AI Chat & WhatsApp Widget

Turn visitors into booked appointments and paid customers—fast replies, smart routing, and POPI-aware consent built in.

South Africans message first and phone later. If you don’t reply on WhatsApp or web chat within minutes, a rival will. Our widget collects consent and contact details up-front; the AI answers from your approved info, books times from your calendars, and hands over to a human whenever needed.

How it works

1) Collect & consent. The widget pops with a short welcome and a required POPI consent line. Name, email and phone are captured once up-front. If consent is declined, the chat ends politely—no nagging.
2) Answer & route. The AI replies in seconds, shares links, and routes to the right calendar, queue or team. After-hours, it proposes the next available slot and keeps the thread tidy.
3) Book & follow up. Clients pick a time; confirmations, reminders and reschedules go out automatically (load-shedding friendly). Deposits, invoices and review nudges follow when appropriate.

What the bot knows

It answers from your sources only: services pages, FAQs, booking rules, hours, offers you approve, and short Q&As we load in your voice. No guessing, no off-menu promises.

Training and updates

We load key URLs and a 10–20 item Q&A pack that covers 80% of chats. Replies are scoped to those sources and tuned for British spelling and South African context. To update, edit a page or Q&A and refresh—new answers go live in minutes.

Safety rails & handover

If a question isn’t in the knowledge, the bot says: “I’m not trained on that yet, but I can get a human to confirm,” and offers a handover. It never asks for personal details in-chat—the widget already captured them. A human can jump in at any time; the conversation stays in one timeline.

Built for South Africa

WhatsApp-first flows, EN/Afr templates, load-shedding-aware reminders with one-tap reschedule, PayFast/PayGate links for deposits/EFT fallbacks, and POPI consent right in the widget. Reviews route to Google and HelloPeter; negative feedback goes to a human first.

What you’ll notice in 30 days

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POPI consent (paste into your widget)

“By speaking to us here, you agree that we’ll use the information you share to help with your enquiry and run our services. We keep it secure. You can ask to see it, update it, or have it removed. We follow South Africa’s POPI requirements.”

STILL NOT SURE?

Frequently Asked Questions

Will an AI bot annoy my clients?

No. Consent and contact are collected once in the widget. If someone declines, the chat ends politely. The bot only asks follow-ups that move the request forward, and a human can step in anytime.

How is it trained?

On your site content and a small Q&A pack we write with you. It can’t answer outside those sources.

Can it book real appointments?

Yes. It offers live times from your calendars and sends confirmations, reminders and reschedules.

What about WhatsApp?

Chats continue on WhatsApp if customers prefer. Templates handle instant replies, confirmations and reminders.

Deposits and payments?

Send PayFast/PayGate links from the thread for deposits, call-out fees or balances; EFT is supported where helpful.

After-hours?

It replies instantly, proposes the next slot, and hands off at opening time.

Is it POPI-compliant?

Yes. Consent sits in the widget; we collect only what’s needed to assist and book, store conversations securely, and honour requests to access, update or remove information.

How do we keep quality high?

We review early chats daily, add or trim Q&As, and monitor handovers and thumbs-up/down. Most teams stabilise in two weeks.

How fast can we go live?

Usually in a few days once we have your URLs, Q&As and calendar links.

What if we run multiple locations?

Use location tags and per-team calendars; the bot routes by branch, area or service automatically.

