WhatsApp AI Chatbot for UK Businesses

The trigger — job details in, live proposal URL out

WhatsApp Business conversation showing automated proposal trigger — job details sent by sales person, bot confirms and returns live proposal URL

One WhatsApp message is all it takes. The system confirms the details, generates the proposal and returns a live URL — ready to send to the client.

Make.com — the automation canvas

Make.com automation scenario canvas connecting WhatsApp webhook, AI parser, proposal generator, GitHub, Cloudflare Pages, Monday.com and Xero

One scenario. Eight outcomes. WhatsApp in — proposal, deployment, email, CRM and invoice all handled.

The live proposal — deployed to a permanent URL

Live proposal page deployed automatically to Cloudflare Pages via GitHub — branded, accessible via permanent URL with Accept Quote action

Not a PDF attachment. A real, branded web page — live at a permanent URL the client can open, share and accept from.

Monday.com — deal updated automatically

Monday.com CRM deal card auto-populated with client name, deal value, proposal link and pipeline stage — no manual entry required

Stage, value, proposal link — all populated without anyone touching Monday.com. Your pipeline reflects reality.

Xero — contact and invoice created automatically

Xero contact record and invoice created automatically from WhatsApp message data — zero manual re-keying of client details

New client contact and invoice created in Xero from the original message. Zero re-keying. Zero missed fields.

The problem

Quoting is taking longer than the job itself.

You're still on the laptop to send a quote

Your sales team is out on site, phone in hand — but generating a proposal means getting back to a desk, opening a template, copy-pasting from last week's version and hoping nothing's wrong.

Every quote is a manual process

Find the template. Update the client name. Change the prices. Save the PDF. Attach to an email. Send. Log it in the CRM. Create the Xero contact. That's seven steps for something that should take thirty seconds.

Deals stall while you're getting organised

The buyer is warm when they ask for a quote. Every hour between that conversation and the proposal landing in their inbox is an hour for them to call someone else.

Your CRM and Xero are always out of date

Because updating them manually is the last thing anyone does. So the data is wrong, the pipeline is fiction and the invoice goes to the wrong address.

How it works

One message. Eight steps. Everything handled.

The pipeline runs entirely in the background via Make.com, GitHub and Cloudflare. Your team just sends a WhatsApp message.

WhatsApp message sent

Your sales person sends a message with the job details — client name, service, scope and price. Plain English. No forms, no app, no login.

AI parses the details

The AI reads the message and extracts the structured data — client, line items, values, dates. It confirms back to you via WhatsApp before proceeding.

Proposal or quote generated

A fully branded proposal or quote is built from your template — populated with the correct client details, pricing and scope. No copy-pasting, no errors.

Deployed live via GitHub and Cloudflare

The proposal is pushed to GitHub, auto-deployed to Cloudflare Pages and live at a permanent URL within seconds. Not a PDF attachment — a real, accessible link.

Link sent back on WhatsApp

The bot sends you the live URL immediately. "Proposal live at [url] — awaiting client approval." Share it yourself or let the system send it directly.

Branded client email generated and sent

A professional email is generated and sent to the client with the live proposal link, your branding and a clear call to action. No manual drafting.

Monday.com deal updated automatically

The deal record is created or updated in Monday.com — stage, value, proposal link and client details all populated. Your pipeline stays accurate without anyone touching it.

Xero contact and invoice created

On approval, a new client contact is created in Xero and the invoice is generated automatically. Zero re-keying. Zero missed details. Ready to send or approve.

What you get

Concrete deliverables, not a demo.

Everything below is configured, tested and handed over running. Not a spec document.

WhatsApp Business API — configured and connected

Full WhatsApp Business API setup via an approved provider. GDPR-compliant message handling, opt-in flows and audit logging. Your number, your account, your data.

AI message parsing — trained on your services and pricing

The AI is trained on your specific services, pricing structure and terminology. It understands your language, not generic placeholders. Tone-of-voice guardrails built in — it never freelances on your brand.

Proposal and quote templates — branded and production-ready

Fully branded proposal and quote templates built to your spec. Generated automatically from the WhatsApp message data — no manual population, no formatting errors.

Auto-deployment pipeline — GitHub and Cloudflare

Proposals and quotes deployed as live URLs via GitHub and Cloudflare Pages automatically. Permanent, shareable links — not email attachments that get buried.

Client email generation — automated and branded

Professional client emails generated and sent automatically with the live proposal link. Your branding, your tone, your call to action — sent without anyone writing a word.

Monday.com integration — pipeline always accurate

Deals created or updated in Monday.com automatically — stage, value, proposal link and client details all populated. Your CRM reflects what's actually happening, without manual updates.

Xero contact and invoice creation — zero re-keying

New client contacts created in Xero from the original message data. Invoice generated and staged for approval. No double-entry, no wrong addresses, no missed line items.

30-day post-launch support included

A month of monitoring, refinement and fixes after go-live. If something behaves unexpectedly in production, we fix it — without a new invoice.

Common questions

What operators ask before they start.

Is this GDPR compliant?

Yes. WhatsApp Business API operates under Meta's data processing agreements and can be configured to meet UK GDPR requirements. All message data is handled within your own accounts — we don't hold client data. Opt-in flows and audit logging are included as standard.

Do I need a WhatsApp Business account already?

No. We handle the full API setup through an approved WhatsApp Business Solution Provider. You'll end up with a properly configured business account connected to your existing number or a new dedicated one.

What if the AI misreads the message?

The system confirms the parsed details back to you via WhatsApp before anything is generated or sent. You approve before it proceeds. If something looks wrong, correct it in the chat and it reruns.

Does it work with our existing Monday.com and Xero setup?

Yes — we connect to your existing accounts. There's no need to restructure your Monday.com boards or Xero chart of accounts. We map the automation to your current setup during the build phase.

How long does setup take?

Typically three to four weeks from kick-off to live. The WhatsApp API approval process is the longest single step — usually five to seven business days. Everything else runs in parallel.

Can we customise what the system generates?

Fully. The proposal and quote templates are built to your spec — your branding, your pricing structure, your terms. The AI is trained on your specific services. Nothing is generic out of the box.

From WhatsApp message to live proposal in under two minutes.