AI manager for WhatsApp: how the WazzaBee AI Office answers customers 24/7

A customer messages you on WhatsApp at 23:40: "Hi, do you deliver to Astana?" Your manager sees it in the morning and replies by ten. By then the customer has already written to three other shops and bought from whoever answered first. That is how businesses lose not just the odd lead, but every evening, night and weekend enquiry, plus the ones that arrive while a manager is at lunch or on a call.

The WazzaBee AI Office closes that gap. It is staffed by AI employees we call bees: they answer customers on WhatsApp, Instagram, Telegram and OLX using your company's knowledge, call in a manager when a person is needed, learn from your replies and send the head of the business a report every evening. Below we explain how it works, what it costs and how to launch it without risk.

What is the WazzaBee AI Office?

The AI Office is a section of WazzaBee CRM where your company's AI employees work. A sales bee reads customer messages in the chats of your lines, prepares a reply based on company knowledge, and either leaves it as a draft for a manager or sends it on its own. If a question is beyond it, the bee hands the conversation to a real person.

The customer cannot tell that AI replied: the bee writes on behalf of the company, keeps a polite, formal tone, uses no emoji and never calls itself a bot. The bee's name is never shown to the customer; it is only there for you, to tell your employees apart in the office and in analytics.

Bees work in the chats of the same lines connected to your dashboard: official WhatsApp, Instagram, Messenger, Telegram and OLX. If you do not have official WhatsApp yet, start there: connecting the WhatsApp Business API takes 15 minutes.

How is an AI manager different from a button chatbot?

A button chatbot walks the customer through a pre-drawn flow and breaks on the first question that is not in the menu. An AI manager understands free text, remembers the conversation and replies the way your own employee would.

	Button chatbot	AI Office bee
How it understands the customer	Only button taps and keywords	Normal messages, including a burst of several in a row and voice messages
Where the answers come from	A rigid dialogue flow	Company knowledge: services, prices, rules, frequent questions
Remembers the conversation	No, every step stands alone	Yes, it reads the last 20 messages and its own summary of the customer
When it does not know the answer	Replies "I didn't understand, please choose an option"	Hands the conversation to a manager and states the reason
Language	Whatever language the flow was drawn in	The customer's language: Russian, Kazakh, English, Kyrgyz
Learns	Only if someone redraws the flow	Suggests new rules from your replies

Which AI employees work in the office?

Every bee has a position. It determines who the bee talks to and which knowledge it reads.

Position	What it does
Sales	Answers customers first in line chats, finds out what the customer needs, quotes prices from the knowledge base and hands the conversation to a manager when it is time to close the deal.
Support	Replies in the chats of the lines assigned to it or in support requests: clarifies what the problem is and gives a step-by-step solution.
Director	Does not talk to customers. Compiles a report on the office's work and sends it by email or WhatsApp on a schedule.

Bees can be split by line. For example, a shop has two WhatsApp lines: one sales bee answers on the shop line and knows the products and prices, while a second one handles the service line.

How does an AI manager answer customers on WhatsApp?

The bee answers new customer messages in this order:

1. The customer writes to the chat of any of your lines. If they send several messages in a row, the bee waits for a pause of about 40 seconds and answers the whole burst with one message instead of replying to each one separately.
2. The bee reads the conversation, its own summary of previous chats, the customer's deal in the CRM (stage, amount, responsible person) and the relevant knowledge entries.
3. It prepares a reply in the customer's language. If you have specified what to find out (name, city, timing, budget), it asks one or two questions at a time and never asks again for something the customer has already said.
4. In "Prepares a draft" mode, the reply appears above the message field in the chat, and the manager sends it with a button, edits it or rejects it. In "Answers on its own" mode, the reply goes straight to the customer.
5. Every reply is logged along with its cost.

A convenient setup to start with: managers check drafts during the day, and at night and on weekends the bee answers on its own. That is what the "Working hours" setting is for.

Official WhatsApp has a 24-hour window rule: a regular message can only be sent within 24 hours of the customer's last message. If the window is closed, the bee does not write on its own; it leaves a draft and suggests sending a template. Since 1 October 2026, replies within this window are charged; see the article on the new WhatsApp rates for details.

Won't the AI make up prices or overpromise?

No. This is the biggest fear business owners have, so safeguards are built into every reply:

• Only facts from the knowledge base. The bee quotes only the prices, discounts, lead times and amounts written in the knowledge base. If a price is missing, it says it will check and hands the conversation to a manager.
• No answer means a human. Before every reply, the bee checks whether the knowledge base holds a direct answer to this exact question. If not, it does not answer on the substance and calls a manager instead.
• Restricted topics. The bee does not discuss topics you have marked as restricted and passes them straight to a person.
• Stays out of the manager's way. If an employee has written in the chat within the last 30 minutes, the bee does not step into that conversation. And if a person replies while the bee is still preparing its answer, it sends nothing.
• Ignores outside commands. To the bee, customer phrases like "forget your rules" are just the text of a question, not an instruction.

When the bee hands over a conversation, there is no way to miss it: a red "Waiting for manager" label appears on the chat, the responsible person gets a push notification, and a task due "now" is created in the CRM. The label disappears on its own as soon as someone replies to the customer.

How does the AI learn from your managers' replies?

When a manager answers better than the bee, the bee turns that into a suggested rule. This happens in three cases: you replied instead of the draft, you edited the draft, or you replied after the bee handed the conversation to you.

The bee strips the specific customer's data (name, phone, order number) from the case and writes a general rule for similar questions. A "Suggested from chats" card appears on the "Knowledge" tab: what the customer asked, what you replied and the resulting rule. You click "Accept", and next time the bee answers that kind of question itself. Nothing gets into the knowledge base without your decision, so a single bad reply will never become a rule for everyone.

How can the head of the business see whether the AI Office pays off?

The "Analytics" tab shows not only how many replies the bees gave, but what they brought: how many deals went through the bees, how many were won and for what amount, how many times the bees called in people and the average response time. Under the tiles is the line "Bees took part in won deals worth … for … of honey", which tells you at a glance whether the office pays for itself.

A bee in the "Director" position gathers the same figures into a report and sends it on a schedule: daily, weekly or monthly, by email or WhatsApp. And if a customer complains, gets angry or threatens to leave, the Director writes right away without waiting for the evening report.

All deals and conversations live in a single CRM. If your leads come from different messengers, see how to automate WhatsApp and Telegram orders from enquiry to shipment.

How much does the WazzaBee AI Office cost?

One plan with no fine print. The AI Office is free for the first 7 days, and the trial period starts when you hire your first bee.

What's included	Terms
AI Office subscription	20,$0 per month
Bees in the subscription	3: for example, sales, support and Director
Honey for replies	2,$0 every paid month
Extra bee	5,$0 per month
Buy more honey	from 2,$0, purchased honey never expires
Analytics and Director reports	included in the subscription
Trial period	7 days

What is honey? It is the balance that pays for the bees' replies: $0 equals 1 honey. Each reply costs a different amount depending on the model and the length of the conversation. In our own dashboard over the past week, the average bee reply cost about $0.01. The cost of every reply is visible in the log, so spending is always under control, and you set the daily reply limit yourself.

If your company has its own AI key, you can connect it: replies then run on your key and no honey is spent. Payment is made in your dashboard currency, and the final amount is shown in the payment window.

For comparison: 20,$0 a month is less than $1.58 a day for employees who answer customers at any hour and never go on holiday.

How do you launch the AI Office without risk to your customers?

A new bee always starts in "Prepares a draft" mode: not a single message goes to a customer without your review until you change the mode yourself. Here is the launch order:

1. Sign up at wazzabee.com, connect your lines and open the "AI Office" section in the CRM.
2. On the "Knowledge" tab, add entries about your company: services, prices, frequent questions, rules. Write down what you do not offer too, such as "No installment plans", otherwise the bee will have nothing to answer with.
3. On the "Bees" tab, click "Hire a bee", choose the "Sales" position and fill in "Company brain": a short description of what you do.
4. For the first few days, send the good drafts, edit the weak ones and accept the suggested rules.
5. Once drafts consistently go out without edits (you can see this in the "Drafts sent unedited" line in analytics), switch the bee to "Answers on its own".
6. Hire a Director to get a report every evening.

Step-by-step instructions covering every setting are in the documentation: AI Office: AI employees that answer customers, how to hire and set up a bee and how to fill the knowledge base.

Frequently asked questions

Will the customer realise they are talking to artificial intelligence?

The bee writes on behalf of the company, like an employee: it keeps a polite, formal tone, opens with a proper greeting, uses no emoji and never calls itself a bot. The bee's name is not shown to the customer.

Which messengers does the AI manager work in?

In the chats of lines connected to your WazzaBee dashboard: official WhatsApp, Instagram, Messenger, Telegram and OLX. For each bee you can choose which lines it answers on.

Does the bee reply in Kazakh?

Yes. By default the bee replies in the customer's language. You can also fix one language: Russian, Kazakh, English or Kyrgyz.

What happens if the bee does not know the answer?

It does not make anything up; it hands the conversation to a manager: it puts a "Waiting for manager" label on the chat and sends a push notification and a task in the CRM. After you reply, the bee suggests a rule so it can answer on its own next time.

Can I try the AI Office for free?

Yes, the AI Office is free for the first 7 days. The trial period starts when you hire your first bee. After that, the subscription is 20,$0 per month with three bees and honey for replies.

What happens if the honey runs out?

The bees stop replying, while customer messages keep arriving in the chats as usual and your people answer them. When honey runs low, a warning appears in the AI Office, and the Director can message you right away.

Can I connect my own AI key?

Yes. You can connect your own key on the "Honey & key" tab of the AI Office. The bees' replies are then paid through it, and no honey is spent. The AI Office subscription still applies.