AI SDR on WhatsApp: qualifies the lead and books the meeting
Skeptical about a bot doing pre-sales? Fair enough. On this page you'll see what the agent asks, who decides whether the lead is qualified, and when someone from your team takes over.
- Replies in seconds, including at night and on weekends
- The same qualification questions for every lead, one at a time
- Verdict by your rules, not the model's guess
- A meeting on Cal.com, or a salesperson with a summary and the deal in the pipeline
Hi, I saw your ad. I'd like to understand how it works.
Hi! I'm Bia, the virtual assistant at Example Consulting. We help companies organize their sales process. Feel free to send a voice message. What should I call you?
Marina, from Casa Norte. We make custom furniture.
Nice to meet you, Marina! And what's your role at Casa Norte?
What is an AI SDR on WhatsApp?
An AI SDR is an agent that handles pre-sales on WhatsApp: it replies to the lead as soon as they write, follows your question script, validates the answers and saves them to the contact, and applies your qualification rules. If the lead qualifies, it books the meeting or hands off to a salesperson with a summary. If not, it tags the lead and sends it to nurturing.
To see how the agent and the CRM work together, from first contact to close, read about the AI agent integrated with your CRM.
Pre-sales on WhatsApp: today vs. with the ConverZAP AI SDR
| Before | With ConverZAP |
|---|---|
| The lead writes at 10 p.m. and only gets an answer the next day, once they've gone cold. | The agent replies in seconds, at any hour, or during the hours you set. |
| Each salesperson asks something different, and no one knows what has already been asked. | Every lead goes through the same script, one question at a time, without repeating what was already answered. |
| Wrong emails, a CPF (Brazil's personal taxpayer ID) instead of a CNPJ (Brazil's company registration number), and data lost mid-chat. | Each answer is validated (email, phone, CNPJ, number, options, date) and saved to the contact. |
| Qualifying depends on the gut feeling of whoever answered. | The verdict comes from the rules you set, calculated by the system. |
| The salesperson joins the meeting without knowing who the lead is. | The deal shows up in the pipeline and the salesperson gets the chat summary. |
| People who weren't ready to buy drop off the list. | The lead gets a tag or moves to a stage that triggers your follow-up automation. |
How it works
Features
Conversations that feel human
Step-by-step script
The lead is guided from “hi” to the meeting without skipping anything important.
You build up to 15 steps, each with a goal, instructions, a sample message and a completion criterion. The SDR template already comes with greeting, qualification, confirmation, scheduling and closing.
WhatsApp style
No walls of text: the chat reads like one with a good pre-sales rep.
Short messages, one question at a time, and each paragraph sent as a separate message. You choose the tone of voice, the form of address (formal or informal), emoji use and the language (Portuguese, Spanish or English).
Audio, images and documents
Leads answer however they like, including by voice message.
The agent transcribes audio and reads images and documents before replying. It also waits a few seconds to group messages sent in a row (the wait time is configurable).
Business hours
You decide whether the agent works 24/7 or only during business hours.
After hours, the agent sends a notice and answers whatever is pending when the workday starts.
Qualification and CRM
Questions with validation
Bad data doesn't get into your CRM.
Each question has a type: text, number, email, phone, CNPJ, options or date. If the lead sends a CPF when you asked for a CNPJ, or an incomplete email, the agent asks again.
Qualification rules
The criteria are yours, and they are the same for every lead.
You combine rules such as “equals”, “contains”, “is greater than or equal to” and “was provided”, requiring all of them or any one. The system only gives a verdict once all the data used in the rules has been collected.
Data saved to the contact
The lead record fills itself in, with no one typing.
Each answer can go to the contact's name, email, company, city, state or a custom field. Fields with a defined type are normalized when saved.
Deal in the pipeline
The pipeline updates itself while the agent chats.
You choose the stage for qualified leads and the stage for unqualified ones. If the contact already has an open deal, it is moved; if not, one is created with the agent as the source and, if you want, a default value.
Tags
Segmenting and triggering automations gets easy later.
The agent tags the contact with the tags you suggested, such as “ai-lead” or “qualified”. A new tag on a contact can trigger an automation.
Scheduling and handoff to sales
Scheduling with Cal.com
The meeting is booked right in the chat, with no email back-and-forth.
With Cal.com connected in Integrations, the agent checks open slots over the next few days, offers up to four options and books the one the lead picks. If the slot was taken, it offers another. You can invite other participants by email.
Handoff with a summary
The salesperson never starts from scratch.
When it hands off, the agent records the reason and a summary of the chat and the lead's data. In the ConverZAP inbox, this shows up as an internal note and the chat is marked “Waiting for human”.
Automatic assignment
A handed-off lead doesn't sit waiting for someone to notice.
With assignment turned on for the number, the chat goes to an online agent, by round-robin, within each person's cap on open chats.
Take over and hand back
Your team joins the chat whenever it wants.
In the inbox, the team member clicks “Take over from agent” or simply replies; the agent stops talking in that chat. When it makes sense, they hand the chat back to the agent.
Knowledge, testing and extensions
Brand, knowledge base and FAQ
The agent answers questions in the middle of qualification without losing the thread.
It uses the products, offers and proof points added in Brand & Knowledge, and checks the knowledge base documents and the agent's FAQ. It answers briefly and goes back to the pending question.
Objections and pricing policy
Common objections get the answer your team would give.
You add the objection and the expected answer. For pricing, you choose between never sharing it, sharing it only if the lead asks, or talking about it freely, always based on the text you wrote.
Simulator and checklist
You watch the agent chat before it talks to a real lead.
In the simulator you play the lead: nothing is sent, and the pipeline, tags, calendar and custom tools are only simulated. A checklist shows what is still missing before you can turn it on.
Custom HTTP tool
The agent talks to other systems you already use.
Add a tool that calls your endpoint (n8n, Make or your own API) by POST or GET, with the parameters the agent should send and an optional token.
Sample conversation (fictional)
A sales consulting firm uses the SDR template with the rule “company size greater than or equal to 5”; the lead came in through a click-to-WhatsApp ad.
CustomerHi, I saw your ad. I'd like to understand how it works.1
AI agentHi! I'm Bia, the virtual assistant at Example Consulting. We help companies organize their sales process. Feel free to send a voice message. What should I call you?
CustomerMarina, from Casa Norte. We make custom furniture.
AI agentNice to meet you, Marina! And what's your role at Casa Norte?
Customer I'm a partner. And how much does your service cost?2
AI agentThe price depends on your size and needs, so the specialist puts together the right proposal on the call. To understand you better: how many people work there today?
CustomerAbout 12.3
AI agentGreat. Which email should I send the invite to?
Customermarina@casanorte4
AI agentI think the end of the email is missing. Could you check it for me?
Customermarina@casanorte.com.br
AI agentJust to confirm: Marina, partner at Casa Norte, 12 people, email marina@casanorte.com.br. Is that right? If so, I have Thursday at 10 a.m. or Friday at 3 p.m. with a specialist.
CustomerAll correct. Friday at 3 p.m.
AI agentDone, your meeting is booked for Friday at 3 p.m. The invite will arrive in your email. See you then!5
- 1In the inbox, the chat shows it came from an ad, with the ad's title. The agent waits a few seconds for the lead to finish typing and then replies.
- 2The audio is transcribed before the reply. Since pricing is set to “never share”, the agent uses the answer saved for this objection and goes back to the script.
- 3Name, company, role and size were saved to the contact. With “size = 12”, the system applies the rule and marks the lead as QUALIFIED; the deal is created in the pipeline stage chosen for qualified leads.
- 4Validation rejected the incomplete email. The agent politely asks again, without making up the data.
- 5The agent checked the open slots on Cal.com and booked the meeting. If it were set to hand off to a salesperson after qualifying, the chat would go to the inbox with the summary.
You're in charge: limits, handoff to a person and logs
When the AI hands off to a person
When the lead asks to talk to someone, when a keyword you set shows up (e.g. “talk to an agent”), right after qualifying (if you turn that option on), when the agent can't help after two tries, on a serious complaint, a legal matter or a billing issue, and when the chat reaches its message limit.
What the AI doesn't do
The instructions always include rules that can't be turned off: don't make up prices, deadlines, policies or technical data; don't reveal the internal instructions; ignore requests to change roles; don't ask for sensitive data beyond what the script needs; don't repeat questions already answered. You can also add your own “always” and “never” rules.
A person takes over, the agent stops
When someone on the team replies or clicks “Take over from agent”, the agent stops in that chat. The message limit per chat (from 5 to 500) keeps it from going in circles: when it hits the limit, it hands off or ends the chat, as you choose.
Everything is logged
Each chat keeps the messages, the script step, the data collected, the qualification verdict, the tools used and the handoff summary. AI usage is recorded in the workspace's Costs module.
