Service · WhatsApp AI
WhatsApp AI: Automated Sales and Support in the Most-Used Messenger
WhatsApp AI combines the official WhatsApp Business API with an AI agent: customer enquiries are answered in seconds, leads qualified automatically and appointments booked directly - 24/7, in the channel with the highest open rates. At a fixed price after a free initial call, implemented GDPR-compliant.
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- fixed price Model
- tailored Contract
- 24/7 Available
What is WhatsApp AI and how does it work?
WhatsApp AI is an AI agent messaging your customers through the official WhatsApp Business API. It answers product and service questions from your knowledge base, qualifies prospects against your criteria and hands hot leads to your team or CRM with the full chat history.
- Official WhatsApp Business API - no grey-area setup via private numbers
- Replies in seconds, nights and weekends included
- Lead qualification by budget, need and urgency
- Handover to staff with the complete conversation
What does WhatsApp AI cost for a business?
At ArkeonTech you receive a fixed-price offer for WhatsApp AI after a free initial call: a one-off setup plus a monthly service for operation and fine-tuning. Meta's usage-based message fees for the WhatsApp Business API come on top - we calculate them transparently for your message volume in the initial call.
Can businesses use WhatsApp GDPR-compliantly?
Yes, with the right setup: the official WhatsApp Business API instead of the Business App, a data processing agreement with every provider that processes the messages on your behalf, and user opt-in that is properly collected and documented. The messages themselves always pass through Meta's infrastructure, which also processes data in the US; this transfer relies on the EU-US Data Privacy Framework and belongs in your record of processing activities. Private WhatsApp on company phones is not compliant - that is exactly what the API solution replaces.
Which regulations apply to WhatsApp AI?
For advertising via WhatsApp, § 7 of the German Unfair Competition Act (UWG) requires prior express consent, and Meta's Business Policy additionally requires an opt-in. From a data protection point of view, business use is generally only sound via the official Business API with a data processing agreement, not via the Business App on a company phone. If an AI answers, it has had to identify itself as AI since 2 August 2026. What it replies counts as the company's own statement according to a judgment of the Higher Regional Court of Hamm of 12 May 2026. From 9 December 2026, Germany's new Product Liability Act applies as well, under which software counts as a product. The overview shows what usually applies; it does not replace legal advice for your specific case.
| Regulation | What it requires | What it means for your WhatsApp channel |
|---|---|---|
| § 7 para. 2 UWG | Advertising via messenger only with prior express consent | Collect and document an opt-in before the first promotional message (Meta requires it too); replies within a conversation the customer started are not affected |
| Art. 28 GDPR | A data processing agreement with every provider that processes messages on your behalf | Official Business API instead of the Business App: if access is allowed, the app syncs the device's address book, including contacts who never agreed |
| Art. 13 GDPR | Information on the purpose, legal basis and recipients of the data when it is collected | A privacy notice with the opt-in and a section in the privacy policy |
| Art. 35 GDPR | A data protection impact assessment before launch where processing is likely to result in a high risk; the list of Germany's Data Protection Conference names customer support using AI as a typical field (no. 11) | If an AI assistant replies, it is a duty of the company deploying it; the service provider must support it (Art. 28(3)(f) GDPR) |
| Art. 50 para. 1 AI Act | People must be able to tell that they are communicating with an AI; applies since 2 August 2026 and binds the provider, which includes a company that has the assistant developed and uses it under its own name | A notice in the assistant's first reply; if someone asks, it must say that it is an AI, and in sensitive contexts such as health or financial advice and complaints the European Commission considers reminders likely to be necessary |
| Art. 22 GDPR, from 20 November 2026 also § 37a BDSG | No decision based solely on automated processing with legal or similarly significant effect, unless it is necessary for a contract, permitted by law or based on explicit consent; in the contract and consent cases the customer can obtain human intervention, express their point of view and contest the decision; if it relies on a score about future behaviour, such as payment default, § 37a BDSG gives the right, from 20 November 2026, to contest it, to express one's point of view and to a decision by a human | Answers to questions are not such a decision; if the assistant itself rejects applications or terminates contracts, this is only permitted under these exceptions and requires a route to a human who reviews the decision |
| § 5 UWG | No misleading statements, for example about qualifications; according to the Higher Regional Court of Hamm, the answers of an AI chatbot are commercial practices of its operator, even if the bot had only been trained on correct data (judgment of 12 May 2026, 4 UKl 3/25, final) | What the assistant says in the chat counts as a statement by your company; check the questions customers will foreseeably ask for false answers before launch and, where a correct answer cannot be ensured, store fixed answers or hand over to a human |
| Art. 246b § 3 para. 3 EGBGB | If a company uses online tools such as chatbots for financial services at a distance, the consumer can demand human intervention before the contract is concluded and, in justified cases, afterwards; applies since 19 June 2026 | Affects financial service providers, for example for accounts, loans, investments or payments: a human must be reachable behind the assistant on request |
| Product Liability Act from 9 December 2026 | Software counts as a product; if a defect in the product causes personal injury or damage suffered by natural persons to property not used exclusively for professional purposes or to data not used professionally, the manufacturer is strictly liable, and this cannot be excluded by contract towards injured parties (sections 1 and 18) | The manufacturer is whoever develops the AI assistant or has it developed, and, unlike under the AI Act's disclosure duty, also whoever merely presents themselves as the manufacturer with their own name or brand (section 3); damage within your own business remains a matter of contract; assistants placed on the market or put into service by 8 December 2026 inclusive remain under the previous act (section 23) |
In depth in our articles:
Which use cases work best on WhatsApp?
