Define the workflow before selecting a model
For an enquiry, specify the information needed, the record to update and the person responsible for follow-up. For a document, define the fields to extract, the checks to apply and the approval required. Use rules when inputs and decisions are predictable. Reserve AI for the parts that involve variable language or documents.
Ground answers in approved material
Use a maintained source for products, policies, availability and prices. Test missing information, conflicting instructions and questions outside the intended scope. The assistant should make uncertainty visible and let staff take over. Do not allow an unreviewed answer to create a binding promise or change a sensitive business record.
Connect WhatsApp through supported routes
Decide whether the Business app is sufficient or a Business Platform integration is needed. Check the current provider rules for permissions, templates, messaging and pricing before agreeing the customer journey. Test the languages your customers use, including mixed-language messages, and ensure a request for a person reaches the right team.
Make integrations recoverable
A workflow tool such as n8n can connect supported services and APIs. Check hosting, credentials, permissions and licensing for the intended use. Plan timeouts, retries, duplicate events and alerts. Retrying an order should not create it twice. Keep an activity record that lets the owner see what succeeded and what still needs attention.
Measure a controlled pilot
Track completed tasks, corrected fields, wrong answers, handovers and cost per useful outcome. Test unavailable services and revoked access as well as normal inputs. Review provider data handling and retention before sharing business records. Expand after the workflow is reliable; do not promise a fixed saving without measuring your own operation.