A WhatsApp AI Bot That Reads Your Business Files — and Gets Smarter Every Night
Upload your product brochure or price list. The AI bot answers leads on WhatsApp from your files, follows up automatically during business hours, takes CRM actions mid-chat, and grades its own conversations nightly to keep improving. No coding. Powered by Gemini 2.5 Flash.
Why most WhatsApp chatbots don't help Indian businesses close leads
Amit runs a solar installation company in Jaipur. He set up a WhatsApp chatbot that answers 'yes' and 'no' to keyword triggers. A lead asks "What is the cost for a 5 kW rooftop system in my area?" The bot replies "Thanks for your enquiry. Our team will get back to you." The lead moves on.
The problem is that rule-based bots can't answer real questions. They don't know your product, your pricing or your process. And they definitely can't follow up three times over five days when the lead goes quiet.
3Sigma's AI bot is different: you give it your files — the product PDF, the price sheet, the FAQ document — and it uses those as its memory. When Amit's lead asks about a 5 kW system, the bot answers from the actual price list. And if the lead stops responding, the bot follows up automatically — at the right time, in the right tone.
Rule-based WhatsApp chatbot
- • Only answers preset keyword triggers
- • Can't answer "what does your product cost?"
- • No follow-up if lead goes quiet
- • Doesn't update the CRM on its own
- • Breaks when the question changes slightly
- • Never improves — same mistakes forever
3Sigma WhatsApp AI Bot
- • Reads your files (PDF/DOCX/CSV/images) as its KB
- • Answers real product questions from your documents
- • Auto follow-up with business-hours scheduling
- • AI Actions: update status, create task, add note
- • Test Chat before going live — catch every gap
- • Nightly self-grading + Prompt Improve patch cards
How 3Sigma's AI bot works — from setup to self-improvement
Five steps from first upload to a bot that runs follow-ups and updates your CRM on its own.
1. Upload your business files
Drag in your product brochure, FAQ sheet, price list, service catalogue — PDF, DOCX, CSV, TXT or images. The bot reads them as its knowledge base. No coding, no copy-paste.
2. Build (or auto-generate) a system prompt
Prompt Builder asks two questions about your business and drafts a full system prompt for you. Refine it by chatting. Or write your own — the bot's goal, tone and reply style are all yours to set.
3. Test before going live
Test Chat lets you have a real conversation with the bot against your uploaded files — before any lead ever sees it. Catch gaps, refine the prompt, upload a missing file. Go live only when you're confident.
4. Bot replies to leads automatically
Once live, the bot handles incoming WhatsApp messages on its own — answering from your files, following up if leads go quiet, and logging CRM actions mid-conversation. You see every conversation in the shared inbox.
5. Nightly self-grading + Prompt Improve
Every night the bot scores each conversation 0–100 vs your goal. Failed chats become patch cards — 'Current prompt vs. Suggested update'. Accept the patch, reject it or revert. The bot keeps improving without you rebuilding it from scratch.
What's inside 3Sigma's WhatsApp AI Bot
Every capability grounded in what the product actually ships — no vaporware.
Knowledge base (your files, not generic training)
The bot answers from your uploaded brochures and price lists — not from generic internet data. If the answer isn't in your files, it says so rather than inventing one.
Gemini 2.5 Flash model (with model picker)
Runs on Gemini 2.5 Flash by default — you can switch to Flash-Lite, 2.5 Pro or other models. Cost is shown per model so you control credit spend. Retired model IDs auto-migrate so a bot never breaks when Google updates its lineup.
Auto follow-up with business-hours scheduling
Set the goal, tone and pace (gentle / balanced / persistent). The bot will follow up automatically if a lead goes quiet — only during the business hours and working days you define. Full activity log: scheduled / sent / skipped / stopped / failed.
AI Actions (opt-in CRM tool use)
Choose which CRM actions the bot can take mid-chat: add note, change lead status, create task, move lead. These are opt-in per bot. The bot can ask a qualifying question and then update the lead record automatically — no human intervention needed.
Nightly 0–100 grading + Prompt Improve patch cards
No other WhatsApp bot does this. Every night the bot reviews its own conversations, grades them against its goal and surfaces what went wrong. Prompt Improve turns those issues into diff-style patch cards. Accept or reject each one. Revertible.
Credit wallet — 1 credit = 1 AI message
Prepaid credit wallet charged via Razorpay. Every AI message costs 1 credit — no surprise invoices. An activity ledger shows exactly which bot used what, on which lead, when.
Nightly self-grading — the bot that patches its own mistakes
Every WhatsApp chatbot makes mistakes — wrong answer, missed follow-up, clunky tone. Most bots lock those mistakes in forever. 3Sigma's AI bot runs a grading pass every night: it reviews each conversation against your stated goal, gives it a score from 0 to 100, and surfaces what went wrong.
0–100 conversation score
Every chat scored against the bot's goal. PASS/FAIL with top issues listed — you see exactly which conversations the bot handled poorly.
Prompt Improve patch cards
Issues are converted into accept/reject patches: 'Current prompt vs. Suggested update' shown side by side. Accept the patch, the bot changes. Reject it, nothing changes.
