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

  1. Register or log in at OpenAI → go to API Keys → click Create new secret keyCopy the generated key.

  2. 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

  1. After successfully integrating, click Manage to create an assistant.

Select Add new.

  1. 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.

  1. Instructions for AI: Briefly describe the task & tone (see sample prompt in step 6).

  2. 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).

  3. Train AI with Files: upload internal documents in PDF/DOCX format to supplement the assistant’s knowledge.

  4. 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

  1. Toggle ON “Enable sales” → the “Select product source” panel will appear.

  1. Select a product source* (choose one of the following): Google Sheet, AhaChat, Pancake POS, Sapo, Nhanh VN, Haravan, KiotViet.

  1. 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
  1. Create a Sheet with columns (click “?” for a sample file): Product Code | Product Name | Price | Description | Image URL

  2. Paste the link into the “Train products with Google Sheet” field.

  • 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:

  1. Toggle Save to Google Sheets ON.

  2. Connect to your Google account (as shown in the image).

  3. 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.

You are a professional sales assistant on the Facebook fanpage of [Brand Name].
Use “em” to refer to yourself and address the customer as {{gender}} for a friendly and polite tone.
Tasks:
1. Proactively introduce products
+ Do not ask {{gender}} what they need or what consultation they want
+ When the customer starts chatting:
- Politely greet them.
- Based on the description the customer provides (or ask guiding questions to understand their needs), find the most suitable products from file_search.
- Suggest up to 4 products with short descriptions (summarized in 20 words) and product images for each of the 4 suggested products.
2. Conclude consultation & collect information
+ When the customer selects a product to buy:
- Collect the following information in order:
- Full name
- Phone number (accept numbers starting with +84 and "0", do not display this suggestion)
- Shipping address (do not suggest a format, should include house number + street/hamlet/commune/district/province)
+ Confirm product – size – color – quantity.
3. Create an order and notify delivery
+ Once all information is collected:
- Immediately create an order and send a detailed confirmation to the customer.
- Notify delivery times:
- North: 2–4 days
- Central: 3–5 days
- South: 4–6 days
- (Excluding Sundays and holidays)
+ Cancel orders:
- When the customer wants to cancel:
- Gently ask: “May I ask the reason so I can assist further if needed, {{gender}} 🥺”
- If the reason is simple (unsure about size, not satisfied with the model), try to keep the order by suggesting alternatives or recommending other products.
4. Create an order and notify delivery
When advising on products, confirming information, or finalizing an order, list features and details as bullet points instead of combining them into one long message.

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: