WhatsApp workflow automation: Automate the work around every chat, without writing code.
Join a trigger to the steps that should follow: reply, assign, open a ticket, move a deal, ask the AI or call another app. Start from a template or describe it in plain words. Beta, switched on per workspace.
Last run · Farah Sheikhprice · 3 steps
- Triggers
- 16Messages, chats, tickets, deals, contacts, dates, schedules and your own systems.
- Built-in steps
- 36Send, assign, label, ticket, sell, branch, wait, ask the AI, call an API.
- Connected apps
- 16Stores, payments, sheets, helpdesks and team chat, as steps in a workflow.
- Templates
- 75Ready-made workflows in twelve goal groups, copied into a draft in one click.
Build with AI
Describe it in plain words. Get a workflow to check.
- A full draft: the trigger, the steps, what each step sends and where its data comes from.
- Checked first: the draft is tested against the real list of steps before you see it.
- Never published by itself: it opens in the editor, and you switch it on.
- In English or Hinglish: messages are written the way you asked.
Reply to everyone who messages after 6 pm that we’ll call them at 10 am, and give the chat to the morning team.
Drafted 4 steps, checked against the step list
Draft for After hours: 4 steps.
Triggers and steps
Start on anything that happens. Then do the work.
A trigger starts the run; each step’s result can feed the next, picked from the step before rather than typed. Any step can lead to an error path, so a failure takes another route instead of stopping.
What starts a workflow
Messages and chats
- A WhatsApp message arrives
- A chat opens
- A chat is assigned
- A chat is closed
Tickets
- A ticket is created
- A ticket is updated
- A ticket misses its target
Sales
- A new lead comes in
- A deal moves stage
Contacts
- A contact is created
- A contact’s property changes
Journeys
- A contact enters a segment
- A date in their record comes round
Time and other systems
- On a schedule, in your time zone
- Your system posts to the workflow’s own URL
- Someone presses Run
What a workflow can do
WhatsApp
- Send a message
- Send media
- Send a poll
- React
Inbox
- Assign
- Add a label
- Remove a label
- Add a note
Tickets
- Create a ticket
- Update a ticket
Sales
- Open an opportunity
- Move its stage
- Create a task
Contacts
- Update a property
- Tag a contact
- Remove a contact tag
- Opt out
Logic
- If
- Switch
- Filter
- Set values
- Wait
- Wait for a reply or event
- A/B split
- Split by property
AI (Wavey)
- Classify
- Draft a reply
- Extract fields
- Summarise
- Translate
Built-in apps
- HTTP request
- Send a signed webhook
- Slack message
- HubSpot or Zoho CRM upsert
Code
- JavaScript, in a sandbox
Templates
75 workflows, ready to copy.
Each one copies into a draft with one click, says which module it needs, and leaves the choices that are yours (a teammate, a queue, an app sign-in) empty until you fill them.
Let Wavey answer, sort, translate, summarise and qualify chats for you.
Reply to FAQs with AI
Wavey drafts an answer from your company information and sends it when no teammate owns the chat yet.
Needs AI
Route new chats by intent with AI
Wavey reads the first message and hands the chat to your sales, support or billing team.
Needs AI
Qualify new leads with AI
Wavey pulls the name, city, budget and need from a first message, saves them and opens an opportunity.
Needs AINeeds Sales
Translate non-English messages for your team
When a customer writes in another language, Wavey adds an English translation as an internal note.
Needs AI
Escalate upset customers with AI
Wavey spots angry messages, labels the chat and hands it to your senior team with a short brief.
Needs AI
Summarise chats when they close
Wavey writes a short summary, the customer's ask and any open items as a note when a chat is closed.
Needs AI
Set ticket priority with AI
Wavey reads each new Medium ticket and raises or lowers its priority by how urgent it really is.
Needs AI
Suggest replies to agents with AI
In chats a teammate owns, Wavey drafts the next reply as an internal note for them to edit and send.
Needs AI
Tag contacts by interest with AI
Wavey sorts what a customer is asking for and tags the contact, so you can follow up by segment.
Needs AI
Answer after-hours questions with AI
Outside business hours, Wavey answers from your company information and says the team follows up at opening.
Needs AI
Instant, polite answers to common messages, at most once an hour per person.
Welcome first-time customers
Greet someone the first time they message you and ask what they need.
Send your price list on price questions
When someone asks about prices, reply at once and share your price list document.
Ask for the order number on delivery questions
When someone asks where their order is, ask for the order number and note it for the team.
Share your address and opening hours
Answer "where are you" and "what are your timings" with your address, hours and a map link.
