Manage multiple WhatsApp numbers: Every WhatsApp number your customers write to, run from one place.
One inbox for your stores, branches and teams. Give every chat an owner and decide who sees what.
Keep the numbers your customers know. The phones keep working.
What is WavesFlo?
WavesFlo puts every WhatsApp number a business runs into one shared inbox. Each number links from its own phone through WhatsApp’s Linked devices, so the phones keep working, and every chat and group arrives marked with its number. Teams give each conversation an owner, set access by role and number, and log notes to HubSpot or Zoho CRM.
Product tour
Every number, run from one place. In under two minutes.
A narrated walk through the shared inbox, round-robin assignment, AI replies and Wavey, canary campaigns, browser calling and admin control.
Captions are built in. Product views in the video are illustrations.
Read the transcript
Your customers don't message one WhatsApp number. They message the store, the branch, the dealer, and the sales rep.
Each number lives on a different phone, with a different person. No one sees the whole picture, and customers are left waiting.
WavesFlo is the control plane for every WhatsApp number your company already runs.
Connect your numbers, and every chat lands in one shared inbox. Each one is marked with the number it came in on, and answered from that same number.
Assign chats by hand, or let round-robin spread them across a team. Hand-offs carry their notes, so nobody starts from zero.
Set AI replies per team: automatic answers, drafts your people approve, or off. And ask Wavey, the assistant in the app, what's open, who's overdue, or how many chats came in this week.
Campaigns can wait for approval, then start with about 5% of the list. If too many sends fail, or people reply STOP, the campaign pauses itself.
When a message isn't enough, call from the browser, on the number your customer already knows. Every call lands in one register.
Admins set access by role and by number, with an audit trail, two-step verification, and platform data processed in India.
Run up to 50,000 connected numbers. And connect HubSpot, Zoho CRM, or your own systems through the REST API and signed webhooks.
See it on two of your own numbers. Book a walkthrough at wavesflo.com.
Your customers already message your teams. Nobody sees all of it.
Chats on separate phones
Every store, branch and rep answers from their own phone.
No owner
Two people answer one customer, or nobody does.
The wrong number
Replies go out from whichever phone is at hand.
Lost when people leave
Their chats and the history walk out with them.
Shared team inbox
One list for every number. A name on every chat.
- Marked by number: replies leave from the number each chat came in on.
- Assigned your way: round-robin within each team, or by hand; hand-offs keep the notes.
- Live typing: see when a colleague is replying.
- The record stays: chats and notes remain when someone leaves the team.
AI replies
Answer at your scale. Your team stays in charge.
- Set per team: automatic answers, AI drafts for review, or off.
- Keyword replies: instant answers to common questions.
- A chatbot: runs the flows your team sets up.
Chatbot, AI replies and round-robin, with AI credits included; more on request.
North sales
AI writes a draft; someone checks it and sends it.
Service team
Keyword replies, the chatbot and AI answer on their own.
Store managers
Nothing automatic for this team.
For your security review
What your security team will ask. Answered plainly.
- Roles
- Admin, Manager, Team leader, Agent and Viewer, enforced on the server. Agents see only the chats assigned to them.
- Number access
- Each number open to everyone, or to named teams, to view or operate.
- Audit trail
- Who changed roles, access, campaigns, settings, API keys or CRM links, and when.
- Retention
- Message content kept 30, 90, 180 or 365 days, forever, or not at all.
- Data
- Processed in India, unless your agreement says otherwise.
- Sign-in
- Personal logins, two-step verification, 12-character passwords, a lock after 5 failed attempts, 24-hour sessions.
| Team or person | Level |
|---|---|
| North sales | Operate |
| Meera Pillai | Operate |
| Service team | View |
Up to 50,000 numbers on Enterprise, subject to plan. An annual agreement and the DPA; onboarding with our engineers.
CRM
Your CRM stays the record. Chats arrive as notes.
- Built in: HubSpot and Zoho CRM connect natively.
- Off by default: nothing syncs until an Admin turns it on.
- What is logged: one-to-one chats and opt-outs, as notes on the contact.
Yes, two in stock, and instalments work on most cards. Shall I hold one for you till Saturday?
Hi, is the 55-inch OLED in stock at Store 214? Can I pay in instalments?
Connects to the systems you already run
Slack and Microsoft Teams receive alerts. Power Automate and n8n connect through the REST API and signed webhooks.
Campaigns
Announcements to lists and groups. With the brakes built in.
- Approval before sending: a pre-send check and a test send come first.
- Groups or people: send to groups, or to each person on a list.
- Limits on every number: caps, cooldowns and quiet hours, on by default.
- Canary sends: about 5% go first; it pauses itself if over 20% fail or 2% reply STOP.
Reports
Every number, at a glance.
- CSV and JSON: every report downloads in both.
- Reach counted once: a person in several groups counts as one.
- Every held-back send: recorded with the rule that delayed or blocked it.
Every capability, by job.
- Inbox for every numberEvery number’s chats in one list.
- Your own numbersLinked from WhatsApp’s Linked devices screen.
- Assignment and hand-offsRound-robin within a team, or by hand.
- AI replies and the chatbotAutomatic answers, AI drafts or off, per team.
- Campaigns and limitsApproval first; caps and quiet hours on every number.
- Alerts in Slack or Microsoft TeamsApproval requests, campaign results and number alerts.
For whoever connects WavesFlo to your systems
A REST API, an agent server and 49 published, signed webhook events, on every plan.
Developer referenceFrom demo to rollout in three steps
A demo on your own numbers
Watch a chat find its owner.
Map numbers, teams and who sees what
For every store, branch and region.
Connect HubSpot or Zoho CRM
Syncing starts when your teams are ready.
How do you manage multiple WhatsApp numbers in one inbox?
Link each number to WavesFlo from its own phone: open WhatsApp’s Linked devices, tap Link a device and scan the code the dashboard shows. Every number’s chats and groups then arrive in one list, each marked with the number it came in on, and replies leave from that same number. Filter the list to one store or team when you need to. See the shared inbox, or every way to do it, with and without a tool.
WhatsApp Business app vs WavesFlo for many numbers
The free app is built around one phone and one number. It suits one or two people sharing a number; once a business runs several numbers, or several people answer each one, the table below shows where the two differ.
| Compared on | WhatsApp Business app | WavesFlo |
|---|---|---|
| Numbers in one view | One number per account, each with its own chat list | Every linked number’s chats and groups in one list, each marked with its number |
| People on one number | The phone plus up to four linked devices; up to 10 devices with the paid multi-agent feature, where available | Everyone with access, each under their own login |
| Who answers a chat | Chat assignment only with multi-agent | One owner per chat, by round-robin within a team or by hand |
| Who sees what | Every device linked to a number sees all of its chats | Five roles, and each number open to everyone or only to named teams |
| When someone leaves | If they answered from their own number, the chats leave with their phone | The chats stay with the business, notes included, and a manager hands them on |
| Support and sales work | Labels and quick replies | Tickets with first-reply and resolution targets, and a pipeline on the conversations |
| Price | Free to download | One plan, Enterprise, quoted on numbers and team members; messages not metered |
App limits as WhatsApp’s help centre listed them on 5 October 2026; WhatsApp linked devices limits has the detail and the sources.
Can several people reply from one WhatsApp number?
Yes. The number is linked once, and everyone with access works it under their own login, while customers keep writing to the same number. Each chat gets one owner, by round-robin within a team or by hand, and a live typing indicator shows when a colleague is already answering. Roles set the reach: an Agent sees only the chats assigned to them. WhatsApp Business with multiple users compares the options.
Does it work with the WhatsApp Business app?
Yes. A number on the WhatsApp Business app links from the app’s own Linked devices screen, the way WhatsApp Web does, and the phone keeps working as before. The link takes one of the four linked-device places the account allows, the phone has to be opened at least once every 14 days to stay linked, and chat history starts on the day the number is linked. Connecting a number with Linked devices shows the steps.
How is WavesFlo priced?
WavesFlo is sold as one plan, Enterprise, quoted on the connected numbers and team members you run and billed annually; messages are not metered. The shared inbox, round-robin, the chatbot and AI replies, tickets with targets, the sales pipeline and the HubSpot and Zoho CRM integrations are all part of it, with AI credits included and more on request. See pricing, or book a demo on two of your own numbers.
Bring every number into one inbox.
A walkthrough on two of your own numbers, with your rollout questions answered.