Question 1

How does Wootomatic pricing work?

Accepted Answer

Wootomatic operates on a flexible monthly subscription model. Rather than large upfront project fees, you pay a predictable retainer that covers your custom AI chatbots, workflow automation, CRM pipelines, and ongoing optimization. Pricing scales with the number of active workflows, channels, and automation complexity. Most clients see positive ROI within the first month of deployment.

Question 2

Do you offer a free consultation or audit?

Accepted Answer

Yes. Every engagement begins with a complimentary automation readiness audit. We map your current manual bottlenecks, identify the highest-ROI automation opportunities, and deliver a prioritized implementation roadmap before you commit. You can also complete our free Prospect Survey to get a customized blueprint within 24 hours.

Question 3

What is included in a Wootomatic subscription?

Accepted Answer

Your subscription includes custom AI chatbot development and training, workflow automation builds, CRM architecture and customization, sales funnel automation, ongoing monitoring and optimization, failure alerts, and priority support. Every plan also includes monthly strategy reviews to identify new automation opportunities as your business grows.

Question 4

Can I cancel anytime?

Accepted Answer

Yes. Wootomatic subscriptions are month-to-month with no long-term lock-in contracts. You can pause, downgrade, or cancel with 30 days notice. All automations you own remain yours, and we provide documentation and handoff so your internal team can maintain them if needed.

Question 5

Is there a setup fee or onboarding cost?

Accepted Answer

There is no hidden setup fee. Your first automation build, CRM architecture, and onboarding are all included in your monthly subscription. We prioritize the highest-ROI opportunity first so you see measurable savings before your second billing cycle.

Question 6

Do you offer custom enterprise or multi-location plans?

Accepted Answer

Yes. For multi-location operators, franchises, and agencies, we build scaled plans with shared automation templates, location-specific routing, white-labeled reporting, and consolidated billing. Contact us for a custom quote tailored to your footprint.

Question 7

What data do you train the AI chatbots on?

Accepted Answer

We train your custom AI bots on your own business data — including help docs, FAQs, product catalogs, past support tickets, pricing sheets, and brand guidelines. This ensures the bot answers accurately in your brand voice and never invents information. We use retrieval-augmented generation (RAG) so the bot grounds every answer in your verified documentation.

Question 8

Which channels can the AI chatbot deploy on?

Accepted Answer

Wootomatic bots deploy omnichannel — your website widget, WhatsApp, SMS text messaging, Instagram DMs, Facebook Messenger, and email auto-responders. One AI brain serves every surface with shared conversation memory, so a lead who starts on WhatsApp can continue on your website without losing context.

Question 9

Can the AI bot book appointments directly into my calendar?

Accepted Answer

Yes. Our AI booking bots check live calendar availability, offer conflict-free time slots, send confirmations and reminders, and create the appointment record directly in your CRM. This works across Google Calendar, Outlook, Calendly, and most scheduling platforms, with automated no-show reduction sequences.

Question 10

How do you prevent AI hallucinations?

Accepted Answer

We implement strict guardrails: retrieval-augmented generation that grounds answers in your documentation, system prompts that forbid speculation on pricing or commitments outside verified data, and human-handoff escalation for complex or sensitive queries. Every bot is monitored and retrained continuously to improve accuracy over time.

Question 11

Can the AI handle inbound phone calls?

Accepted Answer

Yes. Our AI voice agents answer inbound calls in a natural human-sounding voice, triage intent, book appointments, answer FAQs, and escalate to a live rep when needed — 24/7. Calls are transcribed, scored, and logged to the matching CRM contact for full attribution.

Question 12

Can the bot qualify leads and update my pipeline?

Accepted Answer

Yes. The bot asks your intake questions, scores the lead, creates or updates the CRM contact, and advances the deal to the right pipeline stage automatically — then routes hot leads to a rep instantly with the full conversation attached.

Question 13

Zapier vs Make.com — which should I use?

Accepted Answer

Both are powerful. Zapier is ideal for simple trigger-action automations and has the largest app library. Make.com excels at complex multi-step workflows with branching logic, iteration, and array manipulation — often at 60-70% lower cost for high-volume usage. We typically recommend a hybrid: Zapier for simple triggers, Make for heavy data transformation. Use our free Zapier vs Make Cost Estimator to compare your usage.

