Turn WhatsApp into an AI assistant that books calls and captures leads

Answers customer messages on WhatsApp with AI, books appointments, and saves every lead to your records automatically.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"customer sends whatsapp message"]:::trig s0["read message with context"]:::task s1["respond to customer"]:::task s2[("save lead details")]:::store s3["send confirmation and reply"]:::svc trig --> s0 s0 --> s1 s2 --> s3 gx{"× appointment booked"}:::gate s1 --> gx p00["create calendar event"]:::task gx -->|"booking made"| p00 p10["answer only"]:::task gx -->|"no booking"| p10 jn{"○ continue to lead save"}:::gate p00 --> jn p10 --> jn jn --> s2 out[/"instant reply and booked appointment"/]:::out pay{{"leads captured and booked automatically"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsVoice & PhoneCRM & Sales PipelineLead Generation & ProspectingMessaging & NotificationsSpreadsheet & Database OpsScheduling & Calendar
Connects
WhatsAppGoogle GeminiGoogle CalendarGoogle SheetsGmail

The problem it solves

Customer messages come in on WhatsApp at all hours, and you can't always reply right away, so leads go cold waiting for a response. Even when you do reply, someone still has to manually log the lead, check your calendar, and follow up with a confirmation.

Who it fits

Service businesses, agencies, or any company that gets customer inquiries over WhatsApp and wants faster, consistent responses.

How it works

  1. A customer sends a message on WhatsApp
  2. AI reads the message with context from your past conversation
  3. It answers questions, checks pricing, or books an appointment as needed
  4. Lead details are saved to a spreadsheet and a calendar event is created if a call is booked
  5. A confirmation email is sent to the customer and the reply is delivered back on WhatsApp
What you get

Conversations that turn into booked calls

Your WhatsApp conversations get instant, consistent replies, booked appointments, and every lead saved automatically to your records.

What you get

An instant WhatsApp reply to the customer, a saved lead record, and a booked calendar appointment when relevant.

What you need

A WhatsApp business connection, a Google Gemini API key, and Google Calendar and Sheets accounts.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

Related automations

Back to the AI Playbook