After-hours messages wait until morning
Questions that arrive in the evening or on weekends sit until someone is back. By then the customer may have booked somewhere else.
Messaging Automation
AI Customer Messaging and Booking on WhatsApp, SMS and Email
TriloAI's Messaging Automation is an AI assistant for WhatsApp Business, SMS, email, website chat and LINE that answers customers from information you approve, takes booking details in the chat and updates your calendar and CRM. It suits appointment-based and high-volume service businesses such as clinics, studios, salons, restaurants and online stores.
Messaging inbox · Northstar Fitness
SampleHow much is a trial class? Is next Tuesday evening open?
A trial class is $20. Tuesday has 7:00 PM and 8:00 PM open. Which works?
19:0020:00
19:00
Booking confirmed
Tue 7:00 PM · Trial class
Reminder the day before
Added to calendarSaved to CRM
- Best for
- Service businesses with repetitive questions and bookings
- Pricing
- Scoped to your needs
- Launch time
- About 4–6 weeks for a standard build
- Channels
- WhatsApp, SMS, email, web chat and LINE
When it fits
Sound familiar
The same questions all day
Hours, prices, location, how to book. Your front desk types the same answers into WhatsApp, texts and email between everything else.
Bookings stuck in chat threads
A customer asks for Tuesday afternoon, and someone has to copy it into the calendar and CRM by hand. That copy step is where details go missing.
How it works
From a customer question to a confirmed booking
A customer asks a question and wants to book. The AI answers from approved information, checks real calendar availability, lets the customer pick a time, saves the booking to your calendar and CRM, and sends a confirmation. Refunds, complaints and anything uncertain go to a person.
- 01
Message received
Customer
- 02
Answered from approved info
AI assistant
- 03
Availability checked
Calendar lookup
- 04
Customer picks a time
Customer
- 05
Saved to calendar and CRM
Automatic save
- 06
Confirmation and reminder sent
Automated notice
- 01
Message received
Customer
- 02
Answered from approved info
AI assistant
- 03
Availability checked
Calendar lookup
- 04
Customer picks a time
Customer
- 05
Saved to calendar and CRM
Automatic save
- 06
Confirmation and reminder sent
Automated notice
Interactive workflow illustrationNot real customer data
- 01Message received
- 02Answered from approved info
- 03Availability checked
- 04Customer picks a time
- 05Saved to calendar and CRM
- 06Confirmation and reminder sent
Customer
New messageMessage received
A customer asks about the trial class price and wants next Tuesday evening.
- Message
- How much is a trial class? Can I book next Tuesday evening?
DestinationCalendar and CRM (simulated)
What it does
What you get
Answers from approved information
We organize your FAQs, prices and policies, and the assistant answers only from them. If a question isn't covered, it asks for contact details instead of guessing.
Booking inside the conversation
The assistant spots a booking request, collects name, contact, service and preferred time, then adds it to Google Calendar, Outlook or your scheduler following your rules. Reminders can go out before the appointment.
One set of answers on every channel
WhatsApp, SMS, email, website chat and LINE share the same approved answers, so customers get the same information wherever they ask.
Customer records and follow-up tasks
New contacts and conversation summaries go into HubSpot, Salesforce, Notion or Google Sheets, with an owner assigned and a follow-up task created when needed.
Handoff with the full conversation
Refunds, complaints, clinical or contract questions, and anything the assistant is unsure about are handed to a person, who sees the whole conversation before replying.
Conversation log and reporting
Every conversation is logged, so you can see top questions, what the assistant couldn't answer and where bookings stand, and decide what to add next.
Channels and systems we can connect
- WhatsApp Business Platform
- SMS (Twilio)
- Gmail
- Outlook
- Website chat
- Facebook Messenger
- Instagram DM
- LINE Official Account
- Google Calendar
- HubSpot
- Salesforce
- Pipedrive
- Notion
- Google Sheets
- Shopify
- n8n (integration tool)
- OpenAI
- Gemini
- Claude
Use cases
Situations we can show you
These are demonstrations, not client case studies.
Dental practice
The front desk handles calls, texts and website messages at once, and new-patient questions sent in the evening wait until the next day.
The assistant answers questions about hours, new-patient steps and insurance or payment policies from approved information, collects booking details and passes them to the front desk to confirm a slot. It never answers questions about symptoms, treatment or anything clinical; the practice answers those itself.
What we track
- After-hours inquiries
- Booking requests and confirmed bookings
- Questions the assistant couldn't answer, and why
- Top questions
Fitness studio
Trial-class questions come in through WhatsApp and Instagram DM while coaches are teaching, and package renewals rely on someone remembering to follow up.
The assistant answers class, pricing and location questions, books trial sessions into the calendar, and sends reminders when a class package is close to expiring. Renewals, refunds and transfers go to the front desk.
What we track
- Trial bookings
- Attendance and no-show records
- Renewal reminders sent
- Questions the assistant couldn't answer
Home services
Quote requests arrive by web chat, text and email while the team is on jobs, and details like address and job type get collected over several back-and-forth messages.
The assistant asks for the job type, address, photos and preferred visit window in one conversation, creates the lead in the CRM, and proposes estimate slots for your team to confirm. Pricing outside your published ranges and complaints are flagged for you.
What we track
- Quote requests by channel
- Estimate visits booked
- Questions the assistant couldn't answer, and why
- Time from first message to booked visit
Process
From first call to launch
- 01
Free 30-minute consultation
We look at your channels, message volume, common questions and booking flow, and tell you which parts suit automation and which do not.
- 02
Channel setup and registration
We handle the paperwork each channel requires: Meta business verification for WhatsApp, A2P 10DLC registration for US business texting, and email domain setup. This runs in parallel with the build.
