Your phone buzzes. A potential client just messaged you on WhatsApp. But you're in a meeting. Or it's 10 PM. Or you're filing returns for another client.
By the time you reply — maybe an hour later, maybe tomorrow — the prospect has already messaged two other CA firms. The one who replied first usually wins.
Auto-replies solve this. They buy you time while making the client feel attended to. Here are five templates you can copy, customize, and start using today.
Template 1: Welcome Message (First-Time Contact)
Trigger: First message from a new number
Hi there! 👋
Thanks for reaching out to [Firm Name].
We're a [city]-based Chartered Accountancy firm specializing in:
📋 GST Compliance & Filing
📊 Income Tax Planning & Returns
🏢 Company Registration & Compliance
💼 Business Advisory & Consulting
How can we help you today? You can:
• Tell us what you need, and we'll respond shortly
• Reply SERVICES for a full list of our services
• Reply FEES for general pricing information
• Reply BOOK to schedule a consultation
Our team will get back to you within [timeframe — e.g., 30 minutes during business hours].
— Team [Firm Name]
[Website URL]
Why it works: It immediately confirms that the message was received, establishes credibility, and gives the prospect clear options for what to do next. The keyword replies also help you understand their intent.
Template 2: After-Hours Response
Trigger: Messages received outside business hours
Hi! Thank you for your message.
Our office hours are:
🕐 Monday - Friday: 10:00 AM - 7:00 PM
🕐 Saturday: 10:00 AM - 2:00 PM
🚫 Sunday: Closed
We've received your message and will respond first thing when we're back.
If this is urgent:
📞 Call: [emergency contact number]
📧 Email: [email address]
In the meantime, visit our website for information about our services:
🌐 [Website URL]
Have a good evening!
— Team [Firm Name]
Why it works: Sets expectations about when they'll hear back, provides alternatives for urgent matters, and directs them to your website where they can learn more (and you can capture the lead).
Template 3: GST Inquiry Response
Trigger: Message contains keywords like "GST," "GSTR," "GST filing," "GST registration"
Thanks for reaching out about GST services! 📋
We offer comprehensive GST solutions:
📌 GST Registration — New registration, amendments, cancellation
📌 Monthly Filing — GSTR-1, GSTR-3B, and all return types
📌 Annual Returns — GSTR-9 and GSTR-9C
📌 GST Audit — For businesses with turnover above threshold
📌 GST Advisory — Rate classification, ITC optimization, compliance review
📅 Quick reminder — next deadlines:
• GSTR-1: [date]
• GSTR-3B: [date]
To get started, we'd need to know:
1. Your business type (proprietorship/partnership/company)
2. Monthly approximate turnover
3. Which GST services you need
Reply with these details, and we'll get back with a custom plan.
— Team [Firm Name]
Why it works: Shows immediate expertise in the topic they asked about. The deadline reminder adds value. The three questions qualify the lead — saving time when your team follows up.
Template 4: ITR/Tax Filing Inquiry
Trigger: Message contains keywords like "ITR," "income tax," "tax filing," "tax return," "tax saving"
Thanks for your inquiry about income tax services! 📊
We help individuals and businesses with:
💰 ITR Filing
• Salaried (ITR-1, ITR-2)
• Business/Profession (ITR-3, ITR-4)
• Capital Gains
• NRI Returns
📈 Tax Planning
• Investment planning under Section 80C, 80D
• New vs Old tax regime analysis
• Advance tax computation
• HRA, LTA, and other exemption optimization
⏰ Key dates to remember:
• ITR due date (non-audit): July 31, 2026
• ITR due date (audit): October 31, 2026
• Revised/Belated return: December 31, 2026
To help you best, could you tell us:
1. Are you salaried, a business owner, or both?
2. Is this for current year or a previous year?
Our team will follow up with specific guidance.
— Team [Firm Name]
Why it works: Covers the breadth of tax services while immediately educating the prospect. The qualifying questions ensure your team can give relevant advice in the follow-up.
Template 5: General Pricing Inquiry
Trigger: Message contains keywords like "fees," "price," "cost," "charges," "how much"
Thanks for asking about our services and fees! 💼
Our pricing varies based on the scope of work, but here's a general guide:
📋 GST Filing
• Monthly filing: Starting from ₹[X]/month
• Annual return: Starting from ₹[X]
📊 Income Tax
• Salaried ITR: Starting from ₹[X]
• Business ITR: Starting from ₹[X]
🏢 Company Registration
• Pvt Ltd: Starting from ₹[X]
• LLP: Starting from ₹[X]
💼 Accounting & Bookkeeping
• Monthly: Starting from ₹[X]/month
Note: Final fees depend on complexity, volume, and specific requirements. We're happy to discuss and provide a detailed quote.
Reply BOOK to schedule a free 15-minute consultation where we can understand your needs and share exact pricing.
— Team [Firm Name]
Why it works: Addresses the pricing question directly (nobody likes evasive responses about fees) while leaving room for a proper conversation. The free consultation CTA converts the inquiry into a meeting.
Setting These Up on AI4CA
If you're using AI4CA's WhatsApp Extension:
- Open your dashboard → WhatsApp Settings → Auto-Reply Rules
- Create a Welcome Rule → Paste Template 1, set trigger to "first message"
- Create an Away Rule → Paste Template 2, set your business hours
- Create Keyword Rules:
- Keywords: "GST, GSTR, gst filing, gst registration" → Template 3
- Keywords: "ITR, income tax, tax filing, tax return, tax saving" → Template 4
- Keywords: "fees, price, cost, charges, how much, pricing" → Template 5
- Test it → Message your business number from a personal number to verify
Timing tip: Enable "human delay" in the extension settings. This adds a 15-30 second pause before sending auto-replies, so they don't feel instant and robotic. A message that arrives in 20 seconds feels like a fast human response. A message that arrives in 0.5 seconds feels like a bot.
Customization Tips
Make them yours. These templates are starting points. Adjust the language to match your firm's tone. If you're formal, stay formal. If you're friendly and conversational, make the templates match.
Update regularly. Change the deadlines every month. Update fee ranges when your pricing changes. Stale auto-replies hurt credibility.
Don't over-automate. Auto-replies handle the first 30 seconds. After that, a real person should take over. The best client relationships start automated and become personal quickly.
Track what works. If clients frequently ask questions that your auto-replies don't address, create new keyword rules. If certain templates get more engagement (people reply to them), study why and apply those patterns elsewhere.
What Happens After the Auto-Reply
The auto-reply is step one. Here's the full sequence:
- Client sends message → Auto-reply triggers within 20 seconds
- Client responds → Their response is logged as a lead in your dashboard
- Your team sees the lead → Notification on your phone/dashboard
- Human follow-up → Within 30 minutes during business hours
- Qualification call → Understand their needs, provide a quote
- Engagement → Convert to a paying client
The auto-reply doesn't close the deal — it prevents the prospect from going elsewhere while you're unavailable. That alone is worth the 15-minute setup time.
Set up WhatsApp auto-replies in minutes with AI4CA. Professional website + WhatsApp integration designed for CA firms. Start free at ai4ca.in.