PRICING

Chat Widget, AI Conversation bot & AI Voice bot Pricing

LITE

R590 / m

  • Web-chat widget for one site

  • Up to 400 bot messages a month

  • One booking flow

  • One calendar

  • 8 FAQs

  • POPI Consent copy

  • Basic Report

  • Overage R0.60 per bot message

  • Setup R990 once off

No contracts - cancel anytime

Starter

R1990 / m

  • Same as LITE plus

  • AI Conversational and Booking bot

  • One basic Website

  • Up to 1500 AI bot replies per month

  • One booking flow

  • One calendar

  • 15 FAQs loaded

  • POPI-ready consent and contact form

  • Load-shedding friendly reminders

  • Basic GA4 events

  • Email support

  • Overage R0.40 per bot reply

  • Setup R1990 once off

Choose starter

No contracts - cancel anytime

GROWTH

R2990 / m

  • Same as STARTER plus

  • Unlimited bot replies

  • One basic website

  • 3 booking flows

  • 3 Calendars

  • 40 FAQs loaded

  • After hours auto-reply

  • Review nudges

  • Chat-to-WhatsApp handover

  • Basic dashboards

  • Priority email + business-hours support

  • Once-off setup R2990

No contracts - cancel anytime

Scale

R3490 / m

  • Same as GROWTH plus

  • Unlimited AI bot replies

  • Two sites/brands basic

  • 5 booking flows

  • 5 Calendars

  • 60 FAQs loaded

  • Multi location routing

  • After hours auto-reply

  • Review nudges

  • Chat-to-WhatsApp handover

  • Custom dashboards & SLA Alerts

  • Chat + email + priority support

  • Quarterly optimisation session

  • Once-off setup R4990

No contracts - cancel anytime

What “CRM” means here

It’s a single place in GHL for all contacts, companies, deals and conversations. Every WhatsApp, email, call, booking and invoice lands on the right contact record so you can see a full history and run automations.

What we clean before import (so nothing breaks)

End result
A tidy CRM in GHL, with clean SA phone numbers, validated emails, correct consent, and contacts routed to the right pipelines—so messages deliver, automations run properly, and your team can work from one source of truth.

  • Duplicate people: we merge obvious duplicates using email first, then mobile.

  • Phone numbers: we standardise to E.164, e.g. +27 82 123 4567 (no spaces/symbols inside the stored value).

  • Names: split First Name and Surname; fix ALL CAPS or all lower-case.

  • Emails: remove bounces and invalid formats.

  • Consent flags: add POPI fields for service messages vs marketing messages, plus “opt-out” where needed.

  • Companies: link people to their business, with one clean company record per client.

  • Tags & stages: agree simple tags (e.g. “Lead”, “Customer”, “Hot”, “Lapsed”) and map your pipeline stages.

  • Notes & custom fields: keep useful info, drop sensitive data (no card numbers or passwords).

How the import works (start to finish)

  • Export everything from your current tools (spreadsheets, email lists, phone, forms).

  • We audit the files, show you the problems, and fix them (dedupe, format, tidy).

  • We map columns to GHL (First Name, Last Name, Email, Phone, Company, Tags, Stage, Consent).

  • We do a small test import (50–100 records) to check layouts and automations.

  • We import the full set, link deals/companies, and spot-check records.

  • We pause heavy automations during import, then switch them on once checks pass.

  • You get a backup of the original files and the final “as-imported” CSV for safekeeping.

Terms

  • Month-to-month. Cancel any time; upgrades/downgrades pro-rata.

  • Annual prepay: 2 months free.

  • Fair-use on “unlimited” means we’ll flag abnormal volume/abuse before throttling.

  • WhatsApp message fees are billed by Meta at South African rates and passed through at cost.

  • New email domains are warmed up gradually (daily volume ramp over 4–6 weeks) with SPF, DKIM and DMARC in place; no cold or purchased lists. Deliverability may be throttled until sender reputation stabilises.

Pass-through costs

Item What it is Typical SA cost (source)
WhatsApp Channel (LeadConnector BSP) Enables WhatsApp inside GHL (inbox, templates, automations). US$20 per sub-account / month + Meta per-message fees (Meta rate card).
WhatsApp message fees Meta charges per message by category (marketing/utility/auth); country-specific. Use South Africa on the Meta pricing table (per-message model).
LC Phone numbers (South Africa) Numbers for voice/SMS and call forwarding. Mobile number **purchase** US$4 once-off + **hosting** US$10/month (per number). Usage billed separately via LC Phone.
LC Phone voice & SMS usage Inbound/outbound minutes and SMS segments, pay-as-you-go. Billed by LC Phone at current South Africa rates (per minute / per SMS segment).
PayFast payments Deposits/invoices via PayFast links. No monthly fee; example fees: card 3.2% + R2, Instant EFT 2% (min R2) — PayFast pricing.
Domain hosting & DNS GHL site/funnel hosting + domain setup (A/CNAME, SPF/DKIM/DMARC where needed). GHL hosting **R250/month**; .co.za registration ± **R95–R99/year** at SA registrars.
Automation tool (optional) Zapier/Make for external system integrations. Zapier from ~US$19.99/m (pricing); Make.com from ~US$9/m (pricing).

