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WhatsApp sales assistant

A WhatsApp Business agent that answers product questions from your docs, qualifies the lead with a short structured intake, and pushes the contact straight into HubSpot, Zoho, or GoHighLevel. Customers get instant replies on the channel they already use; sales gets clean, CRM-ready leads without copy-paste.

What you'll build​

  • An assistant loaded with your product knowledge.
  • A WhatsApp widget on a verified WhatsApp Business number.
  • A lead intake form the assistant fills conversationally.
  • A CRM tool that writes the contact + form data to HubSpot, Zoho, or GoHighLevel.

Step 1 — Load your knowledge base​

  1. Open Build → Data Sources.
  2. Add one or more sources:
    • Crawl your website — paste your marketing site URL (see Crawl website).
    • Upload PDFs — pricing one-pagers, spec sheets, FAQs (see Upload files).
  3. Wait for indexing to finish (small datasets: ~30 seconds; large crawls run in the background).

Step 2 — Create the assistant​

  1. Build → Assistants → Add assistant.

  2. Pick gpt-4o-mini (fast, conversational, low cost) or gpt-4o if you need stronger product reasoning.

  3. System prompt — the trick is balancing helpful answers with intent-to-qualify:

    You are a sales assistant for Acme CRM. Answer product and pricing questions from the knowledge base. After two helpful exchanges — or sooner if the user expresses interest — offer to set up a 15-minute demo and ask for their name, work email, company, and team size. Be concise — WhatsApp messages should read like texts, not emails.

  4. Link data sources — attach the sources from Step 1.

Step 3 — Build the lead intake form​

  1. Open Build → Library → Forms → Add form.
  2. Add fields: first_name, email, company, team_size, interested_in (dropdown: pricing / demo / integration / other).
  3. Mark email as required and set basic validation. The assistant will collect these conversationally — no clunky form UI inside the WhatsApp thread.
  4. Map to contact fields — so the captured values populate the contact record automatically.

Attach the form to the assistant under Linked forms.

Step 4 — Connect the CRM​

Pick whichever CRM your sales team lives in:

  1. Open the integration page, follow the OAuth flow, and authorize.
  2. On the assistant, open Tools and enable the CRM tool. Map form fields → CRM contact properties (e.g. team_size → custom property Company size).
  3. Optional: configure deal/opportunity creation when interested_in == "demo".

Step 5 — Provision the WhatsApp Business number​

  1. Follow WhatsApp Business setup to verify your number with Meta. (One-time, ~24 hours for approval.)
  2. Open Build → Widgets → Add widget, pick WhatsApp, link the assistant, and pick the verified number.

Step 6 — Test it​

  1. Message your business number from your personal WhatsApp.
  2. Ask a product question that's covered by your knowledge base. The reply should cite the KB content.
  3. Express interest ("can I see a demo?"). The assistant should pivot to collecting form fields conversationally.
  4. After completion, check your CRM — the contact and custom fields should be there.

What to do next​

  • Add intent-based routing — tag conversations with Intents like qualified_lead and use Workflows to ping your sales channel on Slack via webhook.
  • Hand off to a human — when the buyer asks for one, use the Disconnect-and-transfer tool to bridge the WhatsApp thread to a sales rep.
  • Same agent, more channels — clone the widget to Messenger, Instagram, or Telegram without re-building the assistant.