WhatsApp sales orders and conversion metrics

Your agent closes the sale in the chat. From there on the work is yours: get paid, dispatch and know whether the month is going well. This guide is the tour of the screens where that happens, click by click.

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Orders: the screen

In the desktop menu it is called Órdenes (“Orders”). On mobile, the same entry is called Pedidos (“Orders”). The direct address is optimind.darkfunnels.ai/ordenes (if you had the old /orders link saved, it takes you there by itself). The title is Órdenes (“Orders”) and underneath, in small type, it says what it is: Everything the sales funnel achieves — orders, appointments, services and leads — from the “yes” to the close. That sentence explains the four tabs. Órdenes shows the orders of your whole business, not those of one funnel. It does not matter which funnel you have chosen in the menu: the list and the totals are the same.

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Do I have to sign up for this?

You do not need to install it. New accounts are born with Órdenes switched on, and businesses that already existed with their sales funnel active had it switched on for them. It can be switched off and back on from Administración → Apps (“Administration → Apps”), a screen that only the person who administers the business can see (The apps explains it). If you do not see the Órdenes entry in your menu, there are two possible causes: the app is switched off in your business, or you do not have access to it. It is not a fault. Each person’s access is explained in Invite your team. Contrast that with Envíos (“Shipments”), which does not come switched on.

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The four tabs

At the top, in a row: Pedidos (“Orders”) · Citas (“Appointments”) · Servicios (“Services”) · Leads. They are the four kinds of outcome your agent can achieve. This guide covers the first one, which is the one that moves money.

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The four totals

The band of large figures: POR COBRAR (“AWAITING PAYMENT”) · POR DESPACHAR (“TO DISPATCH”) · EN CAMINO (“ON THEIR WAY”) · ENTREGADOS (“DELIVERED”). Each total groups more than one status, and that is why the figures do not add up at first glance: Cancelled orders do not go into any of the four. If you add up the four totals and it does not match what you see in the table, that is one of the reasons: cancelled orders appear in the list, but in none of the totals.

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The three views

Three ways of looking at the same thing, with three different jobs: In Tabla (“Table”) there are also four quick filters: Todos (“All”), Por cobrar (“Awaiting payment” — unpaid or half paid), Pagados (“Paid”) and Cerrados (“Closed”).

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The table columns

Out of the box, and in this order: pedido (“order”) · cliente (“customer”) · detalle (“detail”) · total · saldo (“balance”) · estado (“status”), and at the end an Abrir (“Open”) button.

• saldo (“balance”) is the column that tells you how much they still owe you.
• detalle (“detail”) shows the first line of the order (with «+N más» — “+N more” — if there are others) and the delivery district, if there is one.
• You can widen and reorder the columns by dragging. The dashboard remembers the result for each funnel separately.
• Abrir (“Open”) stays fixed on the right: it does not move and it does not narrow.

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The order number

Every order has a short number like #ORD-0012. The system assigns it, you do not choose it, and the count is your business’s own: your first order is #ORD-0001 even if other companies are running into the thousands. It is there so you can talk about the order with your team and find it in the box at the top («Buscar cliente o #ORD…» — “Search customer or #ORD…”). The box also finds orders by the customer’s phone and by product.

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How an order is born

There are two paths: your agent opens it when it sells, or you open it by hand.

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1. On its own, from a WhatsApp sale

And if the same customer buys again in the same chat? As long as the previous order is still open — Por cobrar (“Awaiting payment”) or Pago parcial (“Partial payment”) —, the agent rewrites that order with the new lines instead of duplicating it. Careful: it rewrites it, it does not add to it. If the previous order was already Pagado (“Paid”) or beyond, the second sale opens a new order.

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Where the prices come from

When the line matches a product in your catalog — by its identifier or by its name —, the catalog price wins and any number the agent may have written is discarded. That is why, with the product loaded, the price is not set by the AI. That applies to the order’s lines. The amount the sale counts with in Resultados is the total the agent states, if it gives one. Two exceptions worth knowing about:

• A product that is not in the catalog goes into the order at the price the agent said in the chat.
• If the product has quantity-based pricing, the unit price is recalculated according to the volume and the line comes out labelled (precio por volumen) (“volume price”).

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Where the currency comes from

Nobody declares it: it is inferred, in this order. First, what the agent understood from the chat by reading the symbol that was written (S/ or $). If not that, the currency of the catalog price. And if not that either, the funnel’s Moneda de las ventas (“Sales currency”) setting, which is in Ventas → Configuración (“Sales → Settings”) (soles, unless you change it).

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2. By hand, with «Pedido manual»

For when you sold over the phone, at the counter or through another channel. The button is at the top right, in the Pedidos (“Orders”) tab.

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The third path, which does NOT open an order

In Clientes (“Customers”), each person’s record has a Conversiones (“Conversions”) card. There you can leave a record of a sale, an appointment, a service or a lead:

• Press Registrar conversión (“Record conversion”) and the AI reads the conversation and leaves the form pre-filled for you (type, amount, products), with its explanation in view.
• Or fill it in yourself: type, Monto (“Amount”), currency, SKU (opcional) (“SKU (optional)”).
• You confirm with Registrar (“Record”).

That notes the sale in their history and counts in Resultados, but does not open any order.

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The three payment plans

Both in the manual entry and when your agent records it, there are three options: Pago completo (“Payment in full”), Contra entrega (“Cash on delivery”) and Adelanto + saldo (“Deposit + balance”). Plans with freely defined instalments cannot be built from the screen, from the agent, or from your connected assistant.

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The statuses of an order

Eight labels. These are the ones you will see written on your screen:

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The order record

It opens with the Abrir (“Open”) button in the table, with the Pipeline card, or straight from the chat (further down). At the top it carries the number, the customer and a line with who created it, the payment plan and when. Below, four blocks: The line at the top reads creado por el agente (“created by the agent”) or creado a mano (“created by hand”). It is the way to audit, without leaving the screen, what the AI sold and what your team sold.

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Recording a payment

In the Pagos (“Payments”) block: type the amount, choose the method (Efectivo — “Cash” —, Yape, Plin, Transferencia — “Bank transfer” — or Otro — “Other”) and press Registrar pago (“Record payment”). That row only appears while the order is Por cobrar (“Awaiting payment”) or on Pago parcial (“Partial payment”). As soon as it goes to Pagado (“Paid”), it is no longer there.

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The other actions

At the bottom, depending on where the order is, you will see Marcar despachado (“Mark dispatched”), Marcar entregado (“Mark delivered”) and Cancelar pedido (“Cancel order”). In the Historia (“History”) you can leave a note («Escribe una nota…» — “Write a note…” — and Guardar, “Save”): it stays in the record and the customer does not see it. When you press Cancelar pedido (“Cancel order”) it asks you for the reason (optional). Cancelling does two more things:

• It voids the linked sale, so it stops counting in Resultados.
• It returns to inventory the stock that may have been deducted when it was collected or when its shipment was dispatched.

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The trap that confuses people most

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The record also lives inside the chat

It is the same block, in two places: the Órdenes (“Orders”) drawer and the Órdenes tab in the conversation’s right-hand panel. From the chat, with the customer right there, you can record their payment, approve their payment receipt and mark the dispatch without switching screens. For day-to-day work it is usually the most convenient route.

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Getting paid over WhatsApp: the payment receipts

Your customer sends the screenshot of their Yape, their Plin or their bank transfer. Two things happen:

1. Your agent replies that it received the receipt (if it is the one handling that chat), with the amount if it can read it clearly. It does not tell them the payment is verified or that the money has already arrived.
2. The image goes into the Vouchers view of Órdenes, so that someone on your team can reconcile it.

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Approving a receipt

Each card in Vouchers shows the thumbnail, what the AI read («Detectado: monto · quién pagó · fecha» — “Detected: amount · who paid · date”) and the order it goes to, with its balance.

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The inbox tags

Each one is a decision you have to make yourself: If the image is illegible, the screen says so plainly: «El OCR no pudo leerlo — abre el comprobante y concílialo a ojo» (“OCR could not read it — open the receipt and reconcile it by eye”).

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When the order is paid in full, three things happen on their own

The moment the balance reaches zero, three things happen on their own, and each one has its condition:

1. Stock is deducted, if you have the Inventario (“Inventory”) app active. Only from the lines chosen from the catalog whose product has Controlar stock (“Track stock”) switched on (if the shipment went out earlier, the deduction was made when it was dispatched). If you later cancel the order, that deduction is returned.
2. The shipment is born, if you have the Envíos (“Shipments”) app active with a single courier enabled, the order was opened by your agent in a chat, it carries some physical product (or one that is not in the catalog) and it has not already had a shipment. With Contra entrega (“Cash on delivery”) it is born earlier, when the order is created, and with Adelanto + saldo (“Deposit + balance”), when the deposit comes in (see further down). An order from Pedido manual (“Manual order”) does not get its shipment created on its own.
3. The customer receives a message, only if the order was born from a conversation. If they bought an info product, they receive what you put in its Entrega automática (“Automatic delivery”) in the catalog. If not, your agent tells them their order is now being prepared, as long as that notification is still switched on in Avisos automáticos (“Automatic notifications”) (out of the box it is). Like every notification, it does not go out if the chat is in manual mode or if the contact is unsubscribed. If your WhatsApp is disconnected, it waits: it goes out if the line comes back within a few hours and, if not, it is lost.

