WhatsApp assistant that verifies payments and books appointments

A WhatsApp AI assistant answers customers, checks payment emails, and logs bookings automatically, day or night.

How the work actually flows

It branches. Exactly one path is taken.

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

flowchart TD trig>"customer messages on whatsapp"]:::trig s0["interpret customer message"]:::svc s1["reply to customer"]:::task s2[("log booking details")]:::store trig --> s0 s1 --> s2 gx{"× is this a payment"}:::gate s0 --> gx p00["check gmail for payment"]:::task gx -->|"payment confirmation"| p00 p10["answer or book directly"]:::task gx -->|"general inquiry or booking"| p10 jn{"○ continue conversation"}:::gate p00 --> jn p10 --> jn jn --> s1 out[/"verified payment and booked appointment"/]:::out pay{{"faster round the clock responses"}}:::pay s2 --> 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 SystemsCRM & Sales PipelineMessaging & NotificationsSpreadsheet & Database OpsAPI & Webhook IntegrationFinance & Accounting
Connects
WhatsAppGoogle GeminiGmailGoogle SheetsStripe

The problem it solves

Customers message you at all hours asking questions, sending payment screenshots, or trying to book a slot, and you can't always respond fast enough. Manually checking your inbox to confirm every payment before replying wastes time you could spend on the actual work.

Who it fits

Service businesses and small teams that take bookings and payments over WhatsApp and want faster, consistent responses.

How it works

  1. A customer messages you on WhatsApp, whether it's text, a voice note, a photo, or a video
  2. AI reads or listens to the message and understands what they need
  3. For payments, it checks your Gmail for a matching bank confirmation before proceeding
  4. It replies conversationally, remembering past messages from that customer
  5. Bookings and customer details are saved to Google Sheets automatically
What you get

Appointments booked with payment already confirmed

Customers get a friendly WhatsApp reply any time of day, with their payment checked and their appointment already on your calendar.

What you get

Answered customer messages, verified payments, and a Google Sheet of bookings and customer details.

What you need

A WhatsApp Business API connection, a Google Gemini API key, a Gmail account, and a Google Sheets account.

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

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