WhatsApp Business automatic messages: real automation with your business data.
WhatsApp Business allows basic automatic replies: a greeting, an out-of-hours message. Engrana is the layer that turns that app into a complete communication system: it answers specific questions with real data, manages appointments, identifies clients by name, and escalates to your team when judgement is needed. Your business runs 24/7 without you touching your phone a single day.
"I used to answer the same message thirty times a day. Now Engrana handles prices, hours and appointments. I only step in when real judgement is needed."
Difference between basic automatic messages and an AI conversational agent
The difference is between "thanks for your message, we'll be in touch" and "Maria, your Thursday appointment at 17:00 is confirmed".
WhatsApp Business allows basic automatic replies. Engrana is the layer that turns it into a conversational AI agent with real data from your business.
The basics fall short
WhatsApp Business app offers two fixed texts: welcome and out-of-hours. Useful but rigid: they do not understand context, do not distinguish between a regular client and a new one, and cannot answer specific questions.
The AI understands and queries
Engrana, built on WhatsApp Business API, understands natural language and responds with real data: if a client asks about a price, it looks it up in your system. If they ask about their appointment, it tells them. If they want to change it, it proposes alternatives.
Your team, freed up
What used to require someone glued to their phone now happens without human intervention. Queries that need judgement are escalated automatically, with no noticeable handoff for the client. Add automatic appointment reminders and you complete the loop.
How the first message changes
"Dear customer, thank you for contacting us. We will attend to you during office hours."
Same text for everyone. Does not differentiate clients or answer what they asked.
"Hi Maria, I'm the clinic's assistant. I can see you have an appointment on Thursday the 12th at 17:00 with Dr. Lopez. How can I help you?"
Identifies the client, retrieves their history and opens the conversation with a clear proposition.
Types of automatic messages you can configure with Engrana
Every business has different flows, but there is a common core: the questions that repeat every day, the admin that takes up your team's time, the moments where a proactive message increases conversion. Engrana groups these into four blocks.
Handle enquiries without losing momentum
The first thing your business receives every day: questions, doubts, messages at odd hours. Engrana resolves them without involving your team.
- Personalised welcome
A different greeting for returning versus new clients, with their name and a reference to their last visit.
- Frequently asked questions
Prices, hours, location, parking, available services. Real data, not templates.
- Smart out-of-hours message
Captures the query, schedules a callback and notifies your team when you open.
Close and manage appointments on autopilot
The critical flow for appointment-based businesses. Confirm, remind and notify when something is ready.
- Appointment confirmation and reminder
With action buttons so the client can confirm or request a change with a single tap.
Learn more - Booking without human intervention
The client asks for a slot, Engrana offers available times and closes the appointment within the conversation.
- Order or service ready
Automatic notification when the car is repaired, the package is activated or the report is available.
Keep clients active without chasing them
Engrana detects the exact moment a client is about to forget you or lapse, and reaches out first.
- Package about to expire
Notifies the client about remaining sessions and the expiry date so they use them in time.
- Birthday discount
Personalised message with a code or offer valid for one week.
- Reactivation of inactive clients
If a client has not visited for a set number of months, Engrana sends a proactive message.
Close the loop and learn from every service
The client has left. Now is the time to request a review, measure satisfaction and plan what comes next.
- Automatic review request
After the service, a message asking for a Google review with a direct link.
Learn more - NPS satisfaction survey
At service close, measures satisfaction and filters who goes to Google and who does not.
- Custom flows
Any process that repeats in your business can be automated. We define it together.
How to configure automatic messages for your WhatsApp Business
To configure advanced automatic messages in WhatsApp Business you need two things: a WhatsApp Business API account and an external system that acts as the conversational brain. The free app only allows fixed replies. Engrana handles the complete technical setup, connects to your calendar and CRM, and has everything running in under a week.
- WhatsApp Business APIVerified with Meta
- Conversational AI brainUnderstands and responds with data
- Your existing calendarGoogle Calendar, Calendly, MN Program
- Your CRMHubSpot, Salesforce, Pipedrive, Zoho
- Industry softwareAny system with an API or CSV
You decide which flows to automate first. We handle the technical setup end to end.
- 1
WhatsApp Business API verification
Engrana manages the verification process with Meta. If you already have the API with a BSP, we integrate with that too.
- 2
Connection to your calendar and CRM
Compatible with HubSpot, Salesforce, Pipedrive, Zoho, Google Calendar, Calendly, MN Program and any industry software with an API or CSV.
- 3
Mapping key flows
Together we identify the queries that repeat most in your business and the flows worth automating first.
- 4
Drafting and approving message texts
Engrana proposes message copy in your brand tone; you approve or adjust before anything goes live.
- 5
Supervised period
The Engrana team reviews the first real conversations to fine-tune responses before the jump to full production.
- 6
Go live
The system manages conversations autonomously. Your team only steps in when human judgement is needed.
WhatsApp Business app vs WhatsApp Business API
These are two distinct Meta products that many people confuse. WhatsApp Business app is the free app you download on your phone; WhatsApp Business API is the enterprise integration. Real automation is only possible with the second, and Engrana sits on top of it.
WhatsApp Business app
The one you download on your phone. Fine to start with, but falls short as volume grows.