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Moving orders: the Pipeline

A board with four columns: Por cobrar (“Awaiting payment”), Por despachar (“To dispatch”), En camino (“On its way”) and Entregado (“Delivered”). Each column says how many orders it has and how much they add up to. Cards with an outstanding balance say so next to the total: «debe 120,00 PEN» (“owes 120.00 PEN”). Three more things about the Pipeline that come as a surprise:

• Cancelled orders do not appear in any column.
• The board only distributes the orders already loaded in Tabla. Here nothing more loads as you scroll down. The four totals at the top do count all your orders. That is why you can see “POR COBRAR 180” at the top and a handful of cards in that column: nothing is missing, it just has not been loaded. To see them, go to Tabla (“Table”) with Todos (“All”), scroll down until what you need is loaded and go back to Pipeline.
• On entering the Pipeline the status filter goes back to «Todos» (“All”), on purpose. And whatever you type in the search box also filters the cards.

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Automatic notifications

The button at the top right, next to Pedido manual (“Manual order”). It opens the panel where you decide what your agent tells the customer at each step of the order. Whoever has access to Ventas (“Sales”) can see it. Mind what you edit in there: you do not write the literal message, you write the task the agent carries out when notifying. It words it in its own way of speaking and with the context of that conversation. Each notification has its own switch: switching it off keeps the text for when you want to switch it back on. Under Pedidos — al cambiar de estado (“Orders — on status change”) there are three notifications, which are born switched on with these out-of-the-box tasks: Below, Citas — al marcar la asistencia (“Appointments — when attendance is marked”), with two more: Asistió (“Attended”) and No asistió (“Did not attend”). Each notification also has an optional line: Al enviarse, mover al capítulo … y arrancar en el PASO … (“When sent, move to chapter … and start at STEP …”) of the agent’s playbook. It is there so the customer’s reply lands in the chapter you want (for example, an after-sales one). Left empty, nothing moves. When you are done, Guardar (“Save”).

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Cancelling a notification: «Deshacer» and the History

When you move an order to En camino (“On its way”) or Entregado (“Delivered”), the notification to the customer goes out roughly a minute later. For about 55 seconds a Deshacer (“Undo”) button appears. Did the «Deshacer» minute slip past you? In the order’s Historia (“History”), each delivery step shows its notification: aviso programado (“notification scheduled”) with the Cancelar aviso (“Cancel notification”) button while it has not gone out, and afterwards el agente avisó (“the agent notified”) or aviso cancelado (“notification cancelled”). For a notification to be scheduled (and therefore for Deshacer to appear), four things are needed:

1. The order has to come from a conversation. An order created with Pedido manual (“Manual order”) has no chat behind it: there is no notification and no button there.
2. It has to be a new step for that sale. Marking again something that has already been notified does not notify again. Careful: even if the order stays in Por cobrar (“Awaiting payment”) because a balance is left, that step’s notification is scheduled.
3. The notification has to be switched on in Avisos automáticos (“Automatic notifications”).
4. Whoever moves it has to have access to Ventas (“Sales”). If not, the order is marked all the same but the notification is not scheduled. From the order record the screen tells you so: «El pedido avanzó. El aviso al cliente lo agenda Ventas y no tienes ese permiso.» (“The order moved forward. The notification to the customer is scheduled by Ventas and you do not have that permission.”)

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Customers

optimind.darkfunnels.ai/clientes. It is the CRM: every person who has talked to your agent, with what it learned about them.

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The three views

Below the title there are three tabs: Cola (“Queue”), Capítulos (“Chapters”) and Tabla (“Table”). Normally you land in Cola (“Queue”). If you arrive from a link that already asks for another view or a specific chapter — for example from the Sales playbook —, you land straight there. The Cola is titled «Por cerrar» (“To close”) and it has a single criterion: the customer wrote and the autopilot is off. Whoever has been waiting longest is at the top. Each card has two buttons:

• Atender (“Attend to”) opens that person’s record without leaving the Cola.
• Ignorar (“Ignore”) takes them out of the queue until they write to you again. If you made a mistake, Deshacer (“Undo”).

When it is empty it says «Cola limpia. La IA está al mando.» (“Queue clear. The AI is in charge.”)

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One record per funnel

Each funnel has its own record of each customer. If the same number writes to two of your funnels, it appears in both lists, and each record keeps its own: captured data, tags, notes, sales and orders. A customer no longer “jumps” from one funnel’s list to another’s. Of the record, what applies to the whole business is the unsubscribe: if you unsubscribe a number, it stops receiving messages on all your funnels. The rest of the record belongs to each funnel, including the data deletion.

