Orders and sales with your assistant

With the Smart Sales extension, your assistant stops just answering and helps you close sales: it builds the order with your customer, collects their details, gives them your payment details, reads the transfer receipt and lets you know. All you have left is to confirm the money arrived and ship. It works in your page chat, in your assistant's link and on WhatsApp.

What it does and what it does not do

The assistant does not check the money in your bank. It reads the receipt and checks that it is consistent with the order, but the final confirmation of the payment is yours. Prices, discounts, shipping and totals are calculated by the system, never by the AI.

What you need

• The Smart Sales extension active on your assistant (it includes Opportunities). See prices in Extensions.
• At least one product with a price, either the assistant's own or from the connected web page.
• You no longer need premium tokens: sales also work with free tokens. Every reply and every receipt reading uses tokens like any message, though, so a busy business needs a balance.

Turn it on and set it up

1. In your assistant's admin bar tap Extensions 🧩 to hire Smart Sales.
2. A new Smart Sales button appears right after the Opportunities settings. It has a red counter with the orders to handle (new, partially paid or fully paid).
3. Tapping it opens a window with two tabs:
   • Products: your catalog (it used to be in Knowledge base). See Assistant products.
   • AI Store: how the assistant builds the order, receives payment and calculates shipping. It has its own Save button.
4. A View orders link takes you to the orders list.

Turning on Smart Sales activates orders and lets your customers attach files (receipts arrive as attachments), so the "Allow customer attachments" switch disappears from the Opportunities settings.

AI Store tab

Order

• Country of operation: sets the currency and price format. If your assistant is connected to a web page, that page's country is used and this field does not appear.
• Reference: an optional mask, for example COT-00000, where the zeros are replaced by the counter number, and the number the counter starts at.
• Data the assistant must ask the customer: a list of steps in the order they are asked. Each step is a customer data point (name, email, phone, address, document or a free text custom field), required or optional, or the products step (there can be only one). The address is only complete with a street, avenue or similar besides the city.
• Instructions (optional): how you want the assistant to structure the order, with ready-made templates.

Payment

• Account number, holder and other account information, which the customer sees when confirming the order.
• Optional payment image (QR): shown next to the account details, on the web and on WhatsApp.
• Entities where you receive payments: if you pick none, receipts from any entity are accepted.
• Maximum age of the receipt in days and tolerated difference in amount (never more than 5% of the order total).

Shipping

• Add the zones you ship to (city, state or country) with the shipping cost (0 is free in that zone), and optionally a total from which shipping is free. To configure shipping, first add the Address data point to the order steps.
• If you enter no coverage, the assistant assumes you ship anywhere and charges no shipping. If you enter coverage and the address falls outside, the assistant says so and asks whether the customer wants to change the address, without canceling the order.

What the purchase looks like for your customer

1. The customer talks to your assistant and says what they want. They can give the details one by one or all together in one message.
2. The assistant adds the products, calculates discounts, shipping and total, and asks only for what is missing.
3. It shows an order summary (products, shipping, "You save" if there is a discount, total to pay and the customer's data) and asks for confirmation.
4. On confirmation it gives the payment details and the QR if you uploaded one.
5. The customer sends the receipt screenshot (JPG, PNG, WEBP or PDF) through the same chat or WhatsApp.
6. The assistant reads the receipt and replies.

When it shows several products it numbers them (1., 2., 3.) so the customer can reply with just the number. If the customer asks for more information about a product that has a link, they get the description and the link.

Receipt review

The assistant reads the receipt with AI and then verifies it with system rules: amount, destination entity, reference, date and currency against the order and your accounts. The possible results are:

Result	What it means
Verified	Everything adds up. The order moves to Complete payment (or Partial payment if money is missing).
Repeated receipt	It had already been used. The order moves to In review for a person to look at.
Destination does not match, entity not accepted, invalid date, different currency, incomplete data	It is not accepted automatically: the assistant explains why and offers to send another or ask for human review.
Unreadable image or not a receipt	It tells the customer. It does not alert the team.

Some important rules:

• An order is always in the currency of the country of operation. A receipt in another currency is not added, not even if you accept it by hand.
• If the customer sends several receipts almost at the same time, all of them are added correctly.
• Receipt images are stored privately and deleted after 7 days or when the conversation closes.

