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Every customer
conversation,
in one place.

WhatsApp, email, phone, text and web chat — all landing in Microsoft Teams, Zoho Bigin or Xelion instead of scattered across five apps and three people's pockets. The thing most small businesses need but nobody's quite sold them yet.

The problem

Conversations
are scattered.

A typical customer pings on WhatsApp in the morning, emails an attachment in the afternoon, and calls the office number at 5pm. Three threads, three apps, three people who each see one slice. Things get missed.

01 · INBOX

WhatsApp Business

Customers love it because it feels casual. Your team hates it because it lives on whoever's mobile happened to answer. We bring WhatsApp Business into a shared inbox the whole team can see.

  • The official business WhatsApp
  • Shared, assignable threads
  • Stays when staff leave
02 · INBOX

Email & shared mailboxes

Generic info@ / sales@ / support@ addresses unified with personal mailboxes. Threads visible to the team, auto-assigned, replied to from one place.

  • Works with Microsoft 365
  • Conversation view
  • Routed to the right person
03 · INBOX

Calls & texts

Phone calls (via our office phones service) and texts land alongside the written messages. Call recordings attach to the right customer; missed calls become follow-ups.

  • Dial with one click
  • Recordings saved with the customer
  • Missed calls flagged for follow-up
04 · INBOX

Web chat & forms

Website enquiries and live chat widgets route into the same inbox. No more "did anyone reply to the form?" hunts on a Monday morning.

  • Chat box for your website
  • Forms land in the inbox
  • Out-of-hours auto-reply
How it works

Three ways
to land it.

Where everything lands is your choice: Microsoft Teams, Zoho Bigin or Xelion. The channels feeding in are the same; the mix and the destination are up to you.

OPTION A

Hub in Microsoft Teams

WhatsApp, shared email and calls show up as Teams channels. Right answer if your team already chats and meets in Teams — you don't ask them to learn a second app.

  • Lives inside Teams you already use
  • Channel per inbox / customer / topic
  • Nothing new to install
OPTION B

Hub in Zoho Bigin

The same messages, but attached to your customer records. Every conversation tied to a contact and a deal. Right answer if sales is the goal and you want to see every touchpoint.

  • Conversations linked to deals
  • Reports on how fast you reply
  • Hand-off without re-explaining
OPTION C

Hub in Xelion

If you've got our Xelion phone system, your calls, WhatsApp and messages can all land there too — next to live call screens and your customer records. Right answer for sales teams and anyone who lives on the phone.

  • Messages beside your calls
  • WhatsApp & AI receptionist
  • Built for phone-led teams
Who it's for

Fits if you
recognise any of these.

We see this conversation most often from customer-facing businesses — sales teams, service businesses, anyone where missing a message costs real money.

PROFILE 01

"WhatsApp lives on Sarah's phone"

Your busiest customer messages your most senior person on WhatsApp. When she's off, those threads are invisible to everyone else. That's a continuity risk.

PROFILE 02

Shared mailbox chaos

Your sales@ inbox has five people checking it, three people not, and a dozen "wait, did anyone reply?" moments a week.

PROFILE 03

Sales handover gaps

A lead emails, then phones, then forms — and the salesperson picking it up has none of the previous context. Looks unprofessional, costs deals.

PROFILE 04

Rules & record-keeping

You're in a regulated field (finance, healthcare, legal) and need a proper record of customer conversations. Personal WhatsApp doesn't cut it.

Getting started

Live in
two to four weeks.

WhatsApp's business approval is the slowest part (usually 1–2 weeks from Meta, WhatsApp's owner). Everything else moves quickly.

STEP 01

Audit channels

Which channels actually carry conversations today? Where do they live? Who currently checks them?

STEP 02

Pick a hub

Teams, Bigin or Xelion. We help you decide, with a working demo to compare.

STEP 03

Set up

WhatsApp connected, mailboxes connected, phones plugged in, rules written for who gets what, and a training session for the team.

STEP 04

Tune

Two weeks of "this auto-reply is too keen / that channel should go to a different person" tweaks based on real usage.

Pricing

Per person,
plus a setup project.

A monthly fee per person for the platform, plus a one-off setup project covering approvals, connections and training. WhatsApp itself charges a small fee for some conversations, which we pass through at cost.

FROM
£25/person / month
Setup from £1,200 fixed price (Teams hub) or £1,950 (Bigin hub). WhatsApp's own message charges passed through at cost.
RB
We had three salespeople, each running their own WhatsApp on their own mobile. Now it's one inbox the whole team can see. We've stopped losing leads in the gap between people.
Rachel B. · Head of Sales
FAQ

Common questions.

The two we get asked most: "can we still use WhatsApp like normal?" and "what does Meta charge?"

Is this the real WhatsApp Business, or something different?

It's WhatsApp's official version for companies — a step up from the free app. The free app is fine for sole traders, but it doesn't let a whole team share one inbox. The business version does, and it's what every serious setup uses. Approval takes 1–2 weeks via Meta and we handle the paperwork.

Can customers still WhatsApp our normal number?

Yes — that's usually the goal. We move your existing WhatsApp number (or your main office number) onto the business version. Customers see no change; they message the same number. Your team sees the messages in Teams or Bigin instead of on whoever's phone.

What does Meta charge for messages?

Replying to customers is free; starting a conversation costs a few pence. If a customer messages you, replies within 24 hours cost nothing. If you message them first, it's around 4p per conversation in the UK. For most small businesses the total lands under £30/month.

Is it GDPR-compliant?

Yes, when set up properly. Messages are stored in your chosen hub (Teams, Bigin or Xelion) under your control, and you choose how long they're kept. Compared with staff using personal WhatsApp accounts — which genuinely is a data-protection risk — it's a big improvement.

What if a customer prefers email or phone?

Then they use email or phone — and it still lands in the unified inbox. The point isn't to push customers onto WhatsApp; it's that whatever channel they choose, your team sees the whole conversation in one place. Customers can mix channels freely (and they do).

Do we need to take our phones or Bigin from you too?

No. The Unified Inbox works with your existing Microsoft 365 / Teams and most major phone systems. It works best when paired with our phones and Bigin (because we look after both ends), but it isn't a requirement.
Next step

Stop
losing leads.

20-minute call. Tell us where conversations currently live and we'll show you what unification would look like.