Connect WhAIgent with your wholesale store
Answer WhatsApp questions with your business and catalog information, organize every opportunity in a CRM and hand the conversation to a person when the case calls for it. WhAIgent is an external platform that connects to your store with a read token.
What you gain with the integration
- Answers with context: the assistant uses the information the business loads plus the catalog synced from your store.
- Safer lookups: to report list price and stock, WhAIgent requires the exact product code and reads the value the store returns at that moment.
- Organized prospects: when updating already-linked customers, WhAIgent keeps local notes, statuses, stages and owners; ambiguous matches are reported as conflicts.
- Human control: a salesperson can step in, send a manual message and keep the AI paused while handling the case.
- Sales follow-up: every opportunity is classified by status, stage, tag, source and salesperson.
- Separate operation per business: each store keeps its own connections, knowledge, conversations, prospects and permissions.
These benefits depend on how the business is configured, on the availability of the connected platforms and on how the team uses them. The integration organizes and speeds up work, but it does not guarantee traffic, sales or conversions.
What is WhAIgent?
WhAIgent centralizes the commercial work that starts on WhatsApp. The customer talks to an assistant configured for the business; the system keeps the history, records or links the prospect and lets the team continue the conversation from the same operation.
It isn't just an answering bot: it brings together AI, human control, prospects, salespeople, campaigns, follow-ups, a knowledge base and metrics in one place. The team keeps the decision on when the AI steps in, what information it may use and which actions require a human.
What WhAIgent can do
💬 Handle WhatsApp conversations
- Receive and answer text messages.
- Receive audio, transcribe it and process the question as text.
- Receive images along with their description or caption, and ask for a written explanation when the image arrives without enough context.
- Keep the history and status of every conversation.
- Pause or resume the assistant and send manual messages from the inbox.
- Escalate a case and try to notify the configured person through a Meta-approved template.
⚠️ WhAIgent does not visually interpret the content of an image. If the customer needs to ask about something that only appears in the photo, they have to describe it in writing.
📚 Answer with the business's own information
- Use a prompt and instructions defined for the brand, with its own tone and language.
- Query documents loaded into the knowledge base and find relevant content through semantic search.
- Use the catalog synced from your store.
- Search the open web or restrict the search to authorized sites.
- Test answers in a sandbox before using them in a real conversation.
The knowledge base accepts FAQs, policies, product sheets, purchase processes and institutional documentation. Never load passwords, tokens or information a customer should not receive.
🗂️ Organize prospects and opportunities
- Create, read, edit and delete prospects, with required and optional fields defined by the business.
- Capture data during the conversation, either early or at closing.
- Work in table or Kanban view, with independent statuses and sales stages.
- Add notes, source and tags; search, filter and export information.
- Import databases through CSV.
- Assign salespeople individually or in bulk and distribute available opportunities among active salespeople.
👥 Work as a team
- Owner: manages the business and its team.
- Manager: configures and operates the enabled administrative modules. This is the role that connects the integration.
- Salesperson: works with the prospects and conversations within their scope. Does not configure connections, integrations, campaigns, metrics or general settings.
📣 Campaigns, follow-ups and metrics
- Prepare WhatsApp campaigns with Meta-approved templates, segmenting audiences from the CRM and verifying recipients before sending.
- Send email campaigns when the business has SMTP configured, and schedule WhatsApp or email follow-ups based on status and delay.
- Review conversations and service statuses, analyze the pipeline and prospect sources, and compare salespeople's activity.
- Check messaging costs when Meta reports them, with estimates flagged as such when the exact amount isn't available.
⚠️ A person imported into the CRM is not automatically eligible for marketing: the business must have a valid consent basis and comply with the applicable WhatsApp, email and data protection rules. Final WhatsApp billing is checked in Meta; an estimate inside WhAIgent does not replace the provider's invoice.
How the integration with your store works
The initial integration is read-only. Each business connects its own store with an individual token. WhAIgent does not send that credential to other providers and does not display it again after saving it.
- Catalog: WhAIgent copies and indexes the authorized information of visible products so it can find them. When the customer sends an exact code, it looks up the list price and current stock in your store.
- Customers: the manager can import customers into the CRM and review how many records were created, updated, skipped or left in conflict.
The integration does not create orders, does not modify stock and does not write commercial information inside the store.
How the assistant answers about products
The flow is designed to prevent a similar name from ending up showing the price or stock of the wrong product.
1. Search by name
If the customer asks, say, for a “black t-shirt”, WhAIgent looks for matches in the synced catalog and proposes names and codes. At this stage it does not confirm price or availability.
2. Confirmation by code
To check price and stock, the customer must type the exact, complete code or SKU in their current message. Only then does WhAIgent run the live lookup and answer with the currency confirmed by the business, the general list price and the stock reported by the store for the product or its variants.
