AI employee for WhatsApp
AI chatbot for WhatsApp Business
An AI chatbot for WhatsApp Business answers your customers' messages automatically, around the clock. It understands freely worded questions, books appointments, asks new enquirers for the key details and hands over to your team when a person is needed. At Neurobots it is part of the AI employee that also handles calls, emails and the website chat.
Key facts
- Replies on WhatsApp around the clock, including weekends
- Runs on Meta's WhatsApp Business Platform (API)
- From €399 per month plus €1,299 setup (net); Meta's fees are charged separately
- Neurobots stores data on servers in Nuremberg, Germany; DPA available
Updated: October 2026
What the WhatsApp chatbot takes care of
Answer questions
Opening hours, prices, services, directions: the chatbot answers based on the knowledge you provide, at night and at weekends too.
Book appointments
It suggests free slots from your connected calendar and enters the appointment without the customer having to leave the chat.
Qualify enquiries
For new prospects, it asks for the details you need to prepare a quote or a callback.
Hand over to your team
If a customer wants to speak to a person or a case needs your decision, the chatbot passes the conversation, including its history, to your team.
Write to your CRM
Contact details, request and outcome are stored in your CRM in a structured way, for example in HubSpot, Pipedrive, Salesforce, SAP or Microsoft Dynamics.
What you need for a WhatsApp AI chatbot
The WhatsApp Business app is designed for manual use. An AI chatbot needs the WhatsApp Business Platform, which is Meta's API access. These points are part of it:
Access to the WhatsApp Business Platform
Businesses get API access directly from Meta or through a provider (Business Solution Provider). Which route suits you is clarified with the partner during setup.
A Meta business account and a phone number
The WhatsApp number is registered for the API through a Meta business account of your company. Whether you can move an existing number or keep using it in the app in parallel depends on Meta's current rules and on the access route you choose.
Business verification
Meta usually verifies your business and approves the display name customers see in WhatsApp.
Consent (opt-in)
If a customer writes to you first, the chatbot can reply. You may only contact customers on your own initiative if they have agreed, for example when booking an appointment.
Message templates for outbound messages
Free-form replies are possible within 24 hours of the customer's last message. After that, and for messages your business starts itself, such as reminders, WhatsApp requires templates approved by Meta in advance.
Fees charged by Meta
Meta charges fees for certain messages, mainly template messages. Meta sets the model and the amounts, which depend on factors such as the country and the type of message. These fees are not included in the Neurobots price.
GDPR and WhatsApp
Two parties are involved in a WhatsApp chatbot. Neurobots processes the conversation data for the assistant under the GDPR on servers in Nuremberg, Germany, and you sign a data processing agreement (DPA) with Neurobots for this. The language models used act as data processors and do not store conversation threads.
WhatsApp itself is operated by Meta. Messages pass through Meta's infrastructure, and the WhatsApp Business Platform is subject to Meta's terms, which you accept during setup. This applies to any business use of WhatsApp, with or without AI.
Points to check
- Mention WhatsApp and the AI assistant in your privacy policy.
- Offer customers another way to reach you, such as phone or email.
- Decide which data the chatbot asks for. Health data or contract details usually do not belong in a messenger chat.
These notes are not legal advice. More on data storage and security at Neurobots is on the security and data protection page.
Use by industry
WhatsApp works especially well where customers would rather write than call.
Beauty salons
Clients book and reschedule appointments on WhatsApp without calling.
Restaurants and hotels
Take reservation requests and answer questions about opening hours.
Holiday apartments
Guests ask about check-in, Wi-Fi or parking. Holiday apartments have their own guest assistant with separate pricing.
Real estate agents
Answer questions about properties and arrange viewings.
Car dealerships and workshops
Arrange workshop appointments and test drives by chat.
Online shops
Answer questions about products, delivery and returns.
Trades businesses
Take job requests and schedule site visits.
WhatsApp and phone from one source
The Neurobots AI employee handles WhatsApp and the phone with the same knowledge and the same rules for appointments and handovers. Enquiries from phone, WhatsApp, email and website chat arrive in one inbox and in your CRM.
What the assistant handles on the phone is explained on the AI phone assistant page.
Pricing
WhatsApp is included in the regular plans: a one-time €1,299 for setup, then €399 per month (Basic, 500 sessions) or €599 per month (Pro, 1,000 sessions), all net. A chat of up to 20 messages counts as one session. Fees that Meta charges for WhatsApp messages are added separately.
Details on the pricing page and in the guide How much does an AI phone assistant cost?.
Frequently asked questions about the WhatsApp AI chatbot
Can I use the regular WhatsApp Business app for an AI chatbot?
No. The app is designed for manual use and only offers simple automation such as greeting and away messages. An AI chatbot needs the WhatsApp Business Platform (API), which is set up directly through Meta or through a provider.
How much does a WhatsApp AI chatbot cost?
At Neurobots, a one-time €1,299 for setup and €399 or €599 per month, all net. A chat of up to 20 messages counts as one session. Fees that Meta charges for certain WhatsApp messages are added separately.
Can the chatbot message customers on its own initiative?
Only if the customer has agreed. More than 24 hours after the customer's last message, this is also only possible with a message template approved by Meta. The chatbot can reply freely to messages customers send themselves within that window.
Is a WhatsApp chatbot GDPR compliant?
It can be used in line with data protection rules if the basics are in place: a data processing agreement with Neurobots, a reference to WhatsApp and the AI assistant in your privacy policy and no sensitive data in the chat. Neurobots stores the data on servers in Nuremberg, Germany. WhatsApp itself is operated by Meta, and Meta's terms apply to it.
What happens if the chatbot cannot answer a question?
It tells the customer and passes the conversation, including its history, to your team. You decide during setup when and to whom it hands over.
How long does setup take?
About 14 days for the AI employee. When WhatsApp access is ready also depends on Meta's checks, such as the verification of your business.
Plan a WhatsApp chatbot for your business
Tell us which questions your customers ask on WhatsApp. In a demo we show how the chatbot replies and go through the requirements for your WhatsApp access.