AI-Powered WhatsApp Sales Assistant

SHREE SHIVAM – AI SALES incharge
Functional Requirement Document (Phase 1)
Objective

Create an AI-powered sales coaching assistant that monitors designated WhatsApp DSR groups, analyzes daily sales reports, and automatically posts personalized coaching, recognition, and leaderboard messages.

Users
Sales Executives / FCs
Store Managers
Brand Managers
Directors
Input Source
WhatsApp Groups

Example Groups:

IZOD DSR Group
UCB DSR Group
US Polo DSR Group

Sales staff continue posting DSRs in the current format.

No change in employee reporting behavior.

System Workflow
Step 1

Monitor selected WhatsApp groups continuously.

Step 2

Identify DSR messages.

Example:

Store Name: Raipur
FC Name: Mukesh
Today's Sale: 58184
MTD Sale: 445406
Target: 400000

Step 3

Extract and structure the data.

Store = Raipur

FC = Mukesh

Daily Sale = 58184

MTD Sale = 445406

Target = 400000

AI Analysis Engine

System should calculate:

Daily Metrics
Daily sales
Quantity sold
MTD sales
Target achievement %
Stock productivity
Classification

A+ Performer

A Performer

B Performer

C Performer

Based on configurable business rules.

Automatic Coaching Comments

For every valid DSR:

Generate a personalized response.

Examples:

High Performer:

"Jai Shree Krishna Mukesh ji. Excellent month closure. You have exceeded your target and demonstrated strong execution. Keep this momentum going."

Medium Performer:

"Jai Shree Krishna. Good effort. Focus on improving customer conversion and increasing average bill value."

Low Performer:

"Jai Shree Krishna. Significant opportunity remains. Tomorrow let's focus on trials, customer engagement and complete-look selling."

Comments must be:

Unique
Non-repetitive
Positive but performance-oriented
Aligned with Shree Shivam culture
Daily Leaderboard

At configurable time (e.g. 10 PM)

Generate:
1Store of the Day

2 Runner Up

3 Best FC
4 Most Improved

5Tomorrow Focus

Post automatically in the group.

Recognition Triggers

Automatic recognition messages:

Target Achieved

When MTD >= Target

3 Consecutive Strong Days
Most Improved Week
Highest Daily Sale
Highest Quantity Sold
Director Summary

Every morning:

Send summary to designated management WhatsApp group.

Include:

Store Ranking

Brand Ranking

Top Performers

Stores Requiring Attention

Target Achievement %

Data Storage

Store all extracted DSR data in:

Google Sheets (Phase 1)

Database (Phase 2)

Historical data must be retained.

Admin Controls

Admin should be able to:

Add/remove groups
Modify coaching rules
Modify leaderboard logic
Enable/disable auto replies
Set posting times
Technology Preference

WhatsApp Monitoring

OpenAI API

Google Sheets

Make.com or equivalent automation platform

Cloud hosting

Success Criteria
No change required in current DSR process.
Automatic AI response within 1–3 minutes of DSR posting.
Daily leaderboard generated automatically.
Director summary generated automatically.
Minimum 95% DSR recognition accuracy.

End of Phase 1 FRD.

One important addition

Ask the developer to build "humanized randomness."

If Mukesh posts 30 DSRs in a month, the system should not keep saying:

"Excellent work, keep it up."

Instead it should rotate between:

Recognition
Coaching
Challenge
Question
Appreciation
Comparative insights

That single feature will determine whether employees see it as a real coach or just another bot.