AI automation, chatbots & CRM. The lead who waits
an hour is no longer yours.

Everything between someone sending the first message and the point where there's a conversation worth a salesperson's time gets automated: the first reply, the qualification questions, proposing time slots, appointment reminders and notifying the team. What doesn't get automated is the sales conversation, negotiation, and any case that falls outside the expected script — there, the system hands the contact to a person along with the full history. In a typical setup that means 60% to 80% of inbound messages get resolved without intervention, and the rest reaches the team already organised.

The one you already have works, as long as it has an API or a standard integration, which covers most commercial CRMs. Switching tools is the most expensive and slowest part of any automation project, so we only recommend it when the current CRM can't connect to your channels or when the team simply doesn't use it. If you don't have one, we build it as part of the project. The decision gets made during the mapping phase, once the process is already charted, not before.

It can, if it's set up badly, which is why we don't set it up that way. The assistant works within the boundaries of your business information — services, prices if you publish them, terms, hours and frequently asked questions — and when a question falls outside that, it doesn't improvise: it hands the conversation to a person. Before it's connected to real contacts, it's tested against a bank of industry-specific questions and every answer is reviewed one by one. The goal isn't for it to sound human, it's for it to never say anything your team wouldn't sign off on.

A standard setup — one CRM, one main channel and the three basic automations: instant reply, qualification and reminders — is usually operational within 2 to 4 weeks from the process map. When there are several channels, several teams or a data migration involved, 6 to 8 weeks is normal. On top of that, add the first month of running: the tuning phase is not optional, because the messages that work on paper are almost never the ones that work in real conversation.

Yes, using the official WhatsApp Business API, which is the only approved way to send automated messages. Tools that automate WhatsApp by simulating a phone violate the terms of use and end up getting the number blocked, usually at the worst possible moment. With the official API, you need to register the number, verify the business and use approved templates for the messages that open a conversation; replies within 24 hours of a customer message are unrestricted. We handle all of that as part of the setup.

Your data stays yours and lives in your CRM, under your own access — we work on your account, not one of ours. As part of the setup, we configure the points the regulation requires and that are almost always missing: the processing notice on forms and in the chat’s first message, the legal basis for each communication, deleting contacts on request, and logging consent for commercial sends. Phoenix Hub Solutions operates from Malta, within the EU, under the same regulatory framework that applies to you.