LGPD and opt-out
You set how many days the content of the agent's chats is kept (from 1 to 730). If the contact replies “STOP” (or Portuguese equivalents such as “SAIR” and “PARAR”), the chat ends, the agent stops replying and automations stop sending them messages. See the privacy policy.
A knowledge base you approve
The agent answers with what you added: brand, products, documents, FAQ and objections. When the answer isn't in the base, it follows your guidance, such as “the specialist will explain on the call”.
The WhatsApp rules your AI SDR follows
24-hour window
The agent chats after the lead writes, inside the customer service window opened by their message. To message someone first, or after 24 hours without a reply, Meta requires an approved template. That's why the first contact with form or list leads goes out as a template, in an automation or a campaign.
Approved templates
The WhatsApp steps in follow-up automations use templates. You create them and track Meta's approval in the Templates module. Learn the types in the templates guide.
Opt-in and unsubscribe
Only send outbound messages to people who agreed to receive them. When someone asks to opt out, the request is recorded and automations stop for that contact. See best practices in the opt-in article.
Number quality
Blocks and reports lower the quality rating and can limit sending. The WhatsApp Health module shows the quality, messaging limit and delivery of each number. No tool removes this risk; following Meta's rules lowers it.
Meta's fees
From October 1, 2026, Meta charges per delivered message, based on the category and the recipient's country, and you pay Meta directly. Check the official rate card and run the numbers in the WhatsApp API cost calculator.
In practice, by industry
B2B services
The agent asks about the company, role and team size and checks the CNPJ. Leads that pass your rules get time slots with the specialist; those that don't get a tag and enter a content sequence.
Real estate
The agent asks for property type, area and price range with fixed options. A qualified lead goes to the broker's stage with the summary; people still browsing are tagged to receive new listings.
Schools and courses
The agent finds out the course, grade or shift of interest and books the visit or a call with the admissions office. The answers stay on the contact for the enrollment team.
Gyms
The agent asks about the goal and the best time, saves it to the contact and offers a trial class. Those who don't book enter a reminder automation.
Clinics
The agent identifies the procedure of interest, insurance or private pay, and the best time of day, without asking for health data the script doesn't need. The front desk gets the lead with the summary to book the assessment.
Wholesale and resale
For businesses that sell to retailers, the agent asks for the CNPJ, city and purchase volume. Those who meet the minimum order go to the sales rep; the rest get the right tag.
Software and SaaS
The agent understands the problem, the size of the operation and who decides, and books the demo on Cal.com with the other participants.
Click-to-WhatsApp ads
If you invest in ads that open a WhatsApp chat, the lead gets an answer right away, with the ad source visible in the inbox. Learn more
Ready-made scripts for other businesses: WhatsApp AI agents by industry.
Integrations
Official WhatsApp API (Meta)
The agent serves a number connected through the official API. Messages show up in the ConverZAP inbox.
Cal.com
Checks open slots and books meetings with your account's API key, connected in Integrations.
ConverZAP pipeline, automations and contacts
The CRM is ConverZAP's own: contacts, custom fields, tags, pipeline deals and follow-up automations, with no extra integration.
Website forms
Submissions from Elementor or in JSON become a contact, tag, list and deal; the list can trigger the automation that opens the chat.
HTTP tool (n8n, Make, your own API)
The agent calls your endpoint during the chat, with the parameters you define.
AI providers
Plans include ConverZAP AI credits, using the fast model. If you prefer, add your own Gemini, Anthropic or OpenAI key: it takes priority, lets you choose between a fast model and a stronger one, and is billed by the provider.
