Automated Conversations and Enhanced Customer Engagement
Many customer conversations follow predictable paths — order status, appointment booking, document requests and basic support. A WhatsApp bot can handle these instantly.
Xirgosoft builds WhatsApp bots integrated with vTiger CRM that automate routine conversations, collect information and keep every record up to date.
Not every conversation needs AI. Rule-based WhatsApp bots with menus and keywords are predictable, fast and cost-effective for common requests like order status, bookings and FAQs.
Predictable Automation With a WhatsApp Bot
Not every automated conversation needs artificial intelligence. A large share of customer messages are predictable: where is my order, can I book an appointment, send me the brochure, what are your opening hours. A rule-based bot with menus and buttons answers these quickly, costs little to run and behaves exactly as designed.
We design WhatsApp bots as flows. The customer picks from buttons and lists, enters an order number or chooses a time slot, and the bot responds using live data from vTiger: the order status, the available appointment times, the right document for the request. Along the way it collects details such as name, requirement and budget, and creates or updates the lead or ticket automatically, so the sales or support team receives a clean, complete record.
Good bots know their limits. Every flow includes an easy route to a human, and out-of-hours messages can be queued for the morning with a clear promise of when someone will reply. We build on the official WhatsApp Business Platform, use approved templates for outbound updates, and keep flows editable so you can change menus, wording and rules as your business changes.
If you later want free-text understanding, the same bot can be extended with AI for the questions the menus cannot handle. Many clients run both: menus for the common requests and an AI assistant as a fallback.
What We Deliver
Everything included in this service, from the first scoping call through to launch and support.
Guided Menus
Interactive menus and buttons that lead customers to the right answer.
Status Lookups
Customers check orders, tickets or invoices directly from CRM data.
Appointment Booking
Schedule meetings and calls that sync to CRM calendars.
Data Collection
Capture lead details and documents into CRM records automatically.
Agent Escalation
Seamlessly hand over to live agents when needed.
Broadcast Updates
Send approved notifications and updates to customer segments.
Key Benefits
What this means for your business once it is live.
Instant Answers
Common questions are handled in seconds, at any hour.
Predictable Behaviour
Flows follow defined rules, so responses are consistent.
Lower Cost
No per-message AI usage costs for routine tasks.
Clean CRM Data
Bots capture structured information straight into CRM fields.
Easy Escalation
Customers can reach a human agent at any step.
Editable Flows
Update menus and messages without rebuilding the bot.
How It Works
Design the Flow
We design menus, questions and responses around your most common requests.
Connect to vTiger
The bot reads and writes CRM data such as order or ticket status.
Go Live on WhatsApp
The bot runs on your official WhatsApp Business number.
Escalate to Agents
Customers can reach a human agent whenever they need to.
Real-World Use Cases
Order Status Lookup
A customer types their order number and the bot replies with the current status from the CRM.
Appointment Booking
The bot offers available time slots and creates the appointment in vTiger.
Lead Capture
The bot collects name, requirement and budget, then creates a qualified lead for sales.
Common Challenges We Solve
Repetitive Questions Overloading Agents
We automate the top requests so agents focus on harder conversations.
Incomplete Lead Information
The bot asks the right questions and fills CRM fields consistently.
Out-of-Hours Messages
We queue chats and set expectations so customers are not ignored.
Bots That Frustrate Users
We keep flows short, offer a human option and review drop-off points.
Why Choose Xirgosoft
- Instant responses at any time of day
- Fewer repetitive tasks for your team
- Accurate CRM data captured automatically
- Better customer experience on WhatsApp
Technologies & Platforms
Who This Is For
- Businesses with many repetitive order or booking queries
- Clinics, salons and service providers taking appointments
- Retailers and distributors answering status questions
- Teams wanting low-cost, predictable automation
- Companies starting with simple flows before adding AI
What Is Included
- Flow design and conversation mapping
- Bot build on the WhatsApp Business Platform
- vTiger lookups and record creation
- Human handover and queuing rules
- Template setup for outbound updates
- Training and support
Frequently Asked Questions
What is the difference between a bot and AI chat?
A bot follows predefined menus and rules, so answers are predictable. AI chat understands free text. We can combine both.
Can we change the bot flows later?
Yes. Flows can be updated as your services and FAQs change.
Does the bot work outside business hours?
Yes. It runs 24/7 and can queue chats for agents to pick up the next morning.
Can it send media like PDFs?
Yes. The bot can send documents such as brochures, invoices or quotes.
Bot or AI assistant?
Bots suit predictable requests and are cheaper and more controlled. AI suits free-text questions. We can combine them.
Can customers pay through the bot?
Payment links can be shared in the chat, depending on your payment provider.
How many flows can we have?
As many as you need. We usually start with the three or four most common requests.
Can the bot send reminders?
Yes, using approved templates for appointment and payment reminders.
Let's automate your WhatsApp conversations.
Talk to our experts today for a free consultation and quote.