Whatsteam sales bot

WhatsTeam for Sales

Use WhatsApp as the top of the sales funnel without burning out the team. The recipes below assume the user has a defined ICP, a CRM (or wants one), and at least one human closer who handles warm leads.

When to use

Activate when the user:

• Mentions sales, leads, prospects, outbound, pipeline, closing, demo bookings.
• Asks about lead qualification, BANT, MEDDIC, discovery questions on WhatsApp.
• Wants to schedule meetings via WhatsApp (Calendly, Cal.com, Google Meet).
• Runs an SDR / AE team and needs handoff rules between bot and humans.
• Asks about CRM integration (HubSpot, Pipedrive, Salesforce, Attio, Close).

For pure customer support (existing customers with issues), route to whatsteam-customer-support. For marketing / nurture campaigns over many leads at once, use whatsteam-campaigns.

Prerequisites

• whatsteam-setup complete.
• A scheduling tool the customer uses (Calendly, Cal.com, Google Calendar, HubSpot Meetings).
• A CRM (or a spreadsheet acting as one).
• For WABA devices: pre-approved Utility templates for confirmations + reminders.

The qualification → handoff loop

1. Lead lands (form fill, ad click, referral)
2. Bot greets + qualifies (3-5 questions)
3. If qualified:
   - schedule meeting → human takes it from there
   - sync to CRM with notes
   - tag chat for the closer
4. If not qualified:
   - polite no, optional nurture sequence
   - tag for re-qualification in 90 days

Keep the bot short. Long bot conversations kill warmth. After 3 messages max, the bot should either book a meeting, hand off to a human, or close the loop politely.

Recipes

Recipe 1 — First-touch from a web form

"Lead fills our form at example.com/demo with name, phone, company. Welcome them on WhatsApp."

on form submission:
  verifyWhatsAppNumberExists(lead.phone) → if false, fall back to email
  send_whatsapp_message
    - device: $DEVICE_ID
    - action: template
    - chat: lead.wid          # e.g. [email protected]
    - template:
        name: "demo_welcome"
        language: "es"
        body:
          - { name: "1", value: lead.firstName }
          - { name: "2", value: product }
  CRM.createDeal(stage: "new", source: "whatsapp", chat: lead.wid)

verifyWhatsAppNumberExists takes only the phone number (E.164) — there is no device argument. A first-touch or scheduled send (this welcome, a demo_link, a reminder) reaches a lead who has not messaged you yet, so it's outside the 24h window and must use an APPROVED template — free-form text would be rejected. Personalize with the data the form already captured; don't ask the customer to repeat themselves.

Recipe 2 — Lead qualification (3 questions max)

A simple state machine driven by a webhook handler + LLM (or rule-based dialog if you prefer determinism):

state: NEW → ASKED_TEAM_SIZE → ASKED_USE_CASE → ASKED_TIMELINE → QUALIFIED | DISQUALIFIED

on message:in:new (with bot tag on chat):
  load chat.state from your DB
  switch chat.state:
    case NEW:
      ask "¿Cuál es el tamaño de tu equipo?"; advance to ASKED_TEAM_SIZE
    case ASKED_TEAM_SIZE:
      parse answer; save in CRM; ask "¿Cuál es tu caso de uso principal?"
      advance to ASKED_USE_CASE
    case ASKED_USE_CASE:
      parse + save; ask "¿Cuándo necesitarías esto en marcha?"
      advance to ASKED_TIMELINE
    case ASKED_TIMELINE:
      compute score (team_size + use_case_match + timeline_urgency)
      if score >= threshold:
        send Calendly link; advance to QUALIFIED
        assign chat to human closer
      else:
        polite no; tag "nurture-q4"; advance to DISQUALIFIED

Persist state in your DB keyed by chat.wid — don't try to derive it from message history alone.

Recipe 3 — Schedule a meeting

"Send the Calendly link and confirm the booking."

