Qualify Every Request Before It Lands on Your Calendar
A new client request needs scope, hours, and priority sorted out before it's actually a task, and doing that over scattered messages eats the time you're supposed to be billing.
Reflys captures task intake and availability questions on WhatsApp, so requests arrive ready to work, not ready to clarify.
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Where client
requests get stuck
New task requests arrive as scattered messages instead of a clear, prioritized brief
Availability and hourly-package questions repeat with every new client
Recurring weekly check-ins are easy to skip when you're mid-task for someone else
Task history and hours logged live in a separate project tool, disconnected from wherever the client is actually messaging
A prospective client's first inquiry often goes unanswered until the current task is done
Package hours-remaining balances are hard to answer without stopping to check a spreadsheet
From Scattered Request to Ready-to-Work Task
Task Intake Flow
Captures priority, deadline, and details before a request lands on your plate.
Availability & Pricing FAQ
Instant answers on hours, packages, and current availability.
Recurring Client Check-Ins
Scheduled prompts that keep ongoing clients updated without pausing billable work.
CRM Integration
Connects to your task or project tool via API or webhook, configured directly into your automations — reads task history and hours logged and writes new requests back in parallel, so the record's always current.
Where Client Conversations Happen
WhatsApp-led — task intake, availability, and recurring client check-ins, in the channel most VA-client relationships already run on.
Answer Prospective Clients Fast
Instagram DM handles availability and package questions from new clients, even while you're mid-task.
Best for:
- Availability FAQs
- Package pricing
Check In Without Pausing Billable Work
Recurring client check-ins run on WhatsApp, the channel most VA-client relationships already use.
Best for:
- Recurring check-ins
- Package hours
How Virtual Assistants Can Turn Scattered Requests Into Clear Tasks
A VA's day is shaped by other people's messages. One client sends a task in three parts over an hour. Another asks “can you also...” with no deadline. A new prospect waits for a reply because you are mid-task for someone else.
The cost is not the work itself. It is the time spent working out what the work actually is. A simple intake system fixes most of it:
How to fix it
Make every request answer three questions
What needs doing, by when, and how important is it compared to other open tasks.
Separate new tasks from quick questions
A task goes into your tracker. A question gets answered and closed.
Publish your packages and availability
Hours per package, response times, and working days. New clients ask this every time.
Keep hours-remaining visible
Clients on a package will ask how many hours they have left. Have the answer ready without opening a spreadsheet.
Hold a short weekly check-in
It catches upcoming work early and shows the client you are on top of things.
Reflys captures task requests on WhatsApp with priority, deadline and details, answers availability and package questions instantly, and sends recurring check-ins on schedule. Requests sync to your task tool, so you start each task from a clear brief.
Questions? We've got answers.
Everything you need to know about Reflys, automations, integrations, and getting started.
It captures and organizes task requests — priority, deadline, details — so you start working from a clear brief instead of a string of messages.
Turn more conversations into customers.
Set up your first automation in under 10 minutes. No risk to your accounts—just more conversations turned into sales, starting today.
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