AI Chatbot & Operations Automation

Phase 1: the customer service chatbot

Before this, field staff sent visit reports over WhatsApp that someone had to copy into a spreadsheet by hand, and there was no automated way to greet and qualify new customers before handing them to sales
The chatbot answers product questions using a knowledge base built from the company’s own documents
It greets new customers and figures out what they need before passing qualified leads to the sales team through Telegram
The knowledge base started as a system prompt built directly from company documents, with a fallback plan to move to RAG if document volume grew past what a system prompt could handle well
The bot remembers returning customers by their WhatsApp number using a lightweight memory layer, so it does not treat every conversation as the first one

This phase moved from customer facing to internal operations, covering employee attendance, all production and inventory reporting, incoming order tracking, and the monitoring dashboards
Attendance runs through WhatsApp with photo verification and live location, so HR can see who is on site without a separate form
Production and inventory covers raw materials coming in, materials being used, finished goods coming out, and stock leaving the warehouse, each tracked separately so stock levels update automatically
Incoming orders get an automatically generated order ID the moment they come in
Order status updates on its own as production reports reference that ID, moving from new order to in production to produced without anyone touching a spreadsheet
Three separate dashboards sit on top of all this: one for HR to see attendance, one for the production floor built for a TV display, and one for management with a full view across the operation