Frequently asked questions
Pricing, setup, WhatsApp Business API, and how the AI receptionist actually works — in one place.
Pricing & billing
Is there a free trial?
We offer a live demo on WhatsApp — message our demo bot and experience exactly what your customers will feel, no signup required. When you're ready, we set up your bot within 24 hours of payment.
What does the setup fee cover?
We handle everything: WhatsApp Business API connection, Meta name approval, importing your services and prices, setting your working hours, configuring your FAQ, and a full test pass before going live. One-time, done for you.
What counts as a conversation?
Each 24-hour messaging window with a unique customer on WhatsApp. If the same customer messages you 10 times in a day, that is one conversation. Most single-location businesses stay comfortably within the Starter limit.
How long does setup take after I pay?
Your bot is configured within 24 hours of payment. Meta name approval typically takes 4-7 days — during that time we run the bot on our demo number so you can start testing immediately.
Do I need a separate WhatsApp number?
Yes — each business needs its own WhatsApp Business API number. We help you register and configure it as part of the setup process.
Can I cancel anytime?
Yes. Monthly plans are month-to-month, cancel any time before the next billing date. Annual plans include two months free and are non-refundable after the first 14 days.
Is the setup fee waived on annual plans?
Yes — if you commit to an annual plan upfront, the setup fee is waived and you get two months free (equivalent to paying for 10 months and getting 12).
How do I set an auto-reply on WhatsApp?
In the WhatsApp Business app, go to Settings → Business tools → Greeting message / Away message, toggle them on, write your text, and save. For replies that answer questions and book appointments, connect an AI receptionist like Instaply.
Can WhatsApp reply automatically 24/7?
Basic greeting and away messages send automatically any time. To actually answer questions and take bookings 24/7, you need the WhatsApp Business API with an AI layer on top.
Can WhatsApp book appointments automatically?
Not with the free app’s auto-replies. An AI receptionist connected to your WhatsApp can check availability and book, reschedule or cancel appointments in the conversation.
Is WhatsApp Business API free?
The API itself has no upfront licence fee, but messaging is priced per conversation. Customer-initiated service conversations are generally free; business-initiated template messages carry a small per-message fee that varies by country. Platforms add a subscription on top.
How long does WhatsApp Business API approval take?
Display-name approval by Meta typically takes around 4–7 days. Using a platform can streamline the rest of the setup so you go live quickly afterwards.
Do I need a developer to use WhatsApp Business API?
Not if you use a platform. Direct Cloud API setup is technical, but tools like Instaply let you connect your number and configure everything without code.
Can I keep my existing number?
You can use a number that isn’t currently active on a personal or Business-app WhatsApp. Many businesses use a dedicated number for the API.
Bookings
Do appointment reminders actually reduce no-shows?
Yes — forgotten appointments are the most common cause of no-shows, and timely 24-hour and 2-hour reminders are the most effective, lowest-effort way to cut them.
Should I charge a deposit to prevent no-shows?
A small deposit meaningfully increases commitment, especially for longer or higher-value services. It doesn’t need to cover the full cost — just enough that skipping has a consequence.
What’s a fair no-show policy?
Communicate it clearly at booking: e.g., free cancellation up to 24 hours before, with a small fee or forfeited deposit after that. Fairness and visibility matter more than severity.
What’s the best booking system for a small salon?
The best one fits how your customers actually book. In the UAE and UK, that’s increasingly WhatsApp — so a WhatsApp-native system that books in chat, sends reminders and syncs your calendar tends to convert more enquiries than a separate booking app.
Can customers book appointments on WhatsApp?
Yes. With an AI receptionist connected to your WhatsApp, customers can book, reschedule and cancel directly in the conversation.
Does a booking system sync with Google Calendar?
Good ones do, which prevents double-bookings across staff. Confirm calendar sync is included before choosing.
AI
Can an AI receptionist book appointments?
Yes. A good AI receptionist checks your real availability and books, reschedules or cancels appointments directly in the WhatsApp conversation, then sends reminders.
Is an AI receptionist better than a human?
They’re complementary. AI wins on 24/7 coverage, instant replies and handling many chats at once; humans win on nuance. The strongest setup uses AI first with human handoff for complex cases.
Does an AI receptionist work in Arabic?
Modern AI receptionists like Instaply can reply in Arabic and other languages, which matters for UAE audiences who prefer to message in their own language.
How much does an AI receptionist cost?
Far less than a full-time receptionist — typically a flat monthly subscription. Compared with a salary plus benefits and limited hours, the coverage-per-dirham (or pound) is dramatically higher.
How much does a receptionist cost?
Beyond salary, factor in benefits, recruitment, training and cover — and the limit of set hours and one conversation at a time. A full-time hire is a substantial monthly cost in both the UAE and UK.
Can AI replace a receptionist?
For instant, 24/7, high-volume front-desk work — answering, qualifying, booking and reminders — yes. For nuanced or VIP interactions, a human is still better. Most businesses use AI first with human handoff.
Is an AI receptionist worth it?
For appointment-based businesses, usually yes: it captures after-hours and peak-time enquiries you’d otherwise lose, at a fraction of the cost of extra staff.
Growth
How fast should I reply to leads?
As fast as possible — ideally within five minutes. Conversion rates fall steeply the longer a lead waits, and on WhatsApp customers expect near-instant replies.
How do I answer WhatsApp messages after hours?
Automate it. An AI receptionist replies 24/7, answers questions and books appointments even when your team is offline, then hands off anything complex.
Can I automate WhatsApp replies for my business?
Yes — with the WhatsApp Business API and an AI layer, you can answer instantly, book appointments, and capture leads automatically around the clock.
How can a small business offer 24/7 customer service?
Automate the front desk. An AI receptionist answers instantly at any hour, books appointments, captures leads, and escalates complex issues to your team — so customers are never met with silence.
What’s the cheapest way to answer customers after hours?
Automation. An AI receptionist on WhatsApp costs a flat monthly fee — far less than night staff or an answering service — and it books appointments, not just takes messages.
Can automation really handle customer service?
For the routine, high-volume work — questions, availability, bookings, reminders — yes. Pair it with human handoff for sensitive or complex cases and you cover both.
Marketing
Is WhatsApp marketing legal in the UAE and UK?
Yes, with consent. Only message customers who opted in, keep records, and follow UK GDPR/PECR for UK contacts and UAE consent expectations for GCC contacts.
How do I send bulk WhatsApp messages to customers?
Use the WhatsApp Business API with approved message templates and an opted-in list. Platforms like Instaply let you send compliant broadcasts and track results.
What’s a good open rate for WhatsApp marketing?
WhatsApp messages are typically opened far more reliably than email. Focus on reply and booking rates as the real measures of success.
Industries
How do dental clinics attract new patients without ads?
Convert more of the enquiries you already get (faster replies, WhatsApp booking), reactivate dormant patients with recall reminders, and build a Google review loop to improve local discovery.
Should a dental clinic use WhatsApp?
Yes — patients increasingly message to ask about fees, insurance and availability. Answering and booking instantly on WhatsApp converts far more new-patient enquiries.
How do I reduce dental no-shows?
Automated 24-hour and 2-hour reminders, easy rescheduling, and deposits for longer treatments are the most effective ways to cut dental no-shows.