Connect WhatsApp Business via QR Code

Outcome Summary

Link your existing WhatsApp Business number to Clarivo via QR code so the AI Agent can start handling inbound messages.
Set up lead capture and Inquiry-based escalation so the Agent collects details and hands off safely when human expertise is needed.
Validate the full flow (greetings, multilingual replies, voice notes, human handoff) before you share your WhatsApp entry points publicly.

What Clarivo Actually Does (Truth Block)

✅ does

Connects to your WhatsApp Business via a QR-code link flow (linked-devices style).
Responds to inbound customer messages with an AI Agent.
Detects intent and performs Lead capture (when enabled).
Creates an Inquiry when it can’t answer confidently (when enabled), supporting safer Escalation.
Supports multilingual conversations and replies in the customer’s language.
Understands WhatsApp voice notes and shows transcription in the dashboard.
Supports Human handoff so a teammate can continue in the exact WhatsApp chat.

❌ does not

Run outbound broadcast campaigns or mass messaging.
Guarantee appointment booking (it can collect details; humans confirm).
Process payments inside Clarivo.
Sync real-time inventory (it answers from what you provide/configure).
Act as an omnichannel inbox (Clarivo is WhatsApp-focused).

The Core Problem

You’re getting repetitive WhatsApp questions that slow down response times and lead follow-up.
Leads arrive as messy chats, making it hard to capture essentials (service needed, location, urgency) consistently.
After-hours inquiries go unanswered, so customers move on.
Multilingual customers and voice notes create extra friction for manual handling.
When a question is truly nuanced, you need a safe path to human expertise without the system guessing.

Framework

Prep your WhatsApp Business presence: confirm your business name, quick description, operating rules, and any policies you want the Agent to follow.
Create your Clarivo workspace: sign up and get access to the dashboard where conversations, leads, and inquiries are managed.
Connect WhatsApp via QR code: in Clarivo, start the WhatsApp connection and scan the QR code using the WhatsApp Business app on the phone that controls the number.
Define greeting behavior: set how the Agent responds to generic greetings (so “Hi” messages don’t get stuck waiting).
Train the Agent on your reality: add your business description, FAQs, services/products list, and “do/don’t” instructions (tone, what to ask, what to avoid).
Turn on Lead capture (with confirmation): decide which fields matter for your business and write a confirmation message so customers know what you captured.
Enable Inquiry + Escalation rules: configure when Clarivo should create an Inquiry instead of answering—then define who reviews and resolves inquiries.
Run a realistic test pass: message your number like a customer would (including voice notes and mixed languages) and verify the Agent captures leads and escalates appropriately.
Define your Human handoff routine: decide who takes over, how fast you aim to respond, and what the “handoff moment” looks like in your team.
Publish your entry point: generate and share a WhatsApp QR code (for menus, flyers, packaging, storefront, or website) so customers can start the inbound conversation.

Use Cases

Home services (cleaning, maintenance, repairs)

Scenario: a customer asks for availability, location coverage, and a price range—then sends a voice note with details.
Recommended approach: train the Agent with service areas, pricing guidance (if you choose), and what details to collect; enable Lead capture for location + urgency; enable Inquiry for edge cases.
Common mistake: not defining escalation boundaries—so nuanced pricing or exceptions don’t trigger an Inquiry.

Clinics & appointment requests

Scenario: a patient asks whether you treat a condition and requests a time.
Recommended approach: use FAQs for eligibility and policies; have the Agent collect preferred times and necessary context; route anything sensitive/unclear into an Inquiry for a staff member.
Common mistake: treating intake as “booking”—instead, keep it as detail collection + human confirmation.

Real estate lead qualification

Scenario: a prospect asks about a listing and sends a voice note describing their budget and preferred area.
Recommended approach: configure Lead capture for budget + area + timeline; instruct the Agent to ask clarifying questions; use Inquiry for details the Agent can’t confirm from your provided information.
Common mistake: assuming real-time inventory sync—Clarivo answers based on what you provide.

Decision Checklist

Can you clearly define what the Agent should collect before a human steps in (Lead fields and qualifying questions)?
Do you have a written set of FAQs and policies the Agent can rely on (returns, service areas, hours, eligibility, pricing rules if applicable)?
Have you decided which topics should always escalate to an Inquiry (edge cases, exceptions, sensitive requests)?
Is your team aligned on the Human handoff process (who takes over, when, and how they close the loop)?
Have you tested the flow with voice notes and the languages your customers actually use?
Do you have a plan for after-hours handling (what to answer, what to collect, what to defer)?
Are you ready to distribute your WhatsApp QR code in places that create true inbound intent (storefront, ads, menus, packaging)?

Constraints

Clarivo is built for inbound conversations (customers message first).
Outbound broadcast campaigns are not supported.
Booking is not guaranteed end-to-end (the Agent can collect details; a human confirms).
Payments are not processed inside Clarivo.
Any “inventory” or availability answers depend on what you provide during configuration.
Clarivo is WhatsApp-focused (not an omnichannel inbox).

Common Mistakes

Linking the wrong phone/account to the QR code → the Agent appears connected but messages route unpredictably.
Skipping escalation rules → the Agent may not create an Inquiry when it should, delaying human involvement.
Training on vague info (“we offer many services”) → the Agent can’t ask the right qualifying questions, reducing Lead quality.
Not writing a Lead confirmation message → customers may not trust what was captured and repeat themselves.
No internal handoff owner → Inquiries pile up and customers feel ignored.
Only testing with short text messages → real customers send voice notes, slang, and mixed languages, revealing gaps late.

FAQ

Do I need a WhatsApp API setup to use Clarivo? No—Clarivo connects to your existing WhatsApp Business setup via a QR-code linking flow for the core workflow.

Can the AI Agent message customers first? Clarivo is designed for inbound handling (customers message first). You can also configure proactive responses to generic greetings based on your greeting rules.

What happens if the Agent isn’t confident about an answer? When enabled, Clarivo creates an Inquiry instead of guessing, so your team can review and respond accurately.

Does Clarivo support multiple languages and dialects? Yes—the Agent is designed to reply in the customer’s language.

Can it understand WhatsApp voice notes? Yes—Clarivo understands voice notes, transcribes them, and shows the transcription in the dashboard alongside the conversation.