WhatsApp AI is strongest where speed decides the deal: product and availability enquiries, appointment booking and reminders, order status and support, and re-activating existing contacts.
| Use case | What the agent handles |
|---|---|
| Product and availability enquiries | Answers with live data from your system instead of promising a call back |
| Appointments | Books, confirms and reminds automatically, including cancellations and changes |
| Order status and support | Answers standard questions around the clock, escalates complex cases to a human |
| Re-activation | Re-engages existing contacts through approved message templates |
Which companies is WhatsApp AI suitable for?
Companies with 5 to 250 employees whose customers would rather write than call - for example estate agencies, specialist retailers, medical practices and appointment-based service providers. Two conditions weigh more than headcount. First, a documented opt-in from your contacts must exist or be achievable. Second, message volume has to justify the setup effort, because Meta charges per delivered message: we work that through for your volume in the initial call.
- Company size: 5 to 250 employees
- Message volume that justifies Meta's message fees
- Documented opt-in in place or achievable
- Typical sectors: real estate, retail, healthcare, appointment-based services
When is WhatsApp AI the wrong solution?
When no opt-in exists and none can be obtained. Without documented consent the first move must not come from you; the channel then works for inbound enquiries but not for outreach. It is also unsuitable for content that does not belong in a messenger: medical findings, contract documents, payment details. Economically it stops making sense at very high volumes with small basket values, because Meta's message fees run with every message - there a chatbot on your own website is the cheaper choice. And in B2B with a handful of large accounts, the effort of business verification is out of proportion to the benefit.
Who handles the Meta business verification?
We do, end to end. Before the first message goes out, Meta verifies the business: company register extract, imprint match, phone number proof, review of the message templates. This is where most do-it-yourself attempts stall, because rejections arrive without a usable reason. ArkeonTech runs the process for you and supplies templates already shaped to pass review. Clients near our Aalen office can walk through the paperwork in person; everyone else does it over a shared screen.
Who is your point of contact?
Michael Kaiser, owner of ArkeonTech. He runs the Meta verification, builds the agent and maintains it under the ongoing service. Business informatics (DHBW Heidenheim), B.Sc. Business Analytics (Aalen University), previously several years as an ERP consultant to mid-sized companies in Baden-Württemberg. When Meta rejects an application without a usable reason, you talk to the person who filed it - there is no sales or account layer in between.
Email: m.kaiser@arkeontech.de
FAQ
Frequently asked questions
Yes, the WhatsApp Business API requires a dedicated registered number. We handle the full setup including Meta business verification.
Typically in 2-4 weeks: API registration and verification, knowledge-base build, test phase, go-live.
Since 1 July 2025 Meta has billed the WhatsApp Business API per delivered message rather than per conversation; the amount depends on category, recipient country and volume. Since 1 October 2026 replies within the 24-hour service window are charged too once a phone number sends more than 1,000 of them a month. The current rates for Germany are in our article on WhatsApp Business API costs and GDPR; we estimate the fees transparently for your scenario in the initial call.
Yes - with documented opt-in, marketing messages via the API are allowed and achieve far higher open rates than email. The AI agent answers follow-up questions right in the chat.
Yes. HubSpot, Salesforce, Pipedrive, Notion and Airtable are standard integrations; other systems connect via REST APIs or webhooks.
Usually a few working days, provided the company register entry, imprint and phone number line up. Delays almost always come from mismatches between the registered name and the imprint, which we check beforehand so the application does not land in the rejection queue.
Your WhatsApp channel can sell - put it to work
Free initial call: we review your use case, estimate volume and fees, and show a live demo.
- No obligation
- 20 min call
- GDPR compliant