Additional Add-ons

What each add-on actually does, with prerequisites and SA realities

Add-on What it delivers Key prerequisites SA-specific notes
WhatsApp Channel (LeadConnector BSP) Enables official WhatsApp in GHL (inbox, templates, automations, webhooks). Meta Business verification; approved display name; a number not in use on WhatsApp; connect in GHL. Platform fee **US$20/sub-account/month**. Messages billed by Meta per message (country/category).
WhatsApp Template Pack (5) Five pre-approved outbound templates (acknowledge, confirm, remind, reschedule, review). WhatsApp Channel active; template approvals. Each outbound message incurs Meta per-message fees under SA rates.
Click-to-WhatsApp Ads Hookup Connect FB/IG CTWA ads and Page CTA to the bot; map templates; capture 72-hour window; track. WhatsApp Channel; Facebook Page + Ad Account; at least one approved template; (optional) GA4. Media spend separate. Post-click replies billed per message by Meta (SA table).
GA4 + GTM Advanced Events Tags chat_open, consent, first_message, booking_start/submit, payment_success, WA hand-off, etc. in GA4. Access to site/funnel; GTM installed; cookie/consent text. Google tools are free. If hosting on GHL, budget **R250/month** hosting.
PayFast/PayGate Payments Setup Deposit/call-out/invoice links; success/fail routing; receipts; optional GA4 conversion. PayFast or PayGate merchant account; live keys; bank docs. PayFast: no monthly fee; e.g., card 3.2% + R2, Instant EFT 2% (min R2). PayGate fees depend on acquirer plan.
Reviews Booster (Google + HelloPeter) Automated, timed review requests via WA/SMS/email after job/visit. Google review link + HelloPeter profile; WhatsApp Channel or LC Phone if using WA/SMS. If SMS/voice used, provision LC Phone: mobile **US$4 purchase** + **US$10/month hosting** per number; usage billed per minute/segment.
Facebook Page & Instagram DM Connect Pulls FB/IG DMs into the same Conversations inbox; routing and assignment. Connect Page + IG Business account in GHL. No extra platform fee; follows Meta policies and rate limits.
Webhook / Zapier Integration (simple) One workflow to push/pull data to CRM, Sheets, mailer, etc. Zapier/Make account; GHL sub-account API key; mapping & consent text. Budget for Zapier/Make plans (from ~US$19.99/m and ~US$9/m respectively).
Extra Booking Flow Additional guided path (e.g., Sales, Repairs, Support) with its own questions and routing. Destination calendar in place; tags/pipeline rules. No extra platform fees.
Extra Calendar Another diary (person, room, team); supports round-robin or direct assignment. Create calendar; set availability; connect to the right flow. No extra platform fees.
Extra Site/Brand on same bot Multi-brand surfacing with shared logic, routing and reporting. Additional domain/subdomain; brand assets; routing rules. If hosted on GHL, budget **R250/month** hosting per site; .co.za domain ± **R95–R99/year**; DNS changes required.
Q&A Pack (10) Ten curated answers (pricing, turnaround, guarantees, policies) in your tone. Your current policies/offer details. Once-off; no usage fees.
Team Training (45-min ops) Shows staff how to use the inbox, escalate, leave notes, meet SLAs. None. Once-off; no usage fees.
Admin Training (45-min config) Teaches admins to edit FAQs, flows/calendars, dashboards and exports. None. Once-off; no usage fees.

Ready to turn more chats into confirmed bookings and loyal clients?

@ Copyright Sweet Muse Marketing

• Reg. No. 2025/325070/07

• EME (B-BBEE Level 4)

• 100% Woman-Owned

• Nationwide (Remote)

• WhatsApp Business Enabled