Closed-Loop Workflows

Voice to qualify, WhatsApp to confirm & pay.

When a prospect raises a hand on your site or dials your number, there’s a short window where intent is hot and decisions happen fast. Email alone is slow; chat alone often misses “talk now.” The highest-converting pattern we deploy is a closed loop: a quick AI voice step to qualify and agree the next action, followed by a WhatsApp card that confirms, shares directions or a quote, and—crucially—lets the buyer pay or reschedule with one tap. Done right, this loop reduces no-shows, shortens cycle time, and produces clean, CFO-ready numbers.

Interesting AI fact: Small speech-understanding models can detect urgency cues (e.g., “today”, “before Friday”) in under 500 ms. We use that signal to bias earlier valid slots and route VIP cases to people immediately—lifting conversion without adding headcount.

The core sequence (copy this)

1. Capture with context (web → chat).
   Add a high-intent launcher to pricing and product pages so the WhatsApp thread opens with page + UTM info. See: WhatsApp.

2. Voice to qualify (≤5 minutes).
   AI Callers return the lead quickly with friendly BANT-style prompts: Need (“diagnostic or full install?”), Timing (“this week or next?”), Authority (“loop in anyone else?”). If free now, the caller books directly against live calendars in InOne CRM.

3. WhatsApp to confirm & pay.
   The follow-up card includes the chosen time, map/directions, a prep checklist, and Pay Now / Approve Quote buttons. If the caller caught them at a busy moment, they pick from three times in-thread.

4. T-24h/T-2h reminders that prevent no-shows.
   WhatsApp reminders include Reschedule and Directions—nudges that keep calendars honest and customers prepared.

5. Audit trail & reporting—automatic.
   Templates, consent events, payments, and outcomes attach to the contact/deal inside InOne CRM. Finance gets source-to-revenue clarity; compliance gets provable logs.

Why the loop wins

• Speed-to-lead you can feel: first useful step happens in minutes, not hours.

• Action where customers live: WhatsApp is perfect for time pickers, approvals, and payments—no portals or logins.

• Lower operational drag: fewer back-and-forth emails, fewer manual dial-backs, and fewer “sorry, I missed your call.”

• Cleaner numbers: one workflow, one record, end-to-end attribution.

Real-world patterns by team

• Sales demos: AI call qualifies fit and proposes two times → WhatsApp confirms + deposit if required → reminders cut no-shows.

• Field services: Voice verifies address & job type → WhatsApp sends checklist and route → photo upload on arrival.

• Collections/renewals: AI call confirms amount/date → WhatsApp offers Pay Now / Change Date—respectful and effective.

Explore the rails: AI Callers · WhatsApp · InOne CRM

Guardrails (South Africa-ready)

• POPIA by design: short purpose lines, minimal data capture, and consent timestamps written to the CRM.

• Template discipline: outside WhatsApp’s 24-hour window, use approved business-initiated templates with a clear opt-out (keep copies in your FAQ library).

• Action whitelist: bots and callers may book, send quotes, request docs, or trigger payment links—nothing off-policy.

• Warm transfers: low confidence, VIP, or risk → escalate with a context packet (last 5–10 turns, intent, next step) so nobody repeats themselves.

What to measure weekly

• Lead → call connect rate and time to dial

• Call → booking/quote rate and quote → paid rate

• No-show rate after reminders

• Revenue per conversation across voice + WhatsApp

• Audit completeness (consent, template IDs, disposition present)

If a metric slips, tweak the first buttons and slot suggestion rules—not just the prompt.

Quick start checklist

• Turn on ≤5-minute callbacks via AI Callers.

• Capture site intent with a launcher from WhatsApp and keep conversations threaded.

• Orchestrate calendars, reminders, payments, and reporting in InOne CRM.

• Review 20 loops weekly; promote winning lines into your playbooks, retire weak ones.

Visit: https://aiautomatedsolutions.co.za/
Contact us: https://aiautomatedsolutions.co.za/contact-us