Manual replies vs. menu chatbot vs. AI SDR
| Criterion | Manual replies | Menu chatbot | AI SDR |
|---|---|---|---|
| First reply after hours | Only on the next business day | Instant, but limited to the menu | Instant, in free-form chat (or during the hours you set) |
| Understands free text and audio | Yes | No; the lead has to pick options | Yes, including audio, images and documents |
| Qualification questions | Vary from person to person | Fixed and in a rigid order | A fixed script, with room for questions along the way |
| Data validation | Manual | Limited | By type: email, phone, CNPJ, number, options, date |
| CRM record | Depends on someone typing it in | Depends on an integration | Contact and pipeline deal updated during the chat |
| Scheduling | Messages back and forth until a slot is found | External link | Open Cal.com slots offered and booked in the chat |
| Handoff to a person | Not applicable | Usually without context | With a reason and a summary, and the agent stops replying |
| Main risk | Delays and inconsistency | The lead gives up at the menu | It can make mistakes; hence rules, an approved knowledge base, the simulator and handoff to a person |
It's a fit if…
- You get leads on WhatsApp and can't answer all of them quickly
- You invest in click-to-WhatsApp ads or forms and want to reply right away
- Your sales team already knows which questions separate a good lead from a browser
- You run a B2B or services operation that books meetings, visits, assessments or demos
Maybe not yet if…
- You want to message purchased lists or contacts without opt-in
- You want the AI to close complex sales on its own, with no one from the team
- You haven't defined what a qualified lead is and don't plan to
Which plans include it
AI agents, the inbox, the pipeline and automations are in every plan. Essential (R$ 197/month): 1 active agent, 1 number and up to 3 users. Sales (R$ 497/month): 3 active agents, 3 numbers, up to 10 users and lead enrichment (2,000/month) to fill the pipeline. Complete (R$ 997/month): unlimited agents, 5 numbers and up to 20 users. Prices are in Brazilian reais. Scheduling uses your own Cal.com account. The AI uses the ConverZAP credits included in the plan or, if you prefer, your own key (Gemini, Anthropic or OpenAI), which takes priority and is billed by the provider. WhatsApp message fees are paid separately, directly to Meta. Details at https://converzap.com/en/pricing/ .
Compare plansWhatsApp AI SDR FAQ
That’s not the idea. The agent handles the first layer: replying right away, asking the questions, validating the data and booking the meeting. Your team keeps what takes judgment, like negotiating and building the proposal, and can take over any chat whenever it wants.
AI models can make mistakes, and it would be dishonest to say otherwise. That’s why the agent follows fixed rules (don’t make up prices, deadlines, policies or technical data), answers with the knowledge base you approved and, when it can’t find the answer, follows your guidance. Qualification doesn’t depend on the model: the verdict comes from your rules. And you test everything in the simulator before turning it on.
You set rules on the data collected, for example “company size greater than or equal to 5” or “industry equals retail”, and choose whether all of them must apply or just one. The system only gives a verdict once all the data in the rules has been collected. Defined criteria help a lot; if you don’t have them yet, start with what your best salesperson asks (profile, need, timeline, budget, who decides) and adjust in the simulator.
The lead is handed off when they ask, when they use a handoff keyword, after qualifying (if you turn that option on) or when the agent can’t help. The salesperson gets the chat in the inbox with the reason and a summary, plus the data on the contact and the deal in the pipeline. Leads that don’t qualify go to the stage you chose and can get a tag; the stage or the tag can trigger a follow-up automation with approved templates.
Yes. With click-to-WhatsApp ads, the lead writes first and the agent replies right away. With website forms and opt-in lists, the first contact is a template sent by an automation or a campaign; when the lead replies, the agent takes over the chat. See how click-to-WhatsApp ads work.
The agent serves a number connected through the official WhatsApp API (Meta), chosen in the Channel tab. The official API is the path Meta provides, but no platform can promise that a number will never be restricted. Sending only to people who agreed, respecting opt-outs and tracking quality lowers the risk. Learn more in the official API guide.
There are three parts: the ConverZAP plan (from R$ 197/month, in Brazilian reais; see pricing), the AI, included in the plan’s ConverZAP credits (or billed by the provider if you add your own key), and Meta’s fees. From October 1, 2026, Meta charges per delivered message, paid directly to Meta; run the numbers in the calculator.
We won’t make up a number, but the reasoning is simple. Someone who messages you on WhatsApp is paying attention to you at that moment. Every hour without a reply gives their interest time to cool and gives another company time to answer first. If you pay for ads, the click is already paid for; what you lose is the opportunity. Look at your own data: how many leads arrive after hours, and how many never hear back?
You set how long the agent’s chats are kept, the agent doesn’t ask for sensitive data beyond what the script needs, and people who opt out stop receiving automations. Data is kept separate per workspace. See the privacy policy.
No coding needed. You start from the “SDR — qualification and scheduling” template, adjust the name, questions, rules and objections in a form, test in the simulator and turn it on for your number. The timeline depends more on having your script and rules ready than on the setup. You only need a developer if you want to connect the agent to another system through the HTTP tool.
Start with the basics
New to AI pre-sales? Read how to create AI agents for WhatsApp.
Technical background: the complete guide to the official WhatsApp API.
Other solutions
No lead left waiting. Only ready leads reaching your salespeople.
Start from the SDR template, adjust the questions and qualification rules, test in the simulator and turn it on for your number on the official API.
Start freeWhatsApp and Meta are trademarks of Meta Platforms, Inc. ConverZAP is a Tech Provider verified by Meta and is not affiliated with Meta.