Answer routine questions
Help customers understand services, business hours, locations and other information you provide.
WHATSAPP AI CHATBOTAnswer questions. Capture enquiries.
Answer questions. Capture enquiries.
Keep conversations moving.
Give customers helpful answers from your business knowledge, collect the details your team needs, and bring a person into the conversation when it matters—all on WhatsApp.
Business knowledge Enquiry capture Human handoff
Example waterproofing businessIllustrative AI conversation
Sample conversation · no messages are sent
A MORE USEFUL CONVERSATION
More than a first reply.
Understand the enquiry
Ask relevant follow-up questions to clarify what the customer needs.
Capture useful details
Collect supported customer and requirement information within the conversation.
Bring in your team
Let staff continue conversations that need personal attention.
FROM MESSAGE TO NEXT STEP
How a customer message becomes a useful response.
WhatsOS connects the conversation with your configured business knowledge and enquiry workflow.
A conceptual workflow, not an internal AI trace. The response depends on the information and workflows configured for your business. Your team handles requests that need additional assistance.
01 · MESSAGECustomer sends a WhatsApp message
02 · CONNECTED AIQuestion, conversation & business knowledge
What does this request need?
Routine, supported enquiryReply or ask a follow-up
Personal assistanceStaff reviews & takes over
Captured details & conversation context
Staff review is shown as a team action; automatic assignment is not implied.
GROUNDED IN YOUR BUSINESS
Give the AI the information your customers ask for.
Build the chatbot’s knowledge around your business, so routine conversations start with relevant information.
- FAQsCommon questions and approved answers.
- Service & product informationWhat you offer, where you work and your policies.
- Business hoursOpening times and how to request help.
Keep answers useful as your business changes
Review hours, coverage and service details regularly. Update imported content when it changes. Include what staff must confirm, such as a visit time or final quote, and test questions that the knowledge does not answer.
Website imports
Documents
FAQs & text
Configured business knowledgeMaintained in your connected CRMAIBOT chatbot
A CLEAR BOUNDARY, IN PRACTICE
- Source
- “Service visits are available Monday to Saturday, 9 AM–6 PM.”
- Customer
- “Can someone visit on Sunday?”
- Example answer
- “Our listed service hours are Monday to Saturday, 9 AM–6 PM. I can pass your request to the team to check alternatives.”
Source types and limits depend on your CRMAIBOT account. Website imports do not imply continuous syncing or live inventory access.
FOUR ENQUIRIES. FOUR DIFFERENT NEXT STEPS.
See how different enquiries unfold.
EXAMPLE KNOWLEDGE / CONTEXT
Sample business knowledge: terrace waterproofing is offered in Kochi for existing buildings and new projects.
Example businessIllustrative AI conversation
Sample conversation · no messages are sent
FROM THEIR WORDS TO YOUR NEXT CONVERSATION
Capture the details while the conversation happens.
Help your team start the next interaction with the customer’s requirement already organised.
“I’m Ananya”
NameAnanya
“In Kochi”
LocationKochi
“Terrace waterproofing”
RequirementTerrace waterproofing
“Tomorrow after 11”
Callback preferenceTomorrow after 11 AM
Customer informationDetails shared in the chat.
Channel metadataPhone number and WhatsApp source.
Staff updatesOwner, status and internal notes.
A HUMAN WHEN IT MATTERSAI handles the routine.
AI handles the routine.
Your team handles the personal.
Let staff continue the conversation with the customer’s earlier messages and captured details available.
- 1Customer requests helpThe enquiry needs personal attention.
- 2Staff takes ownershipReview context, assign and pause AI.
- 3A person repliesContinue in the same conversation.
Shared inboxILLUSTRATIVE PREVIEW
P
Assigned to PriyaStaff action · AI paused
OpenYour team controls takeover and can resume AI when appropriate. Response time depends on staff availability.
A PRACTICAL START
From setup to your first AI conversation.
These are the key preparation stages; complete the connection and activation checks shown in your account.
1
Connect your business number
Follow Meta onboarding to select an eligible number and complete the required connection checks.
WhatsApp connectionNumber linkedExample setup checkpoint
2
Add your business knowledge
Prepare content in CRMAIBOT and connect the chatbot and knowledge base in WhatsOS.
Knowledge connectionChatbot + knowledge baseExample setup checkpoint
3
Configure the conversation
Review connected chatbot behaviour and enquiry capture, then agree on your staff takeover process.
Conversation setupKnowledge · behaviour · teamExample setup checkpoint
4
Test and activate
Check representative questions and manual takeover. Complete the available Go Live checks.
Readiness reviewTest replies & handoffExample setup checkpoint
Before you go live: four questions to check
- Are business hours and service details accurate?
- Does the chatbot handle missing information appropriately?
- Can customers reach a person?
- Are captured details useful to your team?