Acknowledge photos and documents
React to a photo or document a customer sends and confirm you have received it.
React to thank-you messages
Answer a customer's thanks with a folded-hands reaction instead of another message.
Acknowledge new messages instantly
During business hours, tell a waiting customer when to expect a reply if nobody owns the chat yet.
Out-of-hours auto-reply
When a customer writes outside your business hours, tell them when you will reply.
New chat → assign + welcome
When a customer starts a new chat, give it to a teammate and send a welcome message.
Get every chat to the right person or team, day and night.
Share new chats across your team
Put every new customer chat into a routing queue that hands chats out in turn.
Send VIP customers to your senior team
Chats from contacts tagged vip (or labelled VIP) go straight to your senior team.
Assign chats by keyword
Read the first message for support, billing or sales words and hand the chat to that team.
Route chats by language
Wavey detects the language of the first message and hands the chat to a team that speaks it.
Needs AI
Hand unclaimed chats to a backup team
If nobody picks up a new chat within 10 minutes, move it to a backup team with a note.
Give each number's chats to its team
Every new chat on a chosen WhatsApp number goes to the team that runs that number.
Send after-hours chats to the on-call person
Outside business hours, give unowned chats to your on-call teammate and let the customer know.
Open, update, escalate and close tickets without the busywork.
Confirm new tickets to the customer
When a ticket is opened on a chat, send the customer its number and subject.
Tell customers when their ticket is resolved
When a ticket moves to Resolved, let the customer know and invite them to reply if it is not fixed.
Reopen or close resolved tickets
Reopen a resolved ticket if the customer writes within 3 days; otherwise close it automatically.
Remind customers when a ticket waits on them
If a ticket waits on the customer for a day, remind them; resolve it after two more quiet days.
Escalate tickets that miss their SLA
Make an overdue ticket urgent, move it to your escalation team and email the support lead.
Give urgent tickets to senior support
Move every urgent ticket, and its chat, to your senior support team as soon as it opens.
Keyword → ticket
Open a support ticket when a message mentions a problem, and tell the customer its number.
Move deals, create tasks and close the loop when a deal is won or lost.
Create a follow-up task when a deal moves stage
Give the deal owner a follow-up task due in 24 hours whenever an open deal enters a chosen stage.
Needs Sales
Thank customers and update your CRM on a win
When a deal is won, thank the customer on WhatsApp and pin a note to their HubSpot or Zoho record.
Needs CRMNeeds Sales
Ask why a deal was lost with a poll
A day after a deal is lost, send the customer a one-tap poll asking what made them decide.
Needs Sales
Remind owners about deals stuck in a stage
If an open deal has not moved for 7 days, give its owner a high-priority task to unblock it.
Needs Sales
Open a deal when a customer asks for a quote
Turn a quote request into an opportunity linked to the chat and ask for the details you need.
Needs Sales
Move a deal forward when the customer replies
After a proposal, move the deal on when the customer replies, or task the owner to call after 5 quiet days.
Needs Sales
Welcome, qualify and route new leads before they go cold.
Welcome new leads and assign a salesperson
Greet every new lead, put the chat in your sales queue and give the team a 2-hour follow-up task.
Needs Sales
Qualify new leads with three questions
Ask a new lead what they need, where and how much, then hand the answers to your team as a note.
Needs Sales
Flag leads nobody has qualified in 2 days
If a new lead has no opportunity after 2 days, give the sales team a high-priority task to call.
Needs Sales
Add new leads to HubSpot or Zoho
Create or find every new WhatsApp lead in your CRM, with a note, and tag them in WavesFlo.
Needs CRMNeeds Sales
Message website form leads on WhatsApp
When your website form posts a lead to this workflow, greet them on WhatsApp and alert sales on Slack.
Test two welcome messages on new leads
Send half of new leads a short welcome and half a detailed one, and see which gets more replies.
Needs Sales
Keep tags, properties and opt-outs tidy automatically.
Opt out customers who ask you to stop
When someone asks in their own words to stop messages, confirm it and opt them out on every number.
Tag customers who ask for wholesale prices
Tag contacts who ask about bulk, dealer or wholesale prices, and take them off your retail list.
Tag contacts by city
When a contact's city property is set, add a city tag such as city-pune for easy segments.
Save email addresses customers share
When a customer types an email address in chat, save it to their contact and react to confirm.
Mark big buyers as VIP
Tag the customer vip when they win a deal worth ₹5,00,000 or more, so VIP routing picks them up.
Needs Sales
Win back customers who have gone quiet
Each Monday, message customers who last wrote 60 to 365 days ago, and tag who comes back.
