AI Sales and Closing Assistant
The AI Sales & Closing Assistant feature on AhaChat delivers a fully automated, fast, and personalized 24/7 customer service experience. With a ChatGPT-powered “assistant,” you can proactively suggest suitable products based on customer needs, instantly display images, prices, and descriptions, and collect complete information (name, phone number, address, quantity) in just a few messages. Furthermore, the AI will automatically create orders and send detailed confirmations, while providing precise delivery times, helping to increase order conversion rates, optimize the sales process, and enhance the shopping experience for customers.
1. Create a ChatGPT API Key and Integrate with AhaChat
Register or log in at OpenAI → go to API Keys → click Create new secret key → Copy the generated key.
In AhaChat: go to Settings → ChatGPT (detailed instructions at https://ahachat.com/help/docs/en/chatgpt) → Paste the API Key into the field → Integrate.
2. Create a Sales AI Assistant – Basic Configuration
- After successfully integrating, click Manage to create an assistant.
Select Add new.
- Enter the necessary information to create the assistant:
Assistant name*: e.g., "Sales Assistant"
Model*: e.g., "GPT‑4.1"
Temperature
– 1.0: Default value – ≤0.8: The model will generate more logical, accurate, and less random responses, favoring common answers. – ≥1.2: The model will generate more creative and random responses, but may be less stable or less accurate.
Instructions for AI: Briefly describe the task & tone (see sample prompt in step 6).
AI Trigger (optional): set keywords or blocks to automatically trigger the assistant when a customer chats (see instructions at https://ahachat.com/help/docs/en/ai-trigger).
Train AI with Files: upload internal documents in PDF/DOCX format to supplement the assistant’s knowledge.
Train FAQ with Google Sheets:
Prepare a Sheet with 3 columns:
Prompt | Completion | Images
Share the Sheet publicly
Paste the link into the “Train FAQ with Google Sheet” field so the AI can learn and answer frequently asked questions automatically.
3. Enable Sales, Select Product Source & Categories
- Toggle ON “Enable sales” → the “Select product source” panel will appear.
- Select a product source* (choose one of the following): Google Sheet, AhaChat, Pancake POS, Sapo, Nhanh VN, Haravan, KiotViet.
- Select a category*: the dropdown appears after selecting a source – e.g., “Fashion,” “Accessories,” etc.
This category helps the AI filter and suggest the correct group of products.
4. Detailed Configuration for Each Product Source
- Google Sheet
Create a Sheet with columns (click “?” for a sample file): Product Code | Product Name | Price | Description | Image URL
Paste the link into the “Train products with Google Sheet” field.
- AhaChat
Go to Sales → Products: create categories and products. See details: https://ahachat.com/help/docs/en/ecommerce#2-products
- Pancake POS
Connect API → sync categories & inventory. See details: https://ahachat.com/help/docs/pos-pancake#2-hướng-dẫn-tích-hợp-pancake-pos-với-ahachat
- Sapo
Provide API, sync products & inventory. See details: https://ahachat.com/help/docs/sapo#1-cách-tích-hợp-sapo-vào-bot-ahachat
- Nhanh VN
Connect to Nhanh → retrieve categories & orders. See details: https://ahachat.com/help/docs/nhanh#1-tích-hợp-nhanh
- Haravan
Sync data via Haravan API. See details: https://ahachat.com/help/docs/haravan#1-cách-tích-hợp-haravan-vào-bot-ahachat
- KiotViet
Integrate KiotViet API → sync products & inventory. See details: https://ahachat.com/help/docs/kiotviet#1-tích-hợp-kiotviet
5. Set “Auto-Order” Conditions
In the Automatically place an order when the following information is available panel, select the mandatory fields that AhaChat needs before creating an order:
The AI will continue asking if information is missing and will only create the order when all required fields are collected.
Save Orders to Google Sheets
If you choose Google Sheets as the order storage:
Toggle Save to Google Sheets ON.
Connect to your Google account (as shown in the image).
Select the File name and Sheet to save orders.
Once the AI successfully creates an order, all orders will be directly pushed into the configured sheet.
View Orders on AhaChat & Other Platforms
With AhaChat or any connected POS/Sapo/Nhanh/Haravan/... platform, orders will appear immediately in the Orders section of each platform's admin interface.
6. Input the Prompt Template
Copy and paste the instruction below into the Instructions for AI field. This is a retail industry sample – feel free to adjust wording, product info, or addressing style to suit your industry.
With this template, you can easily adjust addressing style, number of suggestions, information to collect, or delivery times to fit your industry – from fashion and cosmetics to electronics or furniture. Good luck with your implementation!
Learn more:
Connect and leverage ChatGPT with AI ChatGPT.
Activate smart AI with AI Trigger.
Automate conversations through AI Text Generator and AI Text Generator – Assistant.
Experience multimedia AI with: