WhatsApp AI Agent Implementation for HeyVet
Transform your customer experience with intelligent automation that works 24/7
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Executive Summary
Instant Response, Seamless Experience
This proposal presents a comprehensive solution for HeyVet, Peru's leading veterinary services platform, to deploy an AI-powered WhatsApp agent that revolutionizes customer engagement. The system will automate first-level interactions via WhatsApp, while integrating seamlessly with your existing HubSpot CRM infrastructure.
HeyVet currently manages approximately 90 WhatsApp conversations daily, experiencing robust 20-25% monthly growth with a 7-minute average response time. Our proposed AI agent delivers instant, round-the-clock first-line response capability, slashing response times to under 30 seconds while intelligently escalating complex veterinary inquiries to human experts when needed.
We've structured this engagement using an MVP-first methodology: deploy a focused WhatsApp agent that generates immediate return on investment, then systematically expand to additional channels and advanced capabilities in subsequent phases.
Key Impact Metrics
  • 90+ daily conversations automated
  • Under 30-second response time
  • 24/7 availability without additional headcount
  • 20-25% monthly growth supported
Current State
Understanding Your Challenges
Through our discovery call on February 4, 2026, and detailed analysis of your operations, we've identified critical pain points affecting HeyVet's customer experience and operational efficiency. Your team is managing significant volume growth while striving to maintain the high-quality service that defines your brand.
Volume Overload
Approximately 90 WhatsApp conversations per day with aggressive 20-25% monthly growth rate is straining your current team capacity. Without automation, this trajectory will require continuous hiring and training to maintain service levels.
Response Time Gap
Current response time creates customer friction and potential drop-off. In today's instant-messaging culture, customers expect immediate acknowledgment and rapid resolution of simple inquiries.
Coverage Limitations
No 24/7 coverage means inquiries outside business hours go unanswered, resulting in lost opportunities and frustrated pet owners seeking urgent guidance or wanting to schedule appointments.
Multi-Region Complexity
Operations spanning multiple locations in Peru, require consistent service quality, challenging your team to maintain standardized responses and processes.
Desired Outcomes
Your Vision for Success
Based on our collaborative discovery process, we've aligned our solution to deliver specific, measurable outcomes that address your most pressing operational challenges while positioning HeyVet for continued growth and market leadership.
The solution must not only automate routine interactions but also enhance the overall customer experience, maintain the warm, caring tone your brand is known for, and provide your team with powerful tools to focus on high-value veterinary consultations rather than administrative tasks.
Lightning-Fast Response
Achieve instant first-level AI responses on WhatsApp in under 30 seconds, dramatically improving customer satisfaction and reducing abandonment rates during peak hours.
Seamless CRM Integration
Bidirectional sync with HubSpot ensures every interaction is logged, contacts are automatically updated, and conversation history flows seamlessly between AI and human agents.
Intelligent Escalation
Smart routing detects complex veterinary questions or emergencies and transfers conversations to human experts with full context, ensuring pet health is never compromised.
Always-On Availability
24/7 coverage without increasing headcount, capturing after-hours inquiries and providing immediate assistance when pet owners need it most.
Rapid Value Delivery
MVP deployment that proves value within 6 weeks, establishing a solid foundation with clear path to full multi-channel automation across WhatsApp, email, and SMS.
Solution Architecture
Robust, Scalable Technical Foundation
Our solution employs a sophisticated four-layer architecture designed for reliability, scalability, and seamless integration with your existing technology stack. Each layer serves a specific purpose while working in concert to deliver exceptional customer experiences.
This modular architecture enables rapid deployment of the MVP while providing flexibility to add new channels, expand capabilities, and scale with your growing business needs without disrupting existing operations.
Channel Connector Layer
WhatsApp Business API connected through HubSpot's Conversations webhook infrastructure. Incoming messages trigger real-time processing without polling delays, ensuring instant response capability.
AI Processing Engine
Custom AI agent built on n8n workflow automation, powered by advanced language models fine-tuned for veterinary customer service in Spanish (Peru). Handles triage, scheduling, FAQs, and follow-ups.
CRM Integration Layer
Bidirectional sync with HubSpot ensures every interaction is logged, contacts are updated automatically, and conversation history is maintained for both AI and human agents with zero data loss.
Escalation & Handoff
When the AI detects questions beyond its scope—medical emergencies, complex clinical inquiries—it seamlessly transfers conversations to human agents with full context and conversation history.
Core Capabilities
Powerful Features That Drive Results
The AI agent delivers a comprehensive suite of capabilities designed to automate routine interactions while maintaining the quality and empathy your customers expect from HeyVet. Each feature has been carefully designed based on best practices in veterinary customer service and proven AI implementation patterns.
Automated Triage
Intelligently categorizes incoming messages by intent: appointment requests, product inquiries, medical questions, billing issues, and general information using advanced natural language understanding.
Appointment Scheduling
Guides customers through complete booking flow, confirms availability in real-time, and sends automated reminders via WhatsApp to reduce no-shows and optimize clinic utilization.
FAQ Handling
Responds instantly to common questions about services, pricing, locations, hours, and pet care using a curated, veterinary-specific knowledge base that's continuously updated.
Follow-up Automation
Proactive outbound messaging for appointment reminders, vaccination schedules, post-visit check-ins, and medication reminders that strengthen customer relationships and improve health outcomes.
Multilingual Support
Spanish with English fallback for international customers, maintaining natural conversation flow and cultural nuances across your diverse customer base in multiple regions.
Analytics Dashboard
Comprehensive tracking of response times, resolution rates, conversation volume, customer satisfaction metrics, and AI performance indicators to drive continuous improvement.
Implementation Roadmap
Phased Approach for Rapid Value
We follow an MVP-first methodology that delivers a production-ready WhatsApp agent within 6 weeks, followed by systematic expansion. This approach minimizes risk, proves value quickly, and allows for iterative refinement based on real-world usage and customer feedback.
01
Phase 1: MVP WhatsApp Agent (Weeks 1-6)
Deploy functional WhatsApp AI agent integrated with HubSpot. Includes discovery finalization, API integration setup, AI agent development with intent classification, knowledge base creation for top 1 use case, integration testing, and monitored rollout with team limited training.
02
Phase 2: Optimization & Expansion (Weeks 7-12)
Performance tuning based on live conversation data, additional conversation flows, expanded knowledge base, for top 3 use cases, integration testing, and monitored rollout with team training.
03
Phase 3: Advanced Features (Weeks 12+)
Deploy secondary AI robot for specialized workflows like lab results and prescription refills, and continuous AI model improvement. Outbound messaging automation for appointment reminders and follow-ups.
04
Week 3-4
AI Development
05
Week 5
Testing & Validation
06
Week 6
Launch & Training
Investment & Pricing
Flexible Engagement Options
We offer transparent, value-based pricing designed to match HeyVet's budget and growth trajectory. Our phased approach allows you to control investment while building progressively more sophisticated capabilities. All prices are in USD.
Implementation Pricing
One-time investment for development and deployment across three phases:
Ongoing Monthly Service
Subscription service begins after Phase 1 go-live:
Managed AI Service
$1,500/month
  • Hosting and monitoring
  • AI model updates
  • Knowledge base maintenance
  • Up to 2,500 conversations/month
Premium Support
$2,500/month
  • Everything in Managed Service
  • Priority support
  • Weekly performance reports
  • Unlimited support conversations
  • Dedicated account manager

*Phase 1 ($5,000) investment can be applied as credit to Phase 2.
**Infrastructure costs (WhatsApp Business API fees, hosting) are passed through at cost, estimated at $100-$300/month depending on volume.
Payment Terms
At Contract Signing (Phases ): $5,000
At MVP Approval (Phases 2 + 3, net of credit): $27,000 net 15 days
Total: $27,000
About is4.ai
Your Trusted AI Implementation Partner
is4.ai is an AI software development company headquartered in Silicon Valley, California and Pittsburgh, Pennsylvania. We specialize in building and managing AI agents for businesses, transforming customer interactions through intelligent automation that delivers measurable business impact.
Our team combines deep technical expertise with practical business acumen, ensuring solutions that not only leverage cutting-edge AI technology but also integrate seamlessly with existing systems and deliver tangible ROI from day one.
Messaging Automation Expertise
Deep expertise in WhatsApp Business API and multi-channel messaging automation, with proven implementations across diverse industries and customer bases.
CRM Integration Mastery
Specialized knowledge in HubSpot CRM integration and workflow orchestration using custom APIs, ensuring seamless data flow and operational efficiency.
AI Agent Design
Extensive experience designing AI agents for customer service, sales, and operations that understand context, maintain brand voice, and deliver exceptional experiences.
Enterprise Integration
Proven capability integrating with enterprise systems including Odoo, SAP, and custom platforms, ensuring your AI solution works harmoniously with existing infrastructure.
Bilingual Capabilities
Bilingual team with native Spanish and English capabilities, understanding cultural nuances and communication styles across Latin American and North American markets.
Next Steps
Let's Transform Your Customer Experience
We're excited about the opportunity to partner with HeyVet and help you scale your customer service capabilities while maintaining the exceptional quality that defines your brand. Our proven methodology and deep expertise in AI automation position us to deliver rapid, measurable results.
This proposal is valid for 30 days from the date of issue. We're ready to begin immediately upon your approval and look forward to demonstrating how AI-powered automation can transform your operations.
01
Review Proposal
Review and approve this proposal with your executive team - this week
02
Sign & Submit Payment
Sign Statement of Work and submit initial payment (Phase 1) - within 5 business days
03
Kickoff Meeting
Kickoff call to finalize conversation flows, HubSpot access, WhatsApp Business setup - Week 1
04
MVP Launch
MVP delivery and go-live with full team training and support - Week 6
Ready to Get Started?
Contact Juan Meza to discuss your specific requirements and answer any questions about the implementation process.
Juan Meza
CEO & Founder, is4.ai
jm@is4.ai
is4.ai
Silicon Valley, CA | Pittsburgh, PA
Prepared for HeyVet (heyvet.pe) | February 2026 © 2026 is4.ai — Private and Confidential