Your clients already live on WhatsApp. Now your case file can too.
A client who leaves an email unread for a week will answer a WhatsApp in minutes. We connect WhatsApp to Proclaim, or give you a shared team inbox of its own, so every message, photo and document lands where it belongs, on your firm's number rather than a fee earner's phone.
In your case system, or on its own.
It runs on Meta's official WhatsApp Business Platform and plugs into what already runs in production for our clients: the Proclaim case history, workflow-triggered integrations and message threads in every Prolink portal.
Inside the case
Messages matched to the client's case and saved to the Proclaim case history, with replies sent from the conversation and Proclaim's workflow sending updates.
A shared team inbox
For firms not on Proclaim, or teams that just need WhatsApp done properly: one number, one inbox, every conversation assigned to a person.
Into your CRM or case system
Not on Proclaim? The same service threads WhatsApp into another case system or CRM, with an API or without one. Software integration.
Every message in the case history, with no copy and paste.
Replies land on the case
Each message is matched to the client's case by their number and saved to the Proclaim case history, with photos and documents attached.
Reply from the conversation
Handlers answer from the conversation view, and every message sent is recorded against the case as well.
Updates triggered by Proclaim
Proclaim's workflow sends an update when a case reaches a stage: an appointment booked, a document to sign, an offer received. Our review request integration already runs on this trigger.
Documents from the phone
Clients photograph letters, injuries or damage and send them; they arrive in the case as documents, not in someone's camera roll.
Off staff phones
Messages go to the firm's verified number, so nothing lives on a fee earner's phone and nothing leaves with a leaver.
Help from Claude
A long thread summarised, or a reply drafted for the handler to check. Nothing is sent without a person. AI with Proclaim.
A team inbox for WhatsApp.
One number, the whole team
Every conversation in one shared inbox, assigned to a person, with the full history of who said what.
Approved message templates
Reminders and updates sent from templates approved by WhatsApp, so they reach clients outside the 24-hour reply window.
A record you can export
Every message kept, searchable and exportable, for complaints, audits and subject access requests.
We handle the parts that trip firms up.
Your business number
Registered on the official WhatsApp Business Platform, with your firm's name shown to clients.
Replies and templates
Free-form replies can be sent for 24 hours after a client's last message. After that WhatsApp requires an approved template, and we set yours up.
Opt-in on record
Clients agree to be contacted on WhatsApp, and that consent is stored against their record.
What people ask first.
Can we use our existing phone number?
Usually, yes. A number can be registered on the WhatsApp Business Platform as long as it can receive a verification call or text. If it is already used in the WhatsApp Business app on a phone, it has to be moved across, and we take you through that.
What does WhatsApp cost to run?
Meta charges for some messages, mainly the template messages your firm sends first. Replies inside the 24-hour window after a client writes are not charged. We set out the expected running costs in your quote, next to our own fee.
Is WhatsApp secure enough for client work?
Messages travel encrypted and are kept in your case system or inbox under your own access rules. For most firms the bigger risk today is client conversations sitting on staff phones, where nobody can supervise, search or retain them. This moves them onto the file.
Tell us how your clients talk to you today.
We will show you how WhatsApp would fit, in Proclaim or on its own.
0800 246 1101 · hello@prolink.io