Special prices, personalized discounts and final terms are confirmed with a salesperson. Showing stock does not reserve it.
3. If the lookup fails
If the store isn't available, the code doesn't match or the answer can't be validated, WhAIgent does not invent the data or replace it with information from another source: it reports that it couldn't confirm it and points the customer to a salesperson.
Before you start
- An active business in WhAIgent, with owner or manager access.
- An active VentasxMayor store with administrator access.
- A token that belongs to that store, generated from Settings → ERP in the admin panel.
- The real currency the store uses for prices, confirmed.
- The decision on whether WhAIgent is authorized to show general list prices.
⚠️ Never send the token over WhatsApp, email, tickets or documentation. It is copied directly from your store panel into WhAIgent's protected form.
Step by step: connect WhAIgent
Step 1 — Get the store token
- Enter your store's admin panel with an administrator user. Tokens and the console live in the panel, not in the public store.
- Open Settings → ERP and generate the business's Bearer token. It's one token per business: check that it belongs to the store you're about to connect.
- The token doesn't expire over time: it is invalidated when you generate a new one. If you suspect it leaked, rotate it and the previous one stops working. Each token carries its own rate limit.
- On that same screen there's an API console to test real calls before connecting anything.
Step 2 — Open the integration in WhAIgent
Log in to WhAIgent, select the right business and open Features → Integrations → Ventas x Mayor. The connection applies only to the selected business: check the name before saving.
Step 3 — Configure the connection
- Paste the store's own token.
- Select the matching currency and confirm it explicitly.
- If you want the assistant to query the catalog, enable the catalog and general prices permission.
- Press Validate and save.
On save, WhAIgent runs a narrow query to check that the credential is valid. The new credential is stored only after it validates: if it fails, it does not replace a valid configuration that already existed.
Step 4 — Test the saved connection
Press Test saved connection, check that the integration shows as connected and review the last validation date. If you changed the token, the currency or the catalog permission, save before starting a sync.
Step 5 — Sync the catalog
- Press Sync catalog and keep the tab open while the operation runs.
- If you stop the process, use Resume sync to continue from the pending batch.
- Use Discard pending load and restart only when you need to wipe the progress and start over.
- When it finishes, review the last sync date and the number of products loaded.
WhAIgent processes the catalog in batches. The previous version stays active until the new sync completes, so an interrupted load doesn't leave a partial catalog available to the assistant. It's best to sync when the catalog is stable: the sync is manual and is not an instant mirror of every change.
Step 6 — Import customers
- Press Import customers and wait for the batches to finish.
- Review the totals for created, updated, skipped and conflicts.
- Open the conflict detail, fix the duplicate or inconsistent identities in the relevant system and import again. If they can't be resolved, contact support.
Important rules: a customer already linked by their external identifier can be updated; notes, salesperson, status and stage managed in WhAIgent are preserved; an ambiguous phone or email match is not linked automatically; and importing a customer is not the same as obtaining consent for campaigns.
Step 7 — Test the catalog over WhatsApp
- Ask for a product by name and check that WhAIgent suggests options and codes without confirming price or stock prematurely.
- Send the exact code of one of the products and verify name, variants, currency, list price and stock against the real store.
- Try a nonexistent code: WhAIgent must not confirm values it couldn't verify.
- Ask to talk to a person and check that the team can take control of the conversation.
Step 8 — Set up the sales operation
- Connect and verify the business's WhatsApp number.
- Review the prompt, tone, language and escalation rules.
- Load policies and FAQs into the knowledge base.
- Configure prospect fields, statuses, stages and tags, and create the salespeople with their permissions.
- Test the service in the sandbox and then in a controlled chat.
- Define the human process for special prices, reservations and order closing.
Initial scope of the integration
✅ Included
- Individual connection per store, with an encrypted token that isn't visible after saving.
- Connection validation and manual catalog sync.
- Product search by name.
- Live lookup of general price and stock through an exact code.
- Manual customer import with conflict review.
- Disconnection without deleting the prospects kept in WhAIgent.
🚫 Not included
- Creating, editing or canceling orders; adding products to the cart or completing checkout; processing payments.
- Reserving or modifying stock.
- Applying special prices or private per-customer price lists.
- Syncing the catalog in real time.
- Visually interpreting product photos.
Sales attribution: extension pending validation
WhAIgent has implemented an extension to periodically read customers and orders and connect them to sales attribution. It is not part of the initial scope yet and will only be added after end-to-end validation with a real store and real data.
- Periodically read customers and orders, without writing to the store.
- Relate the contact started from Meta ads with the WhatsApp conversation.
- Measure the progress from contact to sign-up and purchase when linkable information exists, and mark as won the prospect associated with a purchase.
- Block new automatic follow-ups or campaigns to the contact after a recorded purchase.
- Exclude canceled purchases from billing and conversion, without automatically reactivating commercial messages.