Invite contacts to the store in their city
Send each tagged contact the address of the store in their city, and a general invite to everyone else.
Nudge, remind and ask for feedback at the right moment.
Follow up when a customer goes quiet
Run it on a chat: if the customer does not reply in 24 hours, nudge them; label the chat after 2 more days.
Ask for a rating after a ticket is resolved
Two hours after a ticket is resolved, ask for a 1–5 rating; send low scores to a team lead.
Confirm and remind customers about appointments
When your booking system posts an appointment, confirm it on WhatsApp and remind them 2 hours before.
Send payment reminders from your billing system
When your billing tool posts an unpaid invoice, send a polite WhatsApp reminder with the payment link.
Check in a week after a deal is won
Seven days after a deal is won, ask the customer how things are going and offer help.
Needs Sales
Ask happy customers for a Google review
When a chat closes on a positive note, wait an hour and ask the customer for a Google review.
Needs AI
Send birthday wishes
At 10 am on each contact's birthday, send them a warm wish from your team.
Remind contacts a week before renewal
A week before a contact's renewal date, remind them, and nudge once more if they do not reply in 3 days.
Follow up missed calls and turn call requests into tasks.
Follow up missed WhatsApp calls with a message
When a WhatsApp call to your number is missed, message the caller at once and create a call-back task.
Needs Sales
Turn call-back requests into tasks
When a customer asks you to call them, create a call task for the team and confirm on WhatsApp.
Needs Sales
Thank customers after a WhatsApp call
Five minutes after a call of a minute or more ends, thank the caller and invite them to message you.
Tell the right people on Slack or email when something needs them.
Alert Slack when a VIP writes in
Post to Slack whenever a contact tagged vip, or a chat labelled VIP, sends a message.
Post SLA misses to Slack
Tell your support channel on Slack the moment a ticket misses its first-response or resolution deadline.
Email managers about legal or fraud threats
When a customer mentions consumer court, a legal notice or fraud, label the chat and email a manager.
Celebrate won deals in Slack
Post every won deal, with its value, to your sales channel on Slack.
Needs Sales
Connect WavesFlo to your CRM, store, sheets and in-house systems.
Send order confirmations from your store or ERP
When your store, ERP or billing tool posts an order to this workflow, confirm it to the customer on WhatsApp.
Look up order status in your system
When a customer sends an order number, fetch its status from your API and reply with it.
Pin chat summaries to HubSpot or Zoho
When a chat closes, Wavey summarises it and the summary is pinned to the contact's CRM record.
Needs AINeeds CRM
Log new enquiries to Google Sheets
Send every first message to a Google Apps Script, Zapier or Make webhook that adds a row to your sheet.
SLA breach → your system
When a ticket misses its deadline, post it to another system (an on-call tool, a chat channel).
Scheduled digests and summaries for managers.
Email a morning list of overdue tickets
Every working day at 9 am IST, email the support lead every overdue ticket, most urgent first.
Post a weekly calls summary to Slack
Every Monday at 9 am IST, post last week's WhatsApp call totals, missed calls and talk time to Slack.
Email an evening summary of open tickets
Every working day at 7 pm IST, email open tickets by priority with the urgent and high ones listed.
Journeys
Drip journeys on WhatsApp, measured against a control group.
Any workflow can become a contact journey: who enters and when, what counts as converted, what ends it early, and how many messages one person can get.
- entry
- On an event, when a contact enters a saved segment (with a preview of who matches), or on a date in their record, such as a birthday or a renewal.
- re-entry
- Once per contact, every time, or again after a cooldown; between a start and an end date if you set one.
- goals
- Up to ten, each an event within a window of up to 90 days. Reaching one counts the contact as converted.
- exit when
- Up to ten events that take a contact out of the journey early, such as a reply or an opt-out.
- frequency cap
- At most so many messages per contact a day and a week, across the journey.
- control group
- Hold back up to half of those who enter, to measure what the journey adds.
Split tests and splits by a contact’s details give each path its own numbers. The Results tab shows how many entered, are in it now, finished, left early, converted and were held back, step by step.
Connected apps
16 apps, one step away.
Look up an order in Shopify, send a Razorpay payment link, add a row to Google Sheets or open a Zendesk ticket from the middle of a workflow. Each app signs in with its own API key or token, stored sealed and never shown again.
- Workflow step
Shopify
Look up a customer and their orders, read an order, create a customer, add tags.
- Workflow step
WooCommerce
Read and list orders, update one, add an order note, look up a customer.
- Workflow step
Razorpay
Create a payment link to send in the chat.
- Workflow step
Cashfree
Create a payment link or an order, check a link, raise a refund.
