Back to chatbotThe full chatbot flow

From first hello to paid invoice — without you typing.

This is the exact flow our chatbot runs every day. It captures the customer, asks the right questions, sends the estimate, handles discount negotiation, generates the invoice, confirms payment and hands the project off to your dashboard. You only step in when you want to — and when you do, the bot reads what you wrote and keeps going.

The customer journey

12 steps. Zero handoffs you didn't want.

  1. 01

    Customer says hello → bot asks for the name

    The bot greets warmly and asks for the first name. Phone number is captured automatically from the WhatsApp chat — never asked twice.

    WhatsApp
    Hi, I want to wrap my food truck
    Hi! Welcome to Mac Gyver. What's your first name?
  2. 02

    Bot asks the service

    Full wrap, half wrap, partial, sticker, change of color, PPF protection, signs. The bot guides the customer to the right service if they're unsure.

    WhatsApp
    Nice to meet you Pepito! Are you looking for a full wrap, partial, change of color or PPF?
    Full wrap
  3. 03

    Bot asks the vehicle

    Asks make, model, year. For trailers and food trucks the bot skips the year (irrelevant) and asks dimensions instead.

    WhatsApp
    Got it. What kind of food truck — make and approximate dimensions?
    Food truck Ford Transit 2022, around 16 feet long
  4. 04

    Bot requests photos · Vision GPT-4o reads them

    The bot asks for 3-4 photos (left, right, front, back). When they arrive, GPT-4o Vision describes each one and stores the analysis as part of the lead context.

    WhatsApp
    Could you send me 3-4 photos? Left side, right side, front and back help us cost the job correctly.
    [3 photos]
    Got them, thanks. I see a clean white body with no signage yet — perfect canvas.
  5. 05

    Branch: schedule a visit OR jump to the estimate

    For straightforward jobs the bot proceeds to the estimate. For complex jobs (oversized vehicles, custom mods, multi-vehicle fleets) the bot offers Cal.com slots for an in-person visit.

  6. 06

    Bot sends the estimate

    The estimate goes out as a PDF on WhatsApp + a styled email. It includes high price ($4,200) and low price ($3,400) along with terms and a one-click approve link.

    WhatsApp
    Here's your estimate, Pepito: $4,200. PDF on the way.
    [ pepito_pérez_estimate.pdf · 5.3 MB ]
  7. 07

    Customer asks for a discount → bot offers low price

    The bot doesn't escalate yet. It moves down to the authorized floor of $3,400 and explains the change.

    WhatsApp
    Any chance for a better price?
    I can do $3,400 as a special — that's our best for this job. Want me to update the estimate?
  8. 08

    Customer pushes again → bot pings the owner

    Now the bot pauses and notifies you on WhatsApp with the full context. You reply with one of: "Approve", "Don't approve", "Persuade", "Let go".

    WhatsApp
    Can you do better?
    Give me a moment, let me check this with my manager.
    You (manual)
    Persuade
    I just talked to my team. $3,400 is honestly our floor — we use Avery 1105 with 9-year warranty, not the cheap stuff. Worth every dollar.
  9. 09

    Customer approves → invoice is generated

    The customer taps the approve link in the estimate. The bot fires the invoice workflow: a new invoice PDF for $4,200 (or whatever final price was agreed) goes out by WhatsApp + email with payment instructions.

    WhatsApp
    Approve
    Excellent — invoice on the way.
    [ pepito_pérez_invoice.pdf · 4.1 MB ]
  10. 10

    Customer pays → Vision detects the receipt → owner confirms

    The customer sends a screenshot of the Zelle confirmation. GPT-4o Vision extracts amount, method and confirmation number. The bot pings you to confirm. You reply "confirmed" and the bot tells the customer it's in.

    WhatsApp
    [receipt screenshot]
    Got the receipt — let me verify with my team.
    You (manual)
    confirmed
    Payment confirmed. Welcome to Mac Gyver!
  11. 11

    Bot invites customer to their personal dashboard

    The bot sends a magic link to the customer's email. They log in and see their estimates, invoices and project status — everything in one place.

    WhatsApp
    I just sent a magic link to your email. Log in there to see your estimates, invoices and project progress in real time.
  12. 12

    Project moves into design → bot goes silent

    You tag the customer as "diseñe" in WhatsApp Business. The bot detects the tag and stops writing to that customer for the rest of the design phase. You handle creative directly.

Two ways to price

Pick the path that fits how you trust your AI.

Fully automatic

AI agent quotes alone

  • A trained agent reads vehicle, service and photos.
  • Looks up your price tables and rules in the knowledge base.
  • Outputs high and low prices ready for the estimate.
  • Best for high-volume, repetitive jobs with stable pricing.

Human-in-the-loop · Recommended

You confirm or set the prices

  • The AI proposes high and low. The bot pings you on WhatsApp.
  • You either confirm, adjust or override the numbers.
  • The bot waits for your reply before sending the estimate.
  • Best for custom jobs where every quote needs your eye.
Discount negotiation

Your customer asks for a discount. Here's what happens.

01

First request

Bot drops the price down to the low end you authorized when sending the estimate. No question to you.

02

Second request

Bot pauses, pings you on WhatsApp with full context: who it is, current price, what they're asking for.

03

You reply with one word

"Approve" → bot drops more. "Don't approve" → holds the line. "Persuade" → bot defends value. "Let go" → graceful close.

Manual takeover · Always available

Step in whenever you want. The bot reads what you wrote and keeps going.

You don't have to pause the bot, switch tabs or take it offline. Reply to the customer directly from your own WhatsApp. The bot detects your message, stores it as part of the conversation memory, and on the next customer turn it answers taking your reply into account — without contradicting you.

  • No pause / no resume — bot stays live.
  • Reads your message, stores it as AI memory.
  • Continues with full context next turn.
  • Voice notes from you also get transcribed.
Design phase · Bot off

When the project moves into design, the bot stops writing.

Tag the contact "diseñe" in WhatsApp Business (or change their lead status to en_diseno). The bot detects the tag and goes silent for that customer. You take the wheel for the creative phase. When you're done and want it back on, untag and the bot resumes.

Ready to build yours?

Let's build your version of this exact flow.

Same architecture, your services, your tone, your prices. We map the flow with you, train the AI on your knowledge base, and ship a working prototype in 7 days.