Orders and their statuses

In My Account → Opportunities and Sales there is an Orders tab with the list of all your orders: search by reference, customer, phone or email, filter by assistant and by status, and the detail of each one (products with the price struck through if there was a discount, shipping, total discount, payments, receipts and customer data). If there are no orders yet, the tab explains that you must activate Smart Sales on an assistant.

Status	Meaning
Draft	The customer is still building the order. After some time without activity it is marked Abandoned.
New	Confirmed order, waiting for payment.
Partial payment / Complete payment	Set by the assistant from verified receipts.
In review	Something needs a person to look at it.
Paid	Only a person sets it, once they confirmed the money arrived.
Delivered, Returned (asks for a reason), Canceled, Abandoned	Order closings.

From the order you can accept a receipt that the system left in conflict, mark the order as paid by hand (if it was not complete, the system asks you to confirm and records the difference) and see the Interactions tab, a log of everything the assistant and each person did, with author and time.

An order with payments already registered cannot be changed or canceled from the chat: the assistant tells the customer that an advisor will review it with them.

Notices

• When the order is fully paid, the assistant lets you know before answering the customer: by WhatsApp or, if that is not possible, by email. A partial payment does not trigger a notice, the customer is just told how much is missing.
• When you mark the order as Paid, your customer gets a notice by WhatsApp with a button to your advisor (within 24 hours of their last message) or, if that is not possible, by email.
• Each sale is also recorded in the customer's opportunity.

Guided purchase from your web page

If your assistant is connected to your page and has Smart Sales active, each product's buy button starts the order with the assistant right on your page. The assistant opens, adds the product and offers three paths:

1. Add another product here, chatting with the assistant.
2. Add another product on the web page: goes back to the catalog without losing the order.
3. I have added all the products I want to buy: continues with the customer's details.

Sold out products show their badge and a disabled button. Currency and price format are set by your page's country of operation. Without Smart Sales, the buy button keeps taking people to your WhatsApp or your email as before.

Guided purchase from an external site

If you have your assistant embedded in an external site, for example a WooCommerce store, that site's buy button can start the order with the assistant, just like on a page built with Hola Tienda. It is set up in Share, Embed tab, and it only appears if your assistant has Smart Sales active.

1. WooCommerce: choose "WooCommerce", copy the code and paste it into your site right before the </body> tag. When a customer taps "Add to cart", the assistant opens and adds that product with its quantity. The button keeps doing its own thing, for example adding to your store's cart.
2. Another platform: choose "Other" and write three CSS selectors: the buy button, the product container and the name inside the container. The copied code already includes your setup. If something does not work, check the debugging box: the browser shows in its console what it detects on each click.
3. With your own code: from the buy button, or from Google Tag Manager, call HolaTienda.addToOrder({ name: 'Name', quantity: 1, url: 'https://yoursite.com/product' }).

For the assistant to add exactly the right product, use in the "Link" field of the assistant's product the same address that product has on your site. If your site has a catalog where the customer can keep browsing, check the matching box: the assistant then offers "add another product on the web page" and minimizes when it is chosen.

What if I do not have Smart Sales?

An assistant connected to your page still knows and explains the products in your catalog, with their prices. The difference is that its answer is consultative: it informs, compares and recommends, but it does not build orders or offer to "add to the order". If the customer wants to buy, it points them to the product link or to your contact channels.

Change history

Changes you make in the AI Store tab and in products are recorded with who made them and when. When you import products with Excel, a single entry records that an import happened, and the detail of what changed in each product is kept in the product itself, with an identifier that tells which import it was.

Frequently asked questions

Do my customers pay Hola Tienda? No. The customer pays to your business account or QR. Hola Tienda does not process these payments.

Can I use it with free tokens? Yes, but they run out quickly. To run a real business it is better to have purchased tokens. See AI Tokens.

Does it work on WhatsApp? Yes, with the same catalog and the same flow, as long as your assistant is connected to WhatsApp.

Export your orders

In the Orders tab, the Export button downloads an Excel with two sheets: Orders (one row per order, with reference, date, status, customer, shipping, total and paid) and Products (one row per purchased product, with its order, SKU, combination, quantity, price and subtotal). It honors the applied filters and is only available to the owner and the editors of the assistant.