- Workflow step
Stripe
Find or create a customer, create a payment link or an invoice.
- Workflow step
Google Sheets
Add a row, find rows, update a row.
- Workflow step
Airtable
Create, update, search and read records.
- Workflow step
Notion
Create, update and find database items; append to a page; comment.
- Workflow step
HubSpot
Create or update a contact, add a note or a task, search records.
- Workflow step
Zendesk
Create and update tickets.
- Workflow step
Freshdesk
Read tickets and their status, look up contacts.
- Workflow step
Slack
Post to a channel or send a direct message.
- Workflow step
Telegram
Send a message from your bot, read a chat.
- Workflow step
Trello
Create, move and find cards; comment on one.
- Workflow step
Brevo
Create or find a contact, send a transactional email or SMS.
- Workflow step
Calendly
Create a scheduling link, list, read or cancel bookings.
Apps run apart from WavesFlo itself, with a time limit per action and no route to private addresses. Anything else with an API is one HTTP request or signed webhook step away.
Every integrationSending rules
Automation that keeps your sending rules.
A workflow sends from your numbers the way a person would, so it answers to the same limits.
- replies
- A reply in a chat the customer wrote to in the last 24 hours goes out at any hour.
- every other send
- Opt-outs, the posting window, quiet hours, the per-recipient cooldown and each number’s pacing all apply.
- held sends
- A send the rules hold fails its step with the reason, instead of reporting success.
- opt-outs
- Checked on every send, a reply included. A contact who opted out is never retried.
- once an hour
- Auto-reply templates answer one person at most once an hour.
- limits per run
- Up to 200 steps a run, 10 runs per chat an hour and 200 runs at once per workspace.
Runs and versions
Every run, step by step. Every change, a version.
A record of every run
What came in, what each step did and what it returned, live runs and tests alike.
Retry from the failed step
Fix the cause and run it again from where it stopped, or stop a run in progress.
An error path
Any step can lead somewhere else when it fails, instead of ending the run.
Paused after errors
Twenty failures in ten minutes pause the workflow until someone looks.
Versions
Saved as you build; each publish is a version you can restore.
In the audit trail
Creating, publishing, switching on or off and deleting a workflow are all recorded.
A JavaScript step, sandboxed. For the one rule no step covers: no network, no files, two seconds and 32 MB by default.
What is WavesFlo Workflows?
A visual builder inside WavesFlo that joins a trigger, such as a WhatsApp message arriving or a ticket missing its target, to the steps that should follow: reply, assign, open a ticket, move a deal, ask the AI, or call another app. It has 16 triggers, 36 built-in steps, 16 connected apps and 75 templates. It is in beta and switched on per workspace.
Do I need to write code?
No. Start from a template, or describe what you want and Build with AI drafts it. Data moves between steps by picking it from the step before. A JavaScript step is there for the rare rule no step covers, and it runs in a sandbox with no network.
Can a workflow send WhatsApp messages at any time?
A reply in a chat the customer wrote to in the last 24 hours goes out at any hour. Every other send keeps your delivery rules: opt-outs, the posting window, quiet hours, the per-recipient cooldown and each number’s pacing. A send those rules hold fails its step with the reason, so nothing is reported as sent when it was not.
Can I build drip sequences and journeys?
Yes. Any workflow can be a journey: contacts enter on an event, when they join a segment or on a date such as a renewal; waits can last up to 90 days; goals count conversions; exit events end it early; a frequency cap limits messages per person; and a control group of up to half measures the lift. A/B splits compare messages.
Which apps can a workflow use?
Shopify, WooCommerce, Razorpay, Cashfree, Stripe, Google Sheets, Airtable, Notion, HubSpot, Zendesk, Freshdesk, Slack, Telegram, Trello, Brevo, Calendly, each signed in with its API key or token, which is stored sealed and never shown again. HTTP request and signed webhook steps reach any other system with an API.
How is this different from Zapier, Make or n8n?
Workflows run inside WavesFlo, on your chats, tickets, contacts and deals, under your sending rules and roles, with no second tool to sign in to. The WavesFlo apps for Zapier and Make and the n8n node remain for teams whose automation already lives there.
What happens when a step fails?
The run records the failure and the reason. A step can lead to an error path instead of stopping, a failed run can be retried from the step that failed, and twenty failures in ten minutes pause the workflow.
Who can build and switch on workflows?
Only admins and managers. They see workflows, templates and runs, and build, test, publish and switch workflows on or off; no other role sees Workflows at all. Build with AI only drafts: it never publishes a workflow by itself.
See a workflow run on your own numbers.
A walkthrough on two of your own numbers, with the workflows you want to start with.