- 03
Answers and build
We organize your FAQs, policies and prices, agree on which topics the assistant leaves alone, and build the workflows with your calendar and CRM connected.
- 04
Testing
We run common questions, bookings and sensitive messages on a test number. Your live channels switch over only after you approve the replies.
- 05
Launch and adjustments
For 30 days after launch we adjust replies based on real conversations. After that, ongoing maintenance is optional.
- 01
Free 30-minute consultation
We look at your channels, message volume, common questions and booking flow, and tell you which parts suit automation and which do not.
- 02
Channel setup and registration
We handle the paperwork each channel requires: Meta business verification for WhatsApp, A2P 10DLC registration for US business texting, and email domain setup. This runs in parallel with the build.
- 03
Answers and build
We organize your FAQs, policies and prices, agree on which topics the assistant leaves alone, and build the workflows with your calendar and CRM connected.
- 04
Testing
We run common questions, bookings and sensitive messages on a test number. Your live channels switch over only after you approve the replies.
- 05
Launch and adjustments
For 30 days after launch we adjust replies based on real conversations. After that, ongoing maintenance is optional.
Pricing
How pricing works
Quotes depend on how many systems are connected (channels, calendar, CRM), how complex the conversation and booking flows are, expected AI usage based on message volume, and how much ongoing maintenance you want. Third-party fees such as AI models, WhatsApp and SMS are charged at actual usage, with no markup.
Messaging Automation
Scoped to your needs
Quote after a free 30-minute consultation
- Requirements call and workflow design
- Answer set built from your FAQs, prices and policies
- Channel setup (WhatsApp, SMS, email, web chat or LINE)
- Testing on a test number before launch
- Launch
- 30 days of adjustments after launch
Comparison
How it compares with keyword auto-replies
| Item | Messaging Automation | Keyword auto-replies |
|---|---|---|
| Customer rephrases a question | Understands it and answers from approved information | No keyword match, no useful answer |
| Bookings | Collects details in the chat and updates the calendar | Usually sends a booking link |
| Customer records | Saved to your CRM or spreadsheet automatically | Someone copies them by hand |
| Questions it can't answer | Handed to a person with the full conversation | Fixed fallback message or silence |
| Keeping it current | Edit the answer set | Add keywords and replies one by one |
Security
How we protect your data
Least privilege
We request only the accounts, permissions and fields the workflow needs.
People make sensitive calls
Medical, refund, pricing and contract decisions always go to a human review queue.
Every step is logged
Each item keeps its source, status and write-back result so it can be traced.
Tested before launch
Normal and failure cases run on test accounts; production starts after your sign-off.
Confidentiality in writing
Scope, data use and retention go into the contract; an NDA can come first.
Handover you can use
Process maps, field mappings and runbooks are delivered so your team can take over.
FAQ
Common questions
Which channels do you support?+
WhatsApp Business, SMS, email and website chat are the main channels. Facebook Messenger and Instagram DM can be added too, and LINE is available for customers in Asia. One set of answers serves every channel you use.
How is this different from a keyword chatbot?+
A keyword bot matches words to fixed replies, so it fails when a customer phrases things differently. TriloAI's Messaging Automation understands the question and answers only from the information you approve. It can also take booking details and update your CRM.
What is A2P 10DLC and do we need it?+
A2P 10DLC is the registration US carriers require before a business can send texts from a standard 10-digit number. Carriers filter unregistered messages, so you need it if you plan to text US customers. Registration can take a few weeks, so we start it early and handle it as part of the build.
How long does it take to launch?+
A standard build takes about 4–6 weeks: requirements and answers first, then build and testing, then sign-off and launch. More complex CRM or ERP connections usually add 1–2 weeks. WhatsApp verification and SMS registration run in parallel.
How is it priced?+
Pricing is scoped to your needs, and you get a quote after the free 30-minute consultation. The quote depends on how many channels and systems are connected, such as your calendar and CRM, how complex the conversation and booking flows are, expected AI usage, and how much ongoing maintenance you want. AI, hosting and channel fees such as WhatsApp and SMS depend on your message volume and are charged at actual usage with no markup; we estimate them after the consultation. Monthly maintenance is optional, and build fees can be split into 2–3 installments.
Do we still need support staff?+
Yes, we recommend keeping them. The assistant handles repetitive questions such as hours, pricing, availability and booking, while your team handles sales conversations, complaints and key accounts. You decide which topics the assistant takes and can change that at any time.
What happens when the AI is unsure or wrong?+
Refunds, contracts and medical advice can be set so the assistant never answers them and alerts you instead. Before launch we test common and sensitive messages on a test number, and after launch every conversation is logged so mistakes can be fixed in the answers or rules.
Will customers know they are talking to an AI?+
We recommend saying so in the first message and showing a clear button to contact your team. Being upfront avoids the feeling of being misled later.
Can you work with clinics and other regulated businesses?+
Yes, with the right setup. If you handle protected health information in the US, the channels, AI model and storage must meet HIPAA requirements, including Business Associate Agreements where needed, and we check this in the consultation before any patient data is processed. The assistant does not answer clinical questions.
What systems can it connect to?+
Common ones include HubSpot, Salesforce, Pipedrive, Notion, Google Workspace, Outlook, Shopify and in-house booking systems. If a system lets other software connect to it, we can usually link it. If not, we discuss alternatives in the consultation.
See how much of your messaging AI can take on
Book a free 30-minute consultation. We'll review your channels, common questions and booking flow, tell you whether automation fits, and outline the scope and cost. Prefer email? Write to service@triloai.org.