WhatsApp chatbot: let the bot answer common questions while your team closes the sale
The AI bot in Rapitek CRM answers incoming WhatsApp messages using your business information. When the daily reply cap is reached, or when an agent replies from the CRM inbox, it hands the conversation to your team.
A WhatsApp chatbot is software that automatically replies to messages sent to a business's WhatsApp number. The WhatsApp Business app only offers a greeting message, an away message and quick replies. To have a bot that answers free-text questions, WhatsApp has to be connected to a CRM or a shared inbox tool.
In Rapitek CRM, the AI bot answers using business information we prepare with you during setup. The wait time and the daily reply cap are adjustable; the defaults are 30 seconds and 5 replies per chat per day. When the cap is reached the conversation moves to an agent, and each reply is deducted from your AI credit (October 2026).
Auto message, menu and AI bot: the difference
| Topic | Greeting and away message | Menu (greeting with options) | AI bot |
|---|---|---|---|
| What it does | Sends a fixed message | The customer picks an option and the chat goes to the right place | Reads the customer's question and answers with your business information |
| Free-text questions | Does not answer | Does not answer; points to the options | Answers |
| Where it is available | In the WhatsApp Business app and in the CRM | On a number connected to the CRM | On a number connected to the CRM |
| AI credit | Not used | Not used | Each reply is deducted from credit |
| Handover to an agent | No separate handover step | When the customer chooses to talk to an agent | When the daily cap is reached, when credit runs out or when an agent replies from the CRM |
How does the WhatsApp AI bot work in Rapitek CRM?
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1
The customer writes, the bot greets
The message lands in your team's shared inbox. If the bot is on, it picks up the conversation. The bot works both on the business number connected through the official WhatsApp Business API and on a number connected by QR.
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2
It collects messages, then replies
If the customer sends several messages in a row, the bot gathers them during the wait time and answers them together. The default wait is 30 seconds; you set the duration.
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3
It answers with your business information
The bot uses the business information we prepare with you during setup. Each reply is deducted from your AI credit.
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4
At the cap, it hands over to your team
Every chat has a daily reply cap; the default is 5 replies a day and it can be changed. When the cap is reached the conversation moves to an agent. If credit runs out, the bot also stops and the conversation stays with the agent.
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5
When an agent writes, the bot stops
When your agent replies from the CRM inbox, the bot stops in that conversation. On a QR-connected number, the bot may not stop if the agent replies from the phone, so your team runs conversations from the CRM inbox.
The 24-hour rule and Meta's fees
- The 24-hour window: On the WhatsApp Business API you can reply with a free-form message within 24 hours of the customer's last message. The bot also replies to incoming messages within this window. After the window closes, messages started by the business go out only as templates approved by Meta.
- Per-message pricing: Since July 2025, Meta has charged for the WhatsApp Business API per message rather than per conversation.
- The 1 October 2026 change: Free-form replies inside the 24-hour window (service messages) are now charged as well. Each business number gets 1,000 free messages a month; after that they are charged. On an official API number, the bot's replies count towards these messages.
- Who invoices you: Meta invoices message fees to you directly. Current rates are on Meta's WhatsApp pricing page.
- On the Rapitek side: Each bot reply is deducted from your AI credit. This is separate from Meta's message fee.
For how the WhatsApp connection is set up, see WhatsApp integration.
Who is it for?
It suits businesses that receive dozens of WhatsApp messages a day and hear the same questions often: prices, address, opening hours, appointments or enrolment terms. Service businesses that sell through messaging are typical examples: aesthetic clinics, hair transplant centres, language schools and travel agencies.
The bot handles the common questions and your team runs the sales conversation. For your team's shared inbox, greeting and out-of-hours messages, see WhatsApp CRM. The same bot also works in Instagram messages: Instagram CRM.
To see it with your own message traffic, try it free for 7 days.
WhatsApp chatbot: frequently asked questions
What is a WhatsApp chatbot?
Does the WhatsApp Business app have a chatbot?
Is a WhatsApp bot paid?
Does the bot reply to every message?
How quickly does the bot reply?
When does the bot hand the conversation to an agent?
Can the bot message a customer on its own?
Does it work on a QR-connected number?
Can it be used for Instagram messages?
Try the bot with your own questions
We start with a 30-minute intro call. Then use Rapitek CRM free for 7 days; we connect your WhatsApp number and prepare the business information the bot will use together with you. No credit card required.
