Custom workflow automation
Customize your workflow with us
Tell us how work actually moves through your business. We map it, build the automation around it (WhatsApp, calls, CRM, bookings, payments and the tools you already use) and keep it running.
- Live in 7–14 days
- You own your data
- No per-seat pricing
- No lock-in
What we build
If your team does it the same way every day, it can probably run itself.
Most custom builds combine a few of these. We design them around your rules, your wording and your exceptions, not a template.
Lead capture and routing
Enquiries from WhatsApp, calls, forms, ads and portals land in one pipeline, assigned to the right person with a deadline.
Instant replies and qualification
An AI agent answers in seconds in your approved words, asks your qualifying questions and hands over the serious ones.
Bookings and reminders
Appointments, site visits, demos or pickups booked on WhatsApp, written to your calendar, with reminders and rescheduling.
Follow-ups that stop on reply
Quotes and quiet leads chased on a schedule you set; the sequence stops the moment the customer answers.
Payments and documents
Payment links, receipts, quotations and documents sent at the right step, with the CRM updated when money arrives.
Alerts and owner reporting
SLA breaches, hot leads and daily numbers pushed to the right person, plus a weekly summary for the owner.
Before and after
What a custom workflow changes, step by step
Six typical builds. Yours will use your own steps, wording and tools.
Missed call to confirmed appointment
Trigger A patient calls while the front desk is busy
Before
- The call is missed and lands in a call log nobody checks until evening
- Callbacks happen hours later; many patients have already booked elsewhere
- Reminders are sent by hand, when someone remembers
After
- A WhatsApp message goes out within seconds with available slots
- The patient picks a slot; it's added to Google Calendar and the CRM
- Reminders go out the day before and two hours before; replies to reschedule are handled automatically
Connects: WhatsApp Business API · Google Calendar · AI CRM. An example of how a build works, not a client result.
Portal lead to booked site visit
Trigger A buyer enquires on 99acres or a Meta lead form
Before
- Leads sit in portal inboxes and email until someone exports them
- Brokers call in whatever order they see them; hot leads wait
- No record of who was followed up, or when
After
- The lead is pulled into the CRM and messaged on WhatsApp straight away
- The AI asks budget, location and timeline, then offers visit slots
- The assigned broker gets the qualified lead with a follow-up deadline; a missed deadline alerts the manager
Connects: 99acres / MagicBricks feeds · Meta lead forms · WhatsApp Business API · AI CRM. An example of how a build works, not a client result.
WhatsApp RFQ with a pricing SLA
Trigger A shipper sends a rate request on WhatsApp
Before
- RFQs arrive on personal numbers, two sales phones and email
- Pricing replies take hours; there's no deadline anyone can see
- The owner finds out about lost RFQs at month end
After
- Every RFQ is acknowledged at once and the route and load details are extracted into the CRM
- The pricing team gets a task with a 2-hour SLA timer
- If the SLA is breached, the manager is alerted and an AI voice follow-up is triggered
Connects: WhatsApp Business API · AI CRM · AI voice calling. An example of how a build works, not a client result.
Cart recovery and order updates
Trigger A Shopify or WooCommerce shopper leaves at checkout
Before
- Abandoned carts get one generic email, if any
- Customers message 'where is my order?' and someone checks the dashboard by hand
After
- A WhatsApp reminder goes out with the cart link; it stops as soon as they buy
- Order and shipping questions are answered from store data, with a human handoff for anything unusual
Connects: Shopify / WooCommerce · WhatsApp Business API. An example of how a build works, not a client result.
Quote follow-up that stops on reply
Trigger A proposal or quote is sent
Before
- Follow-ups depend on each salesperson's memory
- Quiet leads are forgotten after one reminder
After
- Day 2, day 5 and day 10 follow-ups go out on WhatsApp or email
- The sequence stops the moment the customer replies, and the owner sees every open quote
Connects: AI CRM · WhatsApp Business API · Email. An example of how a build works, not a client result.
Payment received to next step
Trigger A Razorpay payment link is paid
Before
- Someone checks the Razorpay dashboard, then updates a sheet and messages the team
After
- The customer gets a confirmation on WhatsApp, the CRM stage moves, and the team is notified with the next task
Connects: Razorpay · AI CRM · Google Sheets. An example of how a build works, not a client result.
Integrations
Keep your tools. We connect them.
No rip-and-replace. Workflows read from and write to what your team already uses.
Built into every system
Run on Orbixel's own stack, no extra subscription.
- WhatsApp Business API (official)
- AI voice calling
- Orbixel AI CRM
- Website forms
- Email alerts (Gmail, Outlook)
- Founder dashboard
Lead sources
Every enquiry lands in one pipeline with its source attached.
- Meta lead forms
- Google Ads lead forms
- Google Business Profile
- 99acres
- MagicBricks
- Housing.com
Business tools
Read from or write to the tools your team already uses.
- Google Calendar
- Google Sheets
- Razorpay
- Shopify
- WooCommerce
Your existing CRM or software
Connected through its API, webhooks or exports, or migrated into the AI CRM.
- Zoho CRM
- HubSpot
- Clinic, hotel or ERP software with an API or export
Portal and third-party connections depend on what each tool allows (API, webhook, lead feed or export). We confirm feasibility in writing before you pay, and tell you up front if something can't be connected. Names are trademarks of their owners; no partnership implied.