BUILT AROUND REAL CUSTOMER QUESTIONS
Built around the questions your business receives.
Healthcare
Clinic information → Appointment request → Staff confirmation
Explore the solutionReal estate
Location and budget → Requirement capture → Advisor follow-up
Explore the solutionHome services
Service and location → Project details → Callback request
Explore enquiry captureRetail & ecommerce
Product questions → Purchase enquiry → Team assistance
Explore the solutionIllustrative workflows. Booking, listing matching, order status and inventory access depend on separate supported connections or staff confirmation.
A CONNECTED WORKSPACE
Keep the conversation connected to the next step.
CRMAIBOT
Business knowledge, chatbot behaviour and AI replies.
WhatsApp conversations, shared inbox and supported lead records.
LeadSaza
A connected lead workspace for supported enquiry data.
Connect the knowledge. Select your CRMAIBOT chatbot and knowledge base in WhatsOS. Maintain their content in CRMAIBOT.
Configure lead sync. LeadSaza needs account mapping, credentials and enabled sync. WhatsOS retains its own conversation and lead records.
What needs a separate setup?
CRMAIBOT content access and source limits depend on the connected account. LeadSaza access, sync and identity settings need configuration. Check product entitlements with the team; this diagram does not promise shared login or that every integration is included in your plan.
VISIBILITY AS YOU GROW
Know how your AI usage is growing.
Review successful AI replies against your account’s allowance, with used and remaining replies and your next reset date.
Available add-ons and account settings determine your allowance. Usage thresholds create alerts; email delivery depends on the configured mail service.
View current plansAI reply usageSample data
240 / 400 example replies
160Sample replies remainingPlan allowanceSet by your subscription
Illustration only—not a current plan or price. Meta messaging charges are separate.
THE DETAILS THAT MATTER
Talk to sales Your AI chatbot questions, answered.
Understand the setup, boundaries and day-to-day controls before getting started.
What is a WhatsApp AI chatbot?
It is an assistant that responds to customer messages on a connected WhatsApp Business API number. WhatsOS brings those conversations into a shared inbox and uses your connected CRMAIBOT chatbot for AI replies and supported enquiry capture.
How does it use my business information?
You connect a CRMAIBOT chatbot and knowledge base in WhatsOS. The connected service uses the business content and behaviour configured there. CRMAIBOT supports FAQs, manual content, website imports and supported uploaded documents; availability and limits depend on the connected account.
What happens when the information does not answer a question?
Replies and fallback behaviour depend on the connected chatbot’s configuration. Staff can review the chat, pause AI and reply manually. Test unanswered questions during setup; do not assume every uncertain answer automatically creates an assignment or notification.
Can it capture customer enquiries?
Yes. When the connected AI reports an enquiry capture, WhatsOS can create or update a lead linked to the conversation. Supported lead records include customer contact and requirement information. Extra details can remain in the conversation or notes; every example detail is not necessarily a dedicated saved field.
Can my team reply manually?
Yes. Staff can pause AI replies, assign a conversation, add internal notes and send a human reply in the shared inbox. AI replies can be resumed when appropriate. Access depends on your account permissions.
Can it confirm appointments or check order status?
The examples here collect requests and preferences. A confirmed appointment, live order status or inventory answer requires staff or a supported, configured integration with the relevant data. These connections are not implied by having an AI chatbot.
What languages are supported?
WhatsOS has a preferred-language setting for the connected chatbot, but an exhaustive supported-language list and response quality for each language have not been verified. Ask the team about your language and test representative questions with your business knowledge before going live.
Can I use my existing WhatsApp number?
Setup connects an eligible number through Meta’s WhatsApp Business onboarding. Whether an existing number can be used depends on its current setup and Meta’s requirements. Check eligibility during onboarding; migration or continued use in another app is not guaranteed.
How is AI usage measured?
WhatsOS counts successful AI replies against the account’s allowance for its billing period. Failed or skipped replies are logged without increasing that reply counter. The usage view shows used and remaining replies, allowance and reset date. Plan settings, enabled add-ons and account overrides determine the allowance; Meta messaging charges are separate.
How does it connect with LeadSaza?
WhatsOS keeps its own conversation and lead records. Its LeadSaza integration can send supported conversation and lead data when account mapping, credentials and sync are configured. Review sync status in your workspace. LeadSaza access and any identity connection require setup; a shared login or separate product entitlement is not assumed.
How do I update the chatbot’s knowledge?
Maintain the content in the connected CRMAIBOT chatbot: revise FAQs and manual information, and update imported sources when the business changes. WhatsOS selects the chatbot and knowledge base to use. Website imports are not a promise of continuous syncing. Re-test changed answers before relying on them.
HELPFUL ANSWERS. BETTER CONTEXT.Put your business knowledge
Put your business knowledge
to work on WhatsApp.
Help customers get answers and give your team better context for the next conversation.