Question 14

Can you migrate my existing Zapier flows to Make.com?

Accepted Answer

Absolutely. We rebuild and optimize fragile Zapier sequences into clean, cost-effective Make scenarios without service downtime. Most migrations are completed within 5-7 days and immediately reduce monthly automation costs while improving reliability and error visibility.

Question 15

What happens if an automation breaks?

Accepted Answer

Every Wootomatic workflow includes automated error handling with retry logic and instant Slack, email, or SMS failure alerts. You are notified the moment any step fails — no silent breakage. Our monitoring dashboards also surface recurring errors so we can proactively fix root causes before they impact operations.

Question 16

How many apps can you connect?

Accepted Answer

We connect any app with an API or webhook — that covers 6,000+ tools including CRMs, ERPs, billing platforms, spreadsheets, email tools, calendars, and custom internal systems. If an app lacks a native integration, we build secure webhook and REST API bridges to connect it.

Question 17

Do you build custom API integrations?

Accepted Answer

Yes. When no off-the-shelf connector exists, we build secure, documented REST API and webhook bridges between your systems — including legacy databases, proprietary tools, and internal dashboards — so data flows automatically without manual export/import.

Question 18

Do you build custom CRMs or customize existing platforms?

Accepted Answer

Both. We architect Wootomatic CRM pipelines tailored exactly to your sales process with custom fields, automated stage transitions, and staff workload distribution. We also integrate and customize popular platforms — Salesforce, HubSpot, Pipedrive, and others — connecting them to your automation stack so data flows seamlessly without manual transfer.

Question 19

Can you integrate Stripe and payment processing?

Accepted Answer

Yes. We integrate Stripe, PayPal, Square, and most payment gateways directly into your CRM and workflows. This includes automated invoicing, recurring billing for retainers, payment-triggered deal stage transitions, and real-time reconciliation so finance teams always have accurate records.

Question 20

Will my team need training on the new CRM?

Accepted Answer

Every engagement includes hands-on staff training and recorded video documentation. We walk your team through the new workflows live, create role-specific walkthroughs, and provide a documentation library so future hires onboard faster. Adoption support continues throughout your subscription.

Question 21

Can deals move between stages automatically?

Accepted Answer

Yes. We configure triggers that advance deals based on events — a signed proposal, a payment received, or a task completed — so your pipeline updates itself without anyone dragging cards manually.

Question 22

Which review platforms do you support?

Accepted Answer

Google Business Profile and Facebook reviews are supported natively, with monitoring, automated requests, and AI-assisted responses. We can also surface mentions from other sources into your reputation dashboard.

Question 23

How do automated review requests work?

Accepted Answer

We trigger an SMS or email review request at the optimal moment — right after a visit, purchase, or job completion. Happy customers are routed to leave a public review; unhappy ones are routed to internal feedback so you can intervene before a negative review goes public.

Question 24

Can you manage my paid ad campaigns?

Accepted Answer

Yes. We launch and manage Google, Meta, and TikTok ad campaigns with CRM-tracked lead attribution so you can see exactly which campaigns drive revenue. We sync audiences, set up retargeting, run A/B tests, and report on spend vs. ROI.

Question 25

Do you offer email and SMS marketing together?

Accepted Answer

Yes. Email and SMS are built into the same platform — bulk campaigns, trigger-based automations, smart segmentation, and a unified inbox for replies. You can mix channels in a single nurture sequence and track opens, clicks, and conversions in real time.

Question 26

What's included in the Wootomatic platform?

Accepted Answer

Wootomatic consolidates 15+ disconnected subscriptions into one platform: CRM & pipelines, sales funnels, website & landing page builder, e-commerce & checkout, surveys & forms, email & SMS marketing, online booking, workflow automations, AI voice agents, AI content & web chat, ad management, reputation management, call tracking, e-signatures, SEO & local listings, courses & digital products, online communities, and branded mobile apps — all for one flat subscription.

