Biz Voice Bots
Onboarding

Let's get you set up.

Complete each section below so we can configure your CRM, bots, and automations. The more you fill out now, the faster we launch.

Test the intake bot live on WhatsApp Message Bot ↗

The bot

A multilingual AI assistant that operates 24/7 across WhatsApp, Instagram, Facebook, and your website live chat. It handles every inbound message automatically while the business is open or closed.

What it does

When someone messages, the bot detects their language, figures out what they want, collects key info (product interest, quantity, phone, location), and routes them into the right pipeline stage. The sales team only touches qualified leads.

Lead categories

General inquiry
Question about products, shipping, warranty, etc. Bot answers from the knowledge base. No team involvement.
Retail
Wants fewer than 3 devices. Info collected and parked for manual follow-up when the team has time.
Wholesale
Wants 3+ devices. Bot collects info then directs them to submit the wholesale application form.

The threshold for wholesale vs. retail is adjustable. We can change it to ask "Are you a store owner, business, or authorized reseller?" instead of basing it on quantity. Depends on how you want the bot to engage.

Country tiering

Every lead is tagged by location. Tier 1 = always ship to (core markets). Tier 2 = sometimes ship to. Tier 3 = don't ship to. This auto-prioritizes leads in the pipeline.

Priority leads

A contact is flagged "Priority" when they want 30+ devices AND are in a Tier 1 country. These get immediate sales team attention.

Wholesale flow

Bot qualifies the lead, sends the wholesale application link, and there's a support bot on the form page to answer questions about the application itself ("Do I need a seller's permit?", etc.). The only human step is reviewing and approving the application. One click, and the customer gets an email with access to the dedicated wholesale order line.

Sell / trade flow

If someone wants to sell devices to you, the bot collects what they have, how many, and where they are. Local to LA = come in person. Outside LA = UPS shipping arranged.

The bottom line

Everything before the wholesale approval step is fully automated. The bot qualifies, collects info, sends forms, answers questions, organizes the pipeline, tags by tier and priority, and follows up if someone goes quiet. All of this runs 24/7 while nobody is attending it.

⚠ Note on phone numbers

We know the original plan was to attach the bot to your existing business number. Here's why we recommend against that: people already know that number as a human line and message it about a million different things. Training a bot to handle all of that effectively would be nearly impossible.

Instead, we set up a new dedicated number as the front-facing bot line. Your existing number stays as the backup. If there's ever an issue with the bot number, customers get directed to the original number. Anyone who already has it keeps it and can message anytime. Clean separation, no confusion.

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QuickBooks Access
We need access to QuickBooks to reference inventory, invoices, and export your customer list. This connects QB to the automations so when a wholesale customer is approved, their profile is created automatically.
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Team Members for CRM Access
Everyone listed here will get login access to the CRM. They'll be able to view leads, manage the pipeline, and respond to conversations. Add as many as you need.
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Country Tiering
This helps the bot and CRM automatically prioritize leads by location. A buyer from a Tier 1 country requesting 30+ units gets flagged as "Priority" in your pipeline.
Tier 1 — Always ship to

Your top 10 countries. Core markets, 90%+ of your business.

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Tier 2 — Sometimes ship to

Countries you deal with occasionally but aren't core.

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Tier 3 — Don't ship to

Countries you won't service. Leads from here are deprioritized.

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SMS Setup
SMS enables text-based bots, automated notifications, and follow-up sequences. Requires A2P registration (1-2 weeks for approval). We'll need business documents to submit.
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Domain & DNS Access
We need DNS access for email deliverability, tracking, and integrations. Either share your registrar login or have your domain person add the records below.

rompreyian@gmail.com

Add this email to your domain registrar account so we can manage DNS records on your behalf.

Please add the following DNS record to aeonz.com:

Record:CNAME Host:go Value:sites.ludicrous.cloud
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Social Media & Meta Access
We need admin access to your Meta Business Suite to connect the bot to your Instagram and Facebook. Follow the 3 steps below from an authorized user's computer.

xtoastywaffex@gmail.com

Old email. Don't judge.

Go to business.facebook.com and find the People section. Click "Add People" and enter the email above.

If the link brings you to Meta Business Suite, click "All Tools" then "Business Settings" to find the People section.

Where to find People

When adding, select "Full Control" for the access level. This lets us manage the integrations needed for the bot.

Full control

On the next screen, assign our email to your Facebook Page and Instagram profile so we can connect both to the bot. Then hit Send Invite.

Assign assets
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Your CRM Dashboard
Once setup is complete, your team will be able to log in to view leads, manage the pipeline, respond to conversations, and track everything in one place.

CRM Login

Your dashboard will be accessible at:

crm.939agency.com

Login credentials will be sent to each team member listed in Section 2 once setup is complete.

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Anything Else

Once submitted, we'll begin setup. You'll receive a confirmation with next steps.

Submitted.

We've received your onboarding details and will begin setup. You'll hear from us shortly with next steps.