How to build a WhatsApp chatbot for your marketing agency

Start from what customers actually send. Prospects ask about services, pricing and past work; clients ask for reports, approvals and campaign status.

Then look at what goes wrong today:

• Client anxiety when they don't hear from you.
• Creative approvals by email take days. Ad creative needs client approval. Email sent Monday. Reminder Wednesday. Approved Friday. Campaign delayed by half a week.
• Monthly reports shared on email, never read. You prepared a detailed 20-page performance report. Client never opened it. Shared as PDF on WhatsApp — they'll look at it.

Each of these is a conversation with a predictable shape — a question, a lookup, a confirmation. That shape is what a chatbot handles well.

1. What do you need? SEO, paid ads, social media, website, branding, or not sure.
2. About the business — industry, city, website.
3. Budget range — the ranges you work with, so no one wastes a call.
4. Timeline — launching soon or planning ahead.
5. Book a discovery call with the right person.

Notice what the business side does: it answers with the specific detail (time, reference, next step), it asks for one thing at a time, and it gives the customer a one-word way to reply. Those three habits matter more than how clever the bot is.

A dental clinic wants to see work for clinics; a D2C brand wants to see ecommerce campaigns. The bot sends a short case study matched to the prospect's industry and service, from the ones clients allowed you to share — not your entire portfolio deck.

Reputoo supports both, and most marketing agencies end up using both:

• Keyword flows — a fixed menu or trigger word ("MENU", "BOOK", "STATUS") leads down a set path. Predictable, easy to audit, right for anything with a fixed answer.
• AI chatbot — reads the customer's own words and answers from your knowledge base (website, price list, policies). Right for the long tail of questions nobody wrote a menu item for.

A sensible start for a marketing agency: keyword flows for the top two or three tasks, AI for everything else, and a person behind both.

• When is this month's report coming?
• Can you resend last month's invoice?
• Where is the content calendar?
• Who is my account manager this week?
• How do I give you access to our new page?

The bot answers each from the client's record and the onboarding guides, and passes anything else to the account manager.

• Complaints, refunds and anything where the customer is upset.
• Anything involving money the bot cannot see — a disputed bill, a custom quote.
• Health, safety or legal questions.
• Any customer who asks for a human. Do not make them ask twice.

For marketing agencies specifically: scope changes, pricing and client escalations stay with the account lead.

Handover on Reputoo moves the chat into the shared inbox with the conversation so far, so staff never ask the customer to repeat themselves.

1. Connect your WhatsApp number to Reputoo (official API; takes minutes).
2. Add your website and documents to the knowledge base so the AI answers in your marketing agency's own terms.
3. Build keyword flows for the top tasks above. What to connect: A CRM for leads and a project tool for client work; conversations should land on the right client record.
4. Choose who gets handed-over chats, and during which hours.
5. Test from a personal phone, then share the number or a QR code with customers.

Prospects often hesitate to name a budget. Offering ranges as buttons makes it easy, and tells them honestly where your services start. A prospect below your minimum can receive a useful resource and a polite note, rather than a discovery call that ends in disappointment for both sides.

Many small businesses do not know the difference between SEO and paid ads, or what a social media retainer includes. The bot explains each service in plain language — what it involves, how long it takes to show results in general terms, what the client needs to provide — without promising outcomes.

An agency chatbot should never promise rankings, lead counts or returns. Write its answers to explain the approach and what the client can expect from the process, and let the strategist discuss goals on the call.

New clients ask how to add the agency to their ad account or analytics. The bot sends your step-by-step guide for each platform and reminds them never to share passwords or codes in chat.

• Custom quotes and scope changes.
• Complaints about work or results.
• Contract, renewal and cancellation discussions.
• Anything about a client's confidential strategy.

Business owners write in many languages; the AI chatbot replies in theirs, while proposals and reports stay in the language you work in.

• Enquire about SEO for a clinic with a small budget.
• Ask for ecommerce case studies.
• As a client, ask for last month's invoice.
• Ask for a discount and check it hands over.

Agencies that run workshops or webinars can let people register in the chat, send the joining link and a reminder before it starts, and ask attendees afterwards whether they would like a call.

Watch leads qualified outside office hours, discovery calls booked, and routine client questions answered without an account manager. Read handovers weekly to see what to add next.

Write down your services, budget ranges, three or four case studies you may share, your report and billing dates, and your onboarding guides. Connect the calendars of the people who take discovery calls. Launch with those, and add answers each week from the questions the bot could not handle.

After a proposal goes out, the bot can send one reminder a few days later asking whether the prospect has questions, with a button to book a short call. It does not negotiate or change the proposal; any request about price or scope goes straight to the person who wrote it. A single, polite reminder often restarts a conversation that simply slipped down a busy owner's list.

A local café and a national brand need different handling. The bot can recognise existing clients by their number and route them to their own account manager, while new prospects go through the lead flow. Larger clients may prefer that the bot never answers them at all; you can exclude their numbers so every message reaches a person directly.

Clients often reply to a calendar link with a quick change — move a post, swap a photo. The bot acknowledges the request, records it against the client's calendar, and tells them when the account manager will confirm, so small changes are not lost in the chat.

Leads share their business details, budgets and plans. The bot stores them only in your CRM, never shares one prospect's information with another, and follows your data-retention policy for prospects who do not become clients.

Once a call is booked, the bot can ask the prospect to share their website, social pages and any previous reports they are comfortable sharing, and send a short note on what the call will cover. The strategist reads the material beforehand and the call is about the prospect's business instead of basic facts. A reminder an hour before the call, with the meeting link, reduces no-shows.

When the bot hands a conversation to a person, it passes the full summary — who the prospect is, what they need, their budget range — so the person never asks the same questions again.

Many agency leads come from referrals. The bot asks how the prospect heard about you, records the referring client so the team can thank them, and moves the prospect to the front of the discovery-call queue if that is your policy.

Agencies receive messages from designers, writers and developers looking for work. The bot thanks them, shares where to apply or send a portfolio, and keeps them out of the new-business queue, so account managers are not sorting job applications from client leads.

The bot sends the meeting link and a reminder an hour before each discovery call, and offers a new slot to anyone who says they cannot make it, so strategists are not left waiting on empty calls.

Owners research agencies late in the evening. The bot qualifies them, sends a matching case study and books a discovery call for the next working day, so the enquiry is in the calendar by morning rather than waiting in an inbox.