A WhatsApp AI agent for translation agencies, certified translators and notary services: answer languages, rates, certification and turnaround questions, collect documents for a quote securely, and book appointments
A translation enquiry is a quote request in disguise: which languages, how many words or pages, certified or not, by when. Clients from several countries ask in several languages, often with the document attached, and the translator is mid-project. An agent answers the standard questions and collects what the quote needs.
Quick answer
Give a WhatsApp AI agent your language pairs, per-word, per-page and minimum rates, certification types (certified, sworn, notarised, apostille) and what each means in general terms, turnaround tiers and rush fees, document requirements, delivery options, and a secure upload link, and it answers in seconds in the client's language, estimates from a stated word or page count, collects documents via the secure route, books notary or in-person appointments into real slots, and hands over final quotes and anything legal. ReplyKit runs this from $29 a month.
Quoting from counts
- Language pair, document type and purpose (immigration, court, academic, business).
- Word or page count if the client knows it; otherwise the agent asks for the document via your secure link, or a photo for a page count, and says the quote follows.
- Certification needed, with your general explanation of each type and who accepts it; the agent must not say which certification a specific authority will accept unless your note states it.
- Turnaround: standard, express, rush, with fees.
- The agent gives an estimate from your rate table when counts are known ("approximately {amount} for 1,200 words, standard turnaround") and flags that the final quote follows review. The quoting pattern is in handling quotation requests.
Documents and confidentiality
Documents for translation are often identity, legal or medical papers. Decide the policy: most providers instruct the agent to direct uploads to a secure link or email and to hand over if a document arrives in the chat so a person moves it out. State your confidentiality commitment in the knowledge base so the agent can quote it. The data handling questions are in GDPR and AI agents.
Notary appointments
- Services and fees per document type, ID requirements, who must attend, witnesses.
- Booking into real slots with a reminder and a what-to-bring list.
- Apostille and legalisation steps in general terms, with turnaround from your note.
- Remote notarisation if offered and where it is valid, in your words.
What the professional keeps
What stays with a person:
- Final quotes after seeing the document.
- Whether a certification will be accepted by a specific authority.
- Legal advice of any kind.
- Complex multi-language projects and agency partnerships.
- Complaints and corrections.
Everything else the agent handles, and when it is unsure it says so and offers a human rather than guessing; see why the agent says it is not sure.
One honest note before the setup. ReplyKit connects to your number by QR pairing, the same linked-device mechanism as WhatsApp Web. It is live in minutes and needs no Meta approval, but Meta does not sanction automation this way, so a number can be restricted. We enforce limits of 30 replies an hour and 200 a day per number with a warm-up ramp for new numbers, reply to inbound messages only, and recommend a dedicated number rather than your main line. The full picture is in our ban guide.
Starter at $29 a month covers one number, one agent, one website assistant and 1,000 AI replies; Growth at $49 adds two more numbers, five agents and follow-up nudges; the 7-day free trial needs no card. Only the agent's own messages count. Pricing is in USD and the service works wherever WhatsApp does. What it costs in practice.
Frequently asked questions
Can the agent quote a translation?
An estimate from your rate table when the word or page count is known; the final quote follows review of the document.
Can clients send documents in WhatsApp?
The agent directs them to your secure upload and hands over if a document arrives in the chat.
Does it explain certified versus sworn translation?
In general terms from your note. Whether a specific authority accepts a type is handed over.
Can it book notary appointments?
Yes, into real slots, with ID and what-to-bring instructions and a reminder.
Does it answer in the client's language?
Yes. It replies in whatever language the client writes.
Quotes started and appointments booked while you translate
Rates, certification, turnaround and secure intake handled in any language. 7-day free trial, no card.
Sources and further reading
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead
- WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow
- ReplyKit, Will WhatsApp ban my number for automation? · our own account of the risk and the limits we enforce
ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.