Question 27

Can I build my website with Wootomatic?

Accepted Answer

Yes. The built-in website and landing page builder lets you create fast, SEO-optimized, mobile-first pages visually — no developer or separate CMS required. Every page connects directly to your CRM, funnels, and automations, and supports custom domains and blogs.

Question 28

Does Wootomatic include an online store?

Accepted Answer

Yes. You can run a full e-commerce store with product catalogs, inventory, secure checkout, and payment processing — plus automated abandoned-cart recovery sequences. Orders automatically create CRM deals and trigger fulfillment workflows.

Question 29

Can I host online courses and communities?

Accepted Answer

Yes. Wootomatic includes hosted courses with drip content and progress tracking, plus branded online communities with gated member access and directories. Both are tied to subscriptions, renewals, and engagement automations inside your CRM.

Question 30

Do you offer branded mobile apps?

Accepted Answer

Yes. We launch white-labeled iOS and Android apps under your brand for bookings, courses, communities, and content — with push notification campaigns and app activity synced back to CRM contact records.

Question 31

Are surveys and forms included?

Accepted Answer

Yes. Build multi-step surveys and interactive forms with conditional logic, field validation (email, phone, currency, numbers), auto-save progress, and resume-where-you-left-off. Every submission writes to your CRM and triggers automations.

Question 32

Can I send contracts for e-signature?

Accepted Answer

Yes. Send proposals and contracts for legally-binding e-signature, generate documents from templates, and automatically trigger the next workflow step the moment they're signed — all stored on the contact record.

Question 33

Is my business data secure with Wootomatic?

Accepted Answer

Data security is foundational. We use encryption in transit and at rest, scope API credentials to the minimum required permissions, and follow SOC2-ready operational practices. We never share your data with third parties, and all AI training uses your data within your own tenant where possible. Read our Security & Compliance page for full details.

Question 34

Are you HIPAA-aware for healthcare clients?

Accepted Answer

Yes. For healthcare and wellness clients, we build HIPAA-conscious automation workflows with secure intake routing, encrypted patient communication, and EHR system integration. We sign Business Associate Agreements (BAAs) where required and follow best practices for protected health information handling.

Question 35

Who owns the automations and data?

Accepted Answer

You do. All workflows, CRM configurations, and automations built for you remain yours throughout and after your subscription. If you ever cancel, we provide full documentation and handoff so your internal team or another vendor can maintain everything independently.

Question 36

How long does it take to deploy my first automation?

Accepted Answer

Most first automations are live within 5-7 days. Simple chatbots and single-step Zapier flows can deploy in 2-3 days, while complex multi-app workflows or full CRM migrations take 2-4 weeks. We prioritize the highest-ROI opportunities first so you see measurable savings early in the engagement.

Question 37

What kind of ongoing support do you provide?

Accepted Answer

Your subscription includes continuous monitoring, failure alerts, monthly optimization reviews, and priority support. You can reach us via the AI dispatcher hotline 24/7 at (415) 707-7568 or the main line at (415) 900-3065. We proactively identify new automation opportunities as your business evolves.

Question 38

Do you work with businesses outside California?

Accepted Answer

Yes. While we have deep coverage across the San Francisco Bay Area and California Central Valley, Wootomatic serves clients nationwide. Our automations are cloud-based and location-agnostic, so we can support your business wherever you operate.

Question 39

How do I get started?

Accepted Answer

Complete our free Prospect Survey on the Contact page, or call us directly at (415) 900-3065. We'll schedule a complimentary automation readiness audit, deliver a prioritized ROI roadmap, and begin building your first workflow within days. No credit card required to start the conversation.

Question 40

Which CRM platforms do you integrate with?

Accepted Answer

We integrate natively with Salesforce, HubSpot, Pipedrive, Zoho, and our own Wootomatic CRM. We also build custom API bridges for proprietary or legacy CRMs so your data flows automatically without manual export/import. If your platform has an API or supports webhooks, we can connect it.

Question 41

Can you connect my calendar and scheduling tools?

