WhatsApp Bulk Sender & AI Chatbot Software

What the WhatsApp bulk sender does

Most small businesses already talk to customers on WhatsApp, but they do it one chat at a time from a phone. The CYBEX WhatsApp Bulk Sender & AI Assistant moves that work into a web dashboard. You upload a contact list from Excel or CSV, write one message with merge fields such as the customer’s name, and the platform sends it to the whole list at a controlled pace. When customers reply, an AI assistant can answer from your own business description and documents, capture the lead, and hand the chat to a person when it should.

It runs in any browser, so there is nothing to install on staff computers. You link a WhatsApp number by scanning a QR code or using a pairing code, the same way you would link WhatsApp Web.

Features in detail

Bulk campaigns that do not read like spam

• Excel and CSV import with a sample file so your column headings match first time.
• Merge fields to add the customer’s name or other columns into each message.
• Spintax to vary the wording slightly between recipients, so every message is not identical.
• Sending controls: random gaps between messages, pauses between batches and a per-number limit over 12 hours.
• Automatic opt-out: a contact who replies with a stop word is skipped in future sends.
• Several numbers linked to one account, for teams that run separate lines.

AI sales assistant and shared inbox

• Replies to incoming chats using your business description, your goal and uploaded PDF, Word or text files.
• Captures lead details and hands the conversation to a person when needed. It pauses when a human replies from the phone, so the bot and your staff do not talk over each other.
• A shared team inbox with saved quick replies.
• Works with any OpenAI-compatible AI service, with Google Gemini as the default. An administrator can change the provider.

Voice notes

The assistant can understand a customer’s voice note and reply with one. Self-hosted voices and speech recognition are included, and cloud voice services are available as an option. A Voice Studio lets you record sentences to train your own voice.

Teams, packages and payments

Users sign in with Google or email, and new users need administrator approval. Manager and staff roles each get their own workspace. Packages carry message and AI-reply quotas, with an add-on for extra AI replies. Admin pages cover users, packages, payments, email and server status, and there is a built-in help centre.

A worked example

Take a UK dental practice with 1,800 patients who have opted in to appointment reminders. The practice exports the list from its booking system, keeps the columns for first name and appointment date, and writes: “Hi {name}, this is a reminder that your check-up is on {date}. Reply YES to confirm or CALL if you need to change it.” The platform sends in batches over the day instead of all at once. Patients who reply CALL are passed to reception in the shared inbox, and the AI assistant answers simple questions about opening hours and parking from the practice’s uploaded information sheet. Anyone who replies STOP is excluded next time. This is an illustration of how the features fit together, not a customer result.

Who it is for

• Clinics, dental practices and salons that confirm appointments.
• Training providers, schools and tutoring centres sending course and fee reminders.
• Estate and letting agents following up enquiries.
• Online shops sending order updates to customers who opted in.
• Event organisers and community groups keeping attendees informed.
• Companies serving UK, European or international customers who already prefer WhatsApp.

How it compares

Important limits and responsible use

The platform uses WhatsApp Web rather than the official WhatsApp Business API. WhatsApp makes the final decision on any number restrictions, and no tool can guarantee against them. Send only to people who expect to hear from you, and honour opt-outs. In the UK and EU, marketing messages are subject to consent and electronic-marketing rules (UK GDPR, PECR and the EU equivalents), so keep records of how each contact agreed to receive messages. Transactional messages such as appointment reminders are generally treated differently from promotions, but you remain responsible for checking your own position with a qualified adviser.

Pricing

Packages are based on monthly message and AI-reply quotas, with an add-on for extra AI replies. Indicative launch prices, excluding VAT:

Extra AI replies are sold as an add-on. For comparison, hosted WhatsApp platforms built on the official API list UK plans at roughly £59 to £289 a month before WhatsApp’s own per-message charges. Our plans cost less because this tool sends through WhatsApp Web rather than the official API, which is also why it carries the limits described above. Final prices are confirmed on your quote. Payment can be arranged by bank transfer or by card.

Frequently Asked Questions

What is a WhatsApp bulk sender?

It is software that sends the same personalised WhatsApp message to many contacts from a list, with controls to space the messages out so they are not sent all at once.

Can I use it in the UK and Europe?

Yes. It runs in any browser. You must still follow UK GDPR, PECR or the EU rules on consent for the messages you send.

Does it use the official WhatsApp Business API?

No. It connects through WhatsApp Web by QR code or pairing code. This keeps setup simple but means WhatsApp can restrict a number, and the platform cannot prevent that.

How do I upload contacts?

Import an Excel or CSV file. A sample file shows the expected columns.

Can messages be personalised?

Yes, with merge fields such as the customer’s name, and optional spintax to vary the wording.

How does the AI chatbot know about my business?

You give it a business description and goal and upload PDF, Word or text files. It answers from that information.

Which AI model does it use?

Any OpenAI-compatible service. Google Gemini is the default, and an administrator can change it.

Can a person take over from the bot?

Yes. The assistant can hand a chat to staff, and it pauses when a person replies from the phone.

Can customers opt out?

Yes. A contact who replies with a stop word is skipped in future campaigns.

Does it handle voice notes?

Yes. It can understand incoming voice notes and reply with one.

Can my team share one number?

Yes, through the shared inbox with manager and staff roles. You can also link several numbers to one account.

How do I get started?

Contact CYBEX for a demo and a quote, or open the live portal at whatsapp.cybex.com.pk.

CYBEX IT Solutions Ltd · Company No. 15580066 · 95C Belgrove Road, Welling, DA16 3PG, UK · Registered in England & Wales. Explore more IT solutions and AI services.