FAQ | Flowmation

Question 1

Is WhatsApp outbound messaging legal?

Accepted Answer

Yes — when done correctly. WhatsApp Business API requires that all outbound messages use pre-approved message templates for the first contact. Flowmation handles template creation and Meta approval as part of your onboarding. We only send to contacts who have a legitimate business relationship with you (e.g. leads who submitted a form, requested a quote, or opted in through your funnel).

Question 2

Do I need opt-in consent from my leads?

Accepted Answer

You need a legitimate basis for contact — typically a form submission, quote request, or prior business interaction. We do not send cold messages to purchased lists. During onboarding we review your lead sources to confirm they meet WhatsApp's policy requirements before we go live.

Question 3

What happens if a lead asks to stop receiving messages?

Accepted Answer

Any reply containing an opt-out phrase ("stop", "unsubscribe", "remove me", etc.) is automatically detected by our AI and the contact is immediately removed from all active sequences. This is non-negotiable and happens in real time — no manual intervention required.

Question 4

Can my WhatsApp number get banned?

Accepted Answer

Accounts get flagged when they send unsolicited messages at high volume or receive a high rate of blocks and reports. Because Flowmation only contacts leads with a legitimate basis and uses approved templates, ban risk is very low. We also monitor quality ratings on your number and throttle sending if we detect any early warning signals.

Question 5

How long does it take to go live?

Accepted Answer

Most clients are live within 7–14 business days. The main variable is Meta's approval time for your WhatsApp Business Account and message templates, which typically takes 3–7 business days. Our technical build — sequences, integrations, AI configuration — runs in parallel and is usually ready before Meta approves.

Question 6

What do I need to provide to get started?

Accepted Answer

We need: (1) a phone number to register as your WhatsApp Business number (can be a new SIM or a number not currently on WhatsApp), (2) your business name and logo for Meta verification, (3) access to your lead source (e.g. a Google Sheet, CRM export, or form webhook), and (4) a brief on your offer and target audience so we can write your message sequences.

Question 7

Do I need to do anything technical myself?

Accepted Answer

No. We handle the full technical setup — WhatsApp API provisioning, n8n workflow build, AI configuration, and lead source integration. You review and approve the message sequences before we go live. After that, the system runs without any technical input from your side.

Question 8

What tech stack does Flowmation use?

Accepted Answer

We build on WhatsApp Business API (via Twilio), n8n for workflow automation, Anthropic Claude for AI reply handling, Google Sheets or your CRM as the lead source, and a calendar tool (Calendly or Cal.com) for booking. You don't need to have any of these set up — we provision and configure everything as part of your build.

Question 9

Does this integrate with my CRM?

Accepted Answer

Yes. We support direct integrations with HubSpot, Pipedrive, Salesforce, and most CRMs that offer a webhook or API. If your CRM isn't on that list, we can typically pull leads via a Google Sheet export or Zapier bridge. CRM sync is available as an add-on on the Growth plan and is included in Scale.

Question 10

What if my lead source changes or I add a new one?

Accepted Answer

Adding a new lead source is a straightforward workflow update. On the Starter plan, one additional integration is available as an add-on (R 500/month). Growth includes up to 3 integrations, and Scale is unlimited. Changes are typically live within 1–2 business days of your request.

Question 11

How does the AI handle replies from leads?

Accepted Answer

When a lead replies, our AI reads the message, classifies the intent (interested, objection, question, opt-out, etc.), and responds appropriately. Interested leads are guided toward booking a call. Objections are handled with pre-trained responses tailored to your offer. Questions about your product or service are answered using a knowledge base we build during onboarding.

Question 12

What if the AI can't handle a reply?

Accepted Answer

If the AI encounters a message it can't confidently classify, it flags the conversation and notifies you (or a nominated team member) to take over manually. You can reply directly from WhatsApp — the system detects a human response and pauses the automated sequence for that contact.

Question 13

Can I see all the conversations?

Accepted Answer

Yes. All conversations are visible in your WhatsApp Business inbox in real time. You also receive a weekly report summarising reply rates, booking conversions, opt-outs, and AI escalations. Growth and Scale clients get a live dashboard with daily metrics.

Question 14

How personalised are the messages?

Accepted Answer

Every message is personalised using data from your lead source — typically first name, company name, and any other fields you capture (e.g. property type, loan amount, service interest). The AI also adapts follow-up messages based on how the lead has responded, so the conversation feels natural rather than scripted.

Question 15

Do I get my own WhatsApp number?

Accepted Answer

Yes. Every Flowmation client gets a dedicated WhatsApp Business API number registered under their business name. Leads see your business name and logo when they receive a message — not a generic Flowmation number.

Question 16

Can I use my existing business number?

Accepted Answer

You can, provided the number is not already active on a personal or standard WhatsApp account. Migrating an existing number to the WhatsApp Business API removes it from the consumer app permanently. Most clients prefer to register a new number to keep their personal WhatsApp separate.

Question 17

What happens to the number if I cancel?

Accepted Answer

The number is registered under your business name and can be ported or deactivated at your request. We don't hold your number hostage — if you leave, we help you transition cleanly.

Questions we get asked a lot.

WhatsApp compliance

Go-live timeline

Tech requirements

Lead reply handling

Custom WhatsApp number

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