AI Solutions | WhatsApp + Workflow Automation
Turn slow replies, missed follow-ups, and messy admin into AI workflows inside WhatsApp and your existing systems.
GRPHX AI Solutions helps SMEs automate front desk replies, lead follow-up, recruitment coordination, and CRM/admin workflows with clear human escalation and measurable reporting.
We review your current workflow, systems, and handoff process before recommending the right AI agent setup.
Who This Helps
Built for SMEs with repetitive workflows that slow the team down.
This is a strong fit for SMEs that want to improve response speed, follow-up discipline, candidate coordination, or CRM/admin consistency without adding more manual workload.
- Inbound messages sit too long before the right person responds
- Leads go stale because follow-up is inconsistent
- Candidate intake takes too much admin time
- CRM records, tasks, and handoffs are not clean enough to trust
- The team needs operational improvement without replacing its current tools
Four AI Role Variants
Choose the workflow that matches the operational bottleneck.
AI Front Desk Agent
Respond faster to inbound customer messages, capture intent early, answer approved FAQs, and route each conversation to the right next step with a clean handoff.
AI Recruitment Coordinator
Reduce hiring admin load by keeping candidate intake, screening support, document collection, and interview coordination more organized.
AI Follow-Up Agent
Recover more missed opportunities by following up on stalled leads, missed next steps, and unanswered inquiries with consistent approved outreach.
AI CRM and Admin Operations Agent
Keep CRM records, tasks, summaries, and internal follow-through clean so the team can see what happened, what is missing, and what action comes next.
Works standalone when CRM cleanup or admin reporting is the main pain, or as a support layer behind other AI workflows.
Examples by Industry
Practical workflows your team can recognize quickly.
Clinic
A Front Desk Agent handles WhatsApp inquiries, captures service intent, answers approved FAQs, and routes booking requests.
Real estate agency
A Follow-Up Agent follows up with older leads, tags replies, and escalates ready buyers to the right owner.
Recruitment-heavy SME
A Recruitment Coordinator collects CVs, asks approved pre-screening questions, and prepares candidate summaries for review.
Service business
A CRM/Admin Operations Agent updates lead stages, creates follow-up tasks, and flags stale opportunities.
How It Works
A practical workflow model built for day-to-day operations.
Trigger
A message, form, application, follow-up event, or CRM/admin update appears.
AI action
The workflow replies, asks, tags, summarizes, updates, or flags based on approved rules.
Approved system update
The right record is updated in your CRM, sheet, calendar, ATS, or task workflow.
Human escalation
Sensitive, complex, or approval based cases move to your named owner.
Reporting
You get clear visibility into activity, handoffs, issues, and workflow improvement.
Packages
Flexible packages based on workflow scope.
New client onboarding is subject to AI Workflow Review.
Best for one simple workflow with one clean channel or source.
- Limited workflow option
- Clean, narrow scope
- Low-complexity setup
Recommended for most SMEs. Best for one operational role with one connected system and measurable workflow value.
- Routing and system updates
- Weekly reporting
- More complete operational setup
Best for businesses that need a more actively monitored workflow layer across approved sources, systems, and reporting.
- Approved multi-source setup
- Closer monitoring
- Operational review layer
Why Growth
The right starting point for most growing teams.
Most SMEs do not need a bare-minimum workflow, and they do not need a heavy custom setup on day one.
- One primary channel plus one connected source or system
- A more complete workflow inside one role
- Better routing and stronger operational visibility
- Weekly reporting to track workflow performance
- Enough structure to generate measurable operational value early
Why GRPHX
You do not get a generic chatbot.
We combine workflow design, automation setup, AI instruction design, CRM/admin structure, and reporting into one managed service.
You get a scoped operational workflow built around your team’s real process, your approved rules, and the systems you already use.
What GRPHX Manages
We manage the workflow layer behind the scenes.
- Workflow configuration
- Approved templates and routing logic
- Integrations and escalation setup
- Logging and reporting needed to run the scoped workflow well
What You Provide
What we need from your team.
- Primary workflow goal
- Approved FAQs or message templates where needed
- Named escalation owner and relevant system access
- Routing rules, handoff expectations, and success baseline
Reporting and Success Metrics
Measured around workflow outcomes, not vague AI claims.
Front Desk
- First response time
- Qualified inquiries
- Routed conversations
- FAQ gaps
Follow-Up
- Follow-ups sent
- Replies received
- Recovered leads
- Opt-outs
Recruitment
- Applicants received
- Complete candidate files
- Missing documents
- Interviews coordinated
CRM/Admin
- Records updated
- Missing fields flagged
- Overdue tasks
- Stale deals
Light Fit Guidance
Built to support the workflow, not replace human judgment.
AI Solutions is built for repeated operational workflows. It is not the right fit if you need a fully autonomous manager, sales closer, hiring decision maker, or custom software platform from day one.
FAQ
The page keeps scope clear while preserving a confident buyer-facing posture.
What is the AI Workflow Review?
It is the starting point for every new AI Solutions client. We review your current workflow, systems, and handoff process before recommending the right AI agent setup.
Do we need a new platform to use this?
No. AI Solutions is designed to work inside WhatsApp and your existing business systems where possible.
Which package fits most SMEs?
Growth is the recommended package for most SMEs because it balances scope, integration, and measurable operational value.
What can the AI workflow handle?
Depending on the selected role, it can handle approved FAQs, qualification support, follow-up, intake coordination, routing, summaries, record updates, and workflow reporting.
What still goes to a human?
Sensitive issues, approvals, exception handling, and decisions that require business judgment still go to your named owner.
How long does setup take?
Starter workflows typically begin in 3-5 business days after inputs are approved. Growth typically begins in 7-10 business days. Managed scopes are confirmed after review.
Can you connect with our CRM, calendar, ATS, or forms?
Yes, where access is available and the workflow scope supports it.
How is pricing shown on the website?
We use simple from-pricing on the page. Exact scope and pricing are confirmed after the AI Workflow Review.
Start with the workflow causing the most daily friction.
If your team is losing time to slow replies, missed follow-ups, scattered records, or manual coordination, start with an AI Workflow Review. We will review the process, confirm the right AI role, and define the safest scope before setup.