Fully revertible
Every accepted patch is stored. If a patch makes things worse, you can revert to the prior prompt in one click — no damage done.
Compare with no-code WhatsApp chatbots — the rule-based flow builder is a separate tool for teams that don't need AI.
AI bot vs rule-based chatbot vs human-only WhatsApp
Three approaches Indian SMBs use — here's what each one can and can't do.
| Capability | Human only | Rule-based bot | 3Sigma AI Bot |
|---|---|---|---|
| Answers real product questions | ✓ | ✗ | ✓ (from your files) |
| Replies at 11 pm and on weekends | ✗ | ✓ | ✓ (with business-hours control) |
| Auto follow-up if lead is silent | Depends | ✗ | ✓ |
| Updates CRM status mid-chat | Manual | ✗ | ✓ (opt-in AI Actions) |
| Learns from conversation errors | Memory | ✗ | ✓ (nightly grading) |
| Works with your price list / brochure | ✓ | Manual setup | ✓ (drag-drop upload) |
| Test before going live | N/A | Partial | ✓ (Test Chat) |
Which businesses use 3Sigma's WhatsApp AI Bot
Any business where leads ask the same product questions on WhatsApp — and where follow-up lag costs money.
Coaching institutes
Priya runs a CA coaching centre in Ahmedabad. The bot answers 'What is the fee?', 'Is there EMI?' and 'When does the next batch start?' from the course PDF — at any hour.
Solar EPC
Rajan's solar company in Jaipur uploads a pricing sheet. The bot answers system-size and subsidy questions and follows up 3 days after the enquiry if the lead hasn't replied.
Real estate
A broker in Pune uploads project brochures. The bot shares flat availability, prices and floor plan summaries on WhatsApp — and moves the lead to 'Bot Replied' in the pipeline automatically.
Loan DSA
DSA agents upload a product comparison sheet. The bot qualifies leads (salaried/self-employed, CIBIL score) via WhatsApp chat and creates a task for the agent to call when the lead is qualified.
Insurance advisors
An LIC agent in Mumbai uploads a plan comparison PDF. The bot answers premium, maturity and claim questions, and follows up on renewals automatically.
D2C / ecommerce
A skincare brand in Delhi uploads a product catalogue PDF. The bot answers ingredient, shipping and return questions on WhatsApp — without a support agent online.
WhatsApp AI Chatbot — FAQs
What is 3Sigma's WhatsApp AI chatbot?
It is a per-bot AI (powered by Gemini 2.5 Flash by default) that auto-replies to your leads on WhatsApp, based on files you upload — your product brochure, FAQ sheet, price list or any business document. The bot reads your files, answers questions from them, follows up automatically if the lead goes quiet, and can take CRM actions like adding a note, changing the lead status or creating a task mid-conversation. It works on WhatsApp text messages only.
What files can I upload to the bot's knowledge base?
You can upload PDF, TXT, CSV, DOCX files and images — up to 10 files, 25 MB each. Once uploaded, the bot uses those documents to answer questions from leads. For example, a coaching centre in Pune uploads their course brochure PDF and the bot can answer 'What is the fee for the CA Foundation batch?' directly from that file.
Is the AI bot available to all 3Sigma accounts?
The WhatsApp AI Bot is available on eligible 3Sigma accounts (controlled by an org-level setting). Not all plans include it by default — speak to the sales team about availability for your account.
Can the AI bot make calls or voice-reply to leads?
No. The AI bot works on WhatsApp text messages only — it reads incoming WhatsApp texts and replies with text. Calling is handled by the SIM-based auto-dialer which your human agents use. There is no AI voice calling feature.
How does the bot improve itself over time?
Every night, the bot grades each conversation it had against the bot's stated goal, giving each chat a score from 0 to 100. It flags which conversations failed (PASS/FAIL) and what went wrong. The Prompt Improve feature then converts those issues into accept/reject patch cards — you see the current prompt vs the suggested update side by side. Accept the patch and the bot improves. Reject it and the old behaviour holds. You can revert any accepted patch.
How does auto follow-up work?
If a lead stops responding, the bot can send scheduled follow-up messages automatically — the goal, tone (polite / balanced / persistent) and pace are set by you. You can restrict follow-ups to business hours and specific working days so the bot never messages at 11 pm or on Sunday. A full activity log shows each follow-up as scheduled / sent / skipped / stopped / failed with the reason.
What CRM actions can the bot take mid-conversation?
You can opt in specific actions per bot: add a note to the lead, change the lead status, create a task, or move the lead to a different stage. These AI Actions are opt-in — you choose which ones the bot is allowed to take. They do not include sending messages via the human chat composer.
How does the credit wallet work?
The AI bot uses credits — 1 credit = 1 AI message sent by the bot. You pre-load credits via Razorpay (packs or custom top-up). An activity ledger shows exactly how credits were used. Speak to the sales team about current credit pack pricing.
Explore more
Give your WhatsApp bot a brain — upload your files today
A bot that reads your product PDF, answers real questions, follows up automatically and logs CRM actions — without a developer, without a keyword flowchart, and without manual effort every night.
Or explore the full WhatsApp CRM · see pricing