The periodic query runs in batches and is not instant. Abandoned carts require the store or an authorized adapter to send a signed event, because the public admin API does not currently offer a list of abandoned carts. Certifying this stage requires a test store, a real token and real customer and order examples.
Security, permissions and data
- Each store uses its own token: there is no global credential shared between customers.
- The token is stored encrypted in WhAIgent and is never returned to the browser.
- The store token is a business Bearer token, not a read-only credential: it's WhAIgent's adapter that limits itself to reading. Treat it as a full key to the business and rotate it if it leaks.
- The connection is limited to the business selected in WhAIgent and only an owner or manager can configure it.
- Catalog data is treated as information, never as instructions for the AI.
- Identity conflicts are not resolved automatically when more than one match is possible, and marketing consent is managed separately from the import.
Disconnect or switch stores
Before disconnecting, confirm you selected the right business. When you disconnect the store: the saved credential is deleted, the integration's own catalog and index are removed, and the external links it used are deleted. The prospects, notes, statuses, stages and owners that exist in WhAIgent are kept, along with the record of commercial consent or opt-out.
After connecting another store, sync the catalog again before relying on searches by name.
Common errors
The token is not authorized
Generate or copy a valid token for the right store. If it was rotated or changed, load a new one and validate again.
The service is unavailable
Wait and try again. While the query can't be validated, WhAIgent must not confirm price or stock.
A temporary limit was reached
Each token has its own rate limit. Stop new requests and retry later; don't repeatedly restart a sync that's already running.
The currency isn't confirmed
Select the real currency, tick the confirmation and save before enabling the catalog.
There are unsaved changes
Save token, currency and catalog permission before testing the connection or syncing.
The sync was interrupted
Use Resume sync to continue the same process. If the catalog changed during the load or the system reports a conflict, use Discard pending load and restart at a stable moment.
A customer ended up in conflict
Check whether the phone or email matches more than one prospect. Fix the duplicate or inconsistent data and import again; if it can't be resolved, ask for help. WhAIgent does not force the link.
A product doesn't show up
Refresh the sync and check that the product is visible in your store. Then search with a more precise name or send its exact code.
Price or stock can't be confirmed
Check that the current message includes the complete code, that the catalog is enabled and that the store responds. Special prices are always escalated to a salesperson.
Activation checklist
- ☐ The store is identified and the token belongs to that store.
- ☐ The right business is selected in WhAIgent.
- ☐ The currency was selected and confirmed.
- ☐ The catalog and general prices permission reflects the business's decision.
- ☐ The saved connection was tested and the catalog finished syncing.
- ☐ Customer conflicts were reviewed.
- ☐ A search by name and an exact code were tested against real data.
- ☐ It was verified that an invalid code doesn't produce made-up information.
- ☐ Handoff to a salesperson was verified.
- ☐ The process for special prices, reservations and orders is defined.
- ☐ Marketing consents and opt-outs were reviewed.
Frequently asked questions
Does WhAIgent replace the sales team?
No. It automates service and organization, but keeps human control and escalation for cases that need judgment, negotiation or closing.
Can it answer price and stock?
Yes, when the integration and catalog are enabled, the currency is confirmed, the customer sends the exact code and the store responds with validatable data. It reports the general list price and the stock read at that moment.
Can it show a customer's special price?
No. Private prices and personalized terms are confirmed with a salesperson.
Can it create an order?
No. The initial integration is read-only: the order is handled through the sales or purchase process the store defines.
Is stock reserved when WhAIgent reports it?
No. The answer is a lookup: it doesn't reserve or modify units.
Is the catalog updated automatically?
The list used to search by name is synced manually: if products, names, descriptions or visibility change, a manager has to sync again. General price and stock are read live when the customer sends the exact code, so those values don't depend on re-indexing the catalog.
What happens to prospects when I disconnect?
They stay in WhAIgent along with their notes, statuses, stages and owners. The credential, the catalog and the integration-specific links are removed.
Does importing customers allow sending them campaigns?
Not on its own. Importing does not demonstrate consent for marketing.
Does WhAIgent understand product photos?
It receives the image and its caption, but doesn't visually analyze its pixels. If context is missing, it asks for a written description.
Does it work in Spanish, Portuguese and English?
WhAIgent's interface includes Spanish and English, and the assistant answers based on the configured or detected language. It's worth testing the business's own content in each language before turning it on.
Who approves templates and sets WhatsApp costs?
Meta controls eligibility, template approval, delivery and billing. WhAIgent shows the status and the available data, but cannot guarantee approval or delivery.
Is the integration already certified with a real store?
The implementation has validations and technical tests. End-to-end certification requires completing the checklist with a real store's token and data.
Activate WhAIgent
Availability, commercial terms and onboarding for WhAIgent are arranged with the WhAIgent team. On your store's side, we help you with the token and with the API.