- CostFree
- Messages / dayLow limit, risk of being blocked
- Team1 phone = 1 session
- Automatic messages2 fixed texts
- Client dataNo CRM connection
- IntegrationsNo webhooks
WhatsApp Business API + Engrana
Meta's official integration with an AI layer on top. For businesses that receive real volume.
- CostMeta fee + Engrana
- Messages / dayThousands, automatic scaling
- TeamFull team, no limit
- Automatic messagesAI conversational flows
- Client dataConnected to your CRM
- IntegrationsWebhooks and full API
Real automation is only possible with the API. If you are still comfortable with the free app, we explain how to migrate your number to the API while keeping your conversations and history.
Personalisation: how to address each client by name
Personalisation in automatic messages is not writing "hello" instead of "dear customer". It means identifying the client by their phone number the moment their message arrives, retrieving their name, purchase history, past and future appointments, and building each reply with that information in real time. Engrana does this by default: the client notices the difference from the very first contact.
- Does not recognise the client
- Does not answer what they asked
- Conversation dead end
- Identifies the client by their number
- Answers the question with real data
- Retrieves their appointment and opens the next step
The difference is felt from the very first contact and compounds with every conversation. The returning client feels recognised; the new one feels attended to.
How many messages you can send per day and Meta's restrictions
WhatsApp Business API has daily limits for proactive messages that scale automatically based on your account's behaviour. New numbers start on a low tier and move up as they demonstrate a low block rate and high conversation quality. In practice, once your account has been active with good performance for a month, the limits are not a concern for businesses with up to several thousand clients.
Starting point when you verify the account. Covers most small businesses.
After 1-2 months with good conversation quality.
High volume. Businesses with a large client base and mass campaigns.
No practical ceiling. Enterprise.
Engrana monitors your account tier and alerts you when you move up or if Meta detects patterns that could lower it. The rules of good account behaviour are managed by the system without you having to learn them.
Use cases by industry
The flows vary; the system is cross-sector. Engrana adapts to the language, pace and priorities of each industry. These are the most common.
Clinics and health centres
- Appointment confirmation
- Pre-appointment reminders
- NPS surveys
- Annual review
Professional services
- Out-of-hours enquiries
- Pending documents
- Case updates
- Reactivation
Beauty and aesthetics
- WhatsApp booking
- Post-visit reviews
- Inactive client reactivation
- Segmented promotions
Repair shops and technical services
- Vehicle ready
- Periodic service
- MOT appointments
- Post-sale survey
Your industry not listed? We also work with massage therapists, spas, veterinary clinics and any business with recurring clients. See all industries.
How to get automatic messages running in under a week
- 1
Book a 20-minute demo. We show you how it would look with your calendar, your messages and your tone.
- 2
The team reviews your current WhatsApp volume, your industry and the flows that take up most of your time.
- 3
We send you the proposal with the priority flows to automate first.
- 4
In under a week you are live. Conversations start resolving themselves.
Start replying without replying yourself
20 minutes on a call. We show you which flows to automate first based on your industry and volume.
Frequently Asked Questions
How do I set up automatic messages in WhatsApp Business?
WhatsApp Business lets you configure welcome and away messages from Settings > Business tools. For advanced automatic messages that actually answer questions, you need the WhatsApp Business API. Engrana handles the complete setup.
What is the difference between basic automatic messages and an AI agent?
Basic messages are two fixed texts. They do not understand context and cannot answer specific questions. Engrana, built on the WhatsApp Business API, understands natural language and responds with real data from your system.
What types of automatic messages can I configure?
Four groups: Support (personalised welcome, FAQ answers, smart out-of-hours), Appointments (confirmation, reminders, booking), Retention (expiring packages, birthday discounts, reactivation) and Post-sale (review requests, NPS surveys, custom flows).
What is the difference between the app and the API?
WhatsApp Business app is the free app you download on your phone: two fixed messages, one session. WhatsApp Business API is the enterprise integration: unlimited messages, full team access, CRM connection, and real automation. Engrana sits on top of the API.
Can Engrana personalise messages with each client's name?
Yes. Engrana identifies the client by their phone number, retrieves their name, history and appointments, and builds each reply with that data in real time. The client feels recognised from the very first message.
How many messages can I send per day?
New accounts start at 1,000 proactive messages per day and scale automatically to 10,000, 100,000, and unlimited as your account demonstrates good behaviour. Engrana monitors your tier and alerts you to any changes.
Does it sound robotic?
It depends on how it is configured. Engrana proposes message texts in your brand tone and you approve or adjust them before anything goes live. The goal is for the client to feel attended to, not automated.
What happens if a client asks something unusual?
Engrana detects when it cannot answer confidently and passes the conversation to your team. The client does not notice the handoff.
Do I need technical knowledge?
No. Engrana handles the complete technical setup end to end. You define which flows to automate and approve the message texts.
Is there a contract?
No. Cancel anytime. If you stay, it is because it works.
How much does it cost?
Engrana costs €89/month with no minimum contract. Includes complete setup, voice customisation, and ongoing support. We explain everything during the demo.
How quickly can I be up and running?
Less than a week from demo to live conversations. Engrana handles API verification, connects to your calendar and CRM, drafts the messages in your tone, and runs a supervised period before going to full production.
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How many repetitive conversations will you answer this week?
The questions that repeat every day no longer need to take up your time.
Let Engrana handle them for you.
We show you examples tailored to your type of business.