is enough.

Here are 20 messages customers sent my business on WhatsApp, with no names or numbers: [paste].
The business: [one sentence]. Fixed details: [hours, address, delivery, prices, returns policy].
Find the 10 most frequent questions. For each, write a quick reply of up to 3 lines, and a shortcut starting with "/".
Use only the details I gave. If a detail is missing, write [to fill] and don't guess.

Write a greeting message and an away message for the WhatsApp of [business name], [description].
We reply [days and hours]. If it's urgent: [what to do].
Each message up to 4 lines, plain language, no emojis and no promises about response times I didn't give.
Give two versions of each: more formal and warmer.

We are [number] people answering the business WhatsApp: [name and role for each, working hours].
Kinds of requests: [list, and roughly how many a day of each].
Suggest a split: who owns each kind, who covers, and who does the daily triage.
Write 6 short handover rules the whole team can read in a minute. Don't add roles I didn't list.

You are preparing a draft only. A person will read it and decide whether to send it.
The customer's message: [message text]
What you may use: [quick replies, hours, prices, policies].
Write a draft of up to 4 lines. If the answer isn't in what I gave you, write [to check: ...] and don't invent a price, a date or a policy.
If the message is angry, asks for a refund or touches something sensitive, write "pass to manager" on the first line.

I need a WhatsApp utility template for [what the template says, e.g. an appointment reminder].
Write a short template with variables in the format {{1}}, {{2}}, and explain each variable.
No marketing language, no discounts and no call to buy, so it isn't classed as marketing.
Add an example filled in with made-up details.

Here are this week's request rows from the sheet, with no phones or names: [paste: time, message, action, status].
Summarize in five lines: how many requests, how many were answered automatically, how many went to a person, and the three most frequent questions the bot has no answer for yet.
Only from the data.

Disclaimer

The content here is general recommendations only, and not professional, legal, accounting or tax advice. Every business and organization is different. It's your responsibility to check that the content fits your situation, and to check the templates, code and prompts before you use them. The facts about WhatsApp and Meta, including prices, limits, features and terms, were checked on November 10, 2026 and they change. Check them at the source before you start and before any message you initiate. For questions about marketing messages, consent, keeping customer data, working with minors and duties under the Privacy Protection Law, consult a lawyer. Using WhatsApp is subject to the terms and policies of WhatsApp and Meta, and complying with them is your responsibility.

The content, prompts, templates and code are provided as is (AS IS), with no promise that they fit any particular purpose or are free of errors. Gindi Innovation and Aviad Gindi will not be liable for any damage, direct or indirect, caused by using them or relying on them, including outputs of AI tools. Use is subject to the site terms.

What's next

Here you connect, label and update the answers yourself. The same system can be built so requests from every channel land in one log, the bot knows your price list and stock, and drafts wait for your approval on your phone. The decision about what to send stays with you.