1. send template "demo_link" with parameters: [firstName, calendlyUrl]
2. Subscribe to Calendly webhook event.created
3. on event.created:
     send_whatsapp_message
       - phone: lead.phone
       - message: |
           ✅ Confirmado: {{eventName}} con {{closer.name}}
           📅 {{date}} a las {{time}} ({{timezone}})
           Únete aquí: {{event.location}}
4. Schedule a reminder 1 hour before:
     send_whatsapp_message with deliverAt: event.startTime - 1h
       - template "meeting_reminder" with [firstName, calendlyUrl]

For no-shows, fire a "did you forget?" message 10 min after the start time, then auto-reschedule offer 1 day later.

Recipe 4 — Follow-up cadence (after demo, no decision)

A typical post-demo cadence:

Day	Touch	Channel
0	Demo completed	Live
+1	Recap + next-steps WhatsApp message	WA, free-form (within 24h)
+3	Case study / social proof	WA template if outside 24h
+7	"Any blockers?" check-in	WA
+14	"Last chance for current pricing"	WA template
+30	"Closing the file unless you reach out"	Email + WA

Wire each step as a scheduled job (deliverAt or your own cron):

on demo completed:
  for step in cadence:
    if step.condition(lead): // e.g., not_replied_yet, no_decision
      schedule send_whatsapp_message at demo.endedAt + step.delay

Skip the cadence as soon as the lead replies — switch to live human conversation.

Recipe 5 — Handoff to a human

When the lead is qualified or asks something the bot can't answer:

1. tag chat with label "handoff" or "qualified"
2. assign chat to the next available closer:
     - simple: round-robin from team list
     - smarter: pick closer by language, territory, lead size, current load
3. notify the closer:
     - in-app (WhatsTeam console pings)
     - Slack DM via webhook handler
4. bot stops responding to this chat — flag in your DB so future webhook
   events don't trigger bot logic

Don't dump a fully-resolved bot conversation on a human without a one-line summary. Generate a summary with analyze_whatsapp_chat_messages and post it to the closer's Slack DM along with the chat link.

Recipe 6 — CRM sync

Every meaningful event should mirror to the CRM:

WhatsApp event	CRM action
First message from new lead	Create contact + deal (stage: new)
Qualification answers	Update deal custom fields
Meeting booked	Move deal to "meeting scheduled"
Meeting completed	Move to "demo done" + log meeting note
No reply 14 days	Move to "stalled" + create task
STOP keyword	Mark unsubscribed + close deal as lost

For HubSpot / Pipedrive / Salesforce / Attio, the easiest path is an n8n workflow with whatsteam/n8n-whatsteam + the CRM's official nodes. For lighter setups, a small Cloudflare Worker / Vercel Function works too.

Anti-patterns

• Letting the bot ramble. Anything past 3 bot messages without value pushes the lead away. Hand off early.
• Asking what the form already captured. If lead.companySize came from the form, don't ask the customer for it again.
• Calendly link with no context. Always preface with what the meeting is about and who they'll meet. Naked URLs convert worse.
• Cadence that ignores replies. If the lead replies anywhere in the cadence, cancel the remaining touches. Hammering a replying lead with templates is the fastest way to lose them.
• No closer for warm leads. A qualified lead handed off to a busy human who replies 4 days later loses 60%+ conversion. Capacity-plan before scaling outbound.
• Bot tries to negotiate pricing. Always escalate pricing / contract questions to a human. Bots make commitments they can't keep.

See also

• whatsteam-messaging — message + template details.
• whatsteam-inbox — assignment, labels, team workload.
• whatsteam-webhooks — the event listener under all the cadence logic.
• whatsteam-campaigns — for outbound list-based outreach (vs. inbound qualification handled here).
• Reference implementation: https://github.com/whatsteam/whatsapp-chatgpt-bot
• Sales bot article: https://whats.team/blog/create-a-whatsapp-sales-bot-that-knows-everything-using-n8n-ready-to-use-template