Scope and pricing
One price for the system. Custom work scoped in writing.
Custom workflows are included in the AI Automation & CRM System. You see the full scope and price before anything is built.
₹41,999 one-time setup
+ ₹3,000–₹8,000/month platform fee, based on message and call volume
Fixed quote after a short scoping call.
Included
- Mapping call and written blueprint
- Workflow build, unlimited steps
- WhatsApp AI agent and AI CRM
- Testing on your real scenarios
- Go-live and team walkthrough
- Monitoring and adjustments
Not included
- Meta's WhatsApp conversation fees (at cost)
- Ad spend
- Subscriptions to your existing tools
- Integrations with niche software (quoted separately)
How a build works
From a messy process to a running workflow
- 01 · Day 0
Free 30-minute mapping call
Walk us through how work moves today, including the messy parts. No preparation needed.
- 02 · 1–2 days
Written blueprint and quote
Every trigger, step, exception and integration on one page, with the price and timeline. Nothing is built until you approve it.
- 03 · 2–7 days
Build and test on your real scenarios
We build, then run your actual edge cases through it. You approve a working prototype before go-live.
- 04 · Go-live
Go live and hand over
We switch it on, watch the first days closely and show your team the parts they use (usually the WhatsApp inbox and CRM).
- 05 · Ongoing
Run and improve
We monitor the workflows and adjust them as your process changes. Support Mon–Sat, 9am–7pm IST.
Ownership and support
Yours to keep, ours to keep running
You own it
Your data and your accounts, including your WhatsApp Business number, stay yours. No per-seat pricing, no long-term lock-in.
Nothing fails silently
Every workflow action is logged. Failed messages are retried and you're alerted, and anything the AI shouldn't handle goes to a person with the full history.
Changes as you grow
Processes change. Tell us on WhatsApp and we adjust the workflow. Support runs Mon–Sat, 9am–7pm IST.
Client results
Workflows we've put into production
- Logistics, MumbaiFreightHub LogisticsWhatsApp enquiry replies cut from ~6 hours to 12 minutesRead the case study
- Real estate, BengaluruBuildRight Propertiessite viewings up 132%Read the case study
- Hotels, Delhi NCRGrandStay Hospitalityabout ₹2.4 lakh/month added in upsellsRead the case study
- Dental clinic, HyderabadSmileCare Dentalno-shows cut from 32% to 7%Read the case study
Results are specific to each client's volume, process and team. They aren't a forecast or a guarantee for your business.
Start here
Send us the workflow. We'll send back the plan.
Two short steps. A person reads every brief and replies within one working day with questions or a time for the free 30-minute mapping call.
- No obligation and no payment to get a blueprint
- Feasibility of every integration confirmed in writing
- Prefer to talk? Message us on WhatsApp instead
Custom workflow automation: questions answered
What is custom workflow automation?
It's software that runs a repeatable business process for you, for example replying to a WhatsApp enquiry, booking the slot, updating your CRM and reminding the customer, built around how your team already works instead of a fixed template. Orbixel Labs designs, builds and runs these workflows for Indian businesses on the official WhatsApp Business API, connected to the tools you already use.
How much does a custom workflow cost?
Custom workflows are part of the AI Automation & CRM System: ₹41,999 one-time setup plus a ₹3,000–₹8,000 monthly platform fee depending on message and call volume. To prove one workflow first, a 2-week paid pilot costs ₹15,000 and is credited toward setup if you continue. WhatsApp conversation fees are billed by Meta and passed through at cost. Integrations with niche software are quoted separately after scoping.
How long does it take to build?
Simple workflows (5–10 steps) typically go live in 2–3 days and multi-branch workflows in 5–7 days. A full system with WhatsApp, voice, CRM and workflows typically takes 7–14 days. The clock starts once the scope is agreed and access to your WhatsApp Business API number and tools is in place, and you approve a working prototype before anything goes live.
Can you connect the software we already use?
Usually, if the tool offers an API, webhooks, a lead feed or exports. Orbixel already connects the WhatsApp Business API, Google Calendar, Google Sheets, Razorpay, Shopify, WooCommerce, Meta and Google lead forms, property portals and CRMs such as Zoho and HubSpot. We confirm feasibility in writing before you pay and tell you up front if something can't be connected.
Who owns the data and the accounts?
You do: your data and your accounts, including your WhatsApp Business number, stay yours. There's no per-seat pricing and no long-term lock-in.
What happens when the AI can't answer, or a step fails?
Conversations the AI shouldn't handle are passed to a person on your team with the full chat history. Every workflow action is logged, and if a WhatsApp message fails to send the system retries and alerts you, so nothing fails silently.
Do we need a technical team?
No. Orbixel does the setup, testing and go-live, and shows your team the parts they use. You tell us what should happen; we build it and keep it running.
How is this different from WATI, AiSensy or Zapier?
Those are self-serve tools: you subscribe and build the flows yourself. Orbixel is done-for-you: we design, build and run the workflow around your process and connect it to your CRM and other tools. If you have someone in-house with time to build and maintain flows, a self-serve tool can be the cheaper option.
Do you work with businesses outside India?
Yes, remotely. International clients get a fixed quote after a scoping call; the rupee prices on this page apply to India.