Accepted Answer

Yes. We integrate Google Calendar, Outlook, Calendly, Acuity, and most scheduling platforms. Appointments booked through your AI chatbot, web form, or phone call sync directly to your calendar and CRM, with automated confirmations, reminders, and no-show recovery sequences.

Question 42

Do you work with QuickBooks or accounting software?

Accepted Answer

Yes. We connect QuickBooks, Xero, Stripe, and most billing platforms so invoices, payments, and revenue data flow into your CRM and trigger the right workflows — like sending a receipt, advancing a deal stage, or alerting your finance team when a payment fails.

Question 43

Can you integrate with my industry-specific software?

Accepted Answer

In most cases, yes. We've connected industry tools for dental practices, real estate, field service, logistics, e-commerce, and more. If your software exposes an API, CSV export, or webhook, we can build a secure bridge. For tools without any integration path, we can often automate via email parsing or screen-based workflows.

Question 44

What happens to my existing data during migration?

Accepted Answer

We map, clean, and migrate your existing contacts, deals, and history into your new system with zero downtime. We run parallel systems during the transition, validate data integrity, and only cut over once everything is verified. Your original data is always preserved as a backup.

Question 45

What are your subscription tiers?

Accepted Answer

Wootomatic offers four managed plans: Essential ($149/mo), Core ($250/mo), Growth ($350/mo), and Ultimate ($500/mo). Each tier unlocks more capabilities — from unified inbox and CRM at Essential, through workflow automations and e-signatures at Core, to AI voice agents, ad management, and branded mobile apps at Ultimate. See our Pricing page for the full feature comparison.

Question 46

Is there a free trial?

Accepted Answer

Rather than a limited trial, we offer a free automation readiness audit and a complimentary consultation. We map your manual bottlenecks, identify your highest-ROI opportunities, and deliver a prioritized roadmap before you commit to any plan. This gives you a clearer picture of value than a time-boxed software trial.

Question 47

Can I upgrade or downgrade my plan later?

Accepted Answer

Yes. Plans are month-to-month and flexible. You can upgrade to unlock more capabilities at any time — the change takes effect on your next billing cycle. You can also downgrade or pause with 30 days notice. There are no long-term lock-in contracts.

Question 48

Do you charge per user or per seat?

Accepted Answer

No. Wootomatic plans are priced by capability tier, not by the number of team members. Your whole team can use the CRM, inbox, and automations without per-seat fees driving up your bill. This keeps costs predictable as you grow.

Question 49

What's not included in the subscription?

Accepted Answer

Your subscription covers the platform, automation builds, and ongoing optimization. Third-party costs you choose to incur — like ad spend, SMS message credits beyond your plan's allotment, or paid API quotas on external tools — are billed separately and passed through at cost with no markup.

Question 50

Which areas of California do you serve?

Accepted Answer

We have deep coverage across the San Francisco Bay Area (San Francisco, San Jose, Oakland, Palo Alto, Berkeley, Fremont, Hayward, Richmond, Vallejo, and more) and the Central Valley (Fresno, Clovis, Madera, Bakersfield, Stockton, Modesto, Visalia, Sanger, Selma, Kerman, and surrounding communities). See our Service Areas page for the full list.

Question 51

Do you only work with California businesses?

Accepted Answer

No. While our local expertise is strongest in California, Wootomatic serves clients nationwide. Our automations are cloud-based and location-agnostic, so we can support your business wherever you operate — including multi-location and franchise operators across state lines.

Question 52

Can you support a multi-location business?

Accepted Answer

Yes. We build scaled plans with shared automation templates, location-specific lead routing, white-labeled reporting, and consolidated billing. Each location gets its own CRM views and workflows while leadership sees a unified dashboard across the entire footprint.

Question 53

Do you offer on-site visits?

Accepted Answer

Most of our work is delivered remotely, which keeps costs lower and timelines faster. For larger implementations or multi-location rollouts, we can arrange on-site discovery and training sessions in the Bay Area and Central Valley by request.

Question 54

How do I know if you serve my city?

Accepted Answer

Check our Service Areas page for the full list of covered cities. If your town isn't listed, reach out anyway — we're actively expanding and frequently take on clients in nearby communities, especially across the Central Valley and Bay Area.

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