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The Table columns

Fixed and in this order: cliente (“customer”) · estado (“status”) · capítulo (“chapter”) · piloto (“autopilot”) · etiquetas (“tags”) · conversiones (“conversions”) · costo IA (“AI cost”) · última actividad (“last activity”). At the end, the Ficha (“Record”) and Chat buttons. After the fixed ones, one column appears for each piece of data your agent captures about that person, and most of them can be edited (the ones the system writes come out locked). Left out are those that already have a column of their own (the chapter, the autopilot, the phone and the photo) and those for internal use. To add a new piece of data, the + Variable button. The estado (“status”) column has three values and calculates itself, it is not editable: On the right of the bar there are two switches (Orden en tiempo real — “Real-time order” — and Compacta — “Compact”, which tightens the rows) and the Etiquetas (“Tags”) and + Variable buttons.

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Filtering the list

In the Capítulos (“Chapters”) and Tabla (“Table”) views (the Cola cannot be filtered):

• The search box searches by name or phone.
• Filtrar (“Filter”) opens three filters: Capítulo (“Chapter” — not in Capítulos, where the chapter is already the column), Piloto automático (“Autopilot”) and Etiqueta (“Tag”).
• Todos · Con compra (“All · With a purchase”): two segments (below we explain what “purchase” means).
• The country. If that funnel’s customers are from two or more countries, tabs with their flag appear: Todos (“All”) and the countries with the most customers. If there are many, the rest go in the Más países (“More countries”) dropdown.

If there are no results, the screen offers you Limpiar filtros (“Clear filters”).

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Three columns that do not measure what their name suggests

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Sorting the table: careful

«Orden en tiempo real» (“Real-time order”) does the opposite: with the switch on, the list refreshes every 10 seconds and moves whoever has just written to you up to first place (at the bottom it reads «en vivo» — “live”). It comes switched off, and the dashboard remembers how you left it. The two modes do not live together: if you sort by a column, real time switches off, and switching it on clears the sorting. While either of the two is active, the table stops loading by itself as you scroll down, so the rows you are looking at do not jump around.

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The customer record

From the Ficha (“Record”) button (or Atender, “Attend to”, in the Cola) you can change their chapter, switch their autopilot on or off, put tags on them, record or void a sale, see their referrals and reminders, unsubscribe them and delete their data.

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Deleting data for several at once

In the Tabla (“Table”) you can tick several rows and press Borrar datos (“Delete data”). Careful, it is not the same as the deletion in the record: it deletes the captured data and the chapter of those people, but not their conversation, their messages or their sales. If they write again, they appear again in chapter 1 and with no data. With 10 or more selected, it asks you to type BORRAR (“DELETE”) to confirm.

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Results: what each number really measures

optimind.darkfunnels.ai/resultados. It is the “how is my business doing” screen. At the top there are three controls: the period, the scope and, if it applies, the country. The scope is two tabs: the one carrying the name of your selected funnel and Toda la organización (“The whole organization”). The verdict writes out what you are looking at, for example «Veredicto · Moda Sol · 120 conversaciones» (“Verdict · Moda Sol · 120 conversations”).

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The date selector

It offers: Hoy (“Today”) · Últimos 7 días (“Last 7 days”) · Últimos 30 días (“Last 30 days”) · Últimos 90 días (“Last 90 days”) · Esta semana (“This week”) · Este mes (“This month”) · Mes anterior (“Last month”) · Este año (“This year”) · Año anterior (“Last year”) · Rango personalizado (“Custom range”). The first time it opens on Esta semana (“This week”). After that it remembers, in that browser, the last period you chose. The most that can be asked for is a little under 400 days.

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Filtering by country

If the customers in the scope are from two or more countries, a Todos los países (“All countries”) button appears next to the period. Choose one and all the figures and their charts are trimmed to that country’s customers: conversations, sales, quality and what the agent did in those conversations (handovers, tools and latency). The verdict says so, for example «Veredicto · Moda Sol · Bolivia · 40 conversaciones» (“Verdict · Moda Sol · Bolivia · 40 conversations”) (with its flag).

• The country is the customer’s (that of their number), not your business’s.
• The list carries no counts, on purpose: here the figures belong to the period.
• If you switch to a scope with no customers from that country, the filter is removed on its own.

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The big number

A verdict from 0 to 100 with three bands: Bueno (“Good”, 75 or more), Regular (“Fair”, 50 to 74) and Malo (“Poor”, under 50). It is not a mark the AI gives: it is a weighted average of the seven indicators below, with these weights: Indicators that could not be calculated are discarded and their weight is shared out among the rest. Ingreso atribuido (“Attributed revenue”) is also discarded when there were sales in more than one currency during the period, because that sum would not mean anything.

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The seven indicators, without frills

They are grouped in three blocks: Resultado de venta (“Sales outcome” — Conversion rate, Conversions, Attributed revenue), Operativo (“Operational” — Handover to a human, Tool success, Response latency) and Calidad (“Quality” — Sales quality). This table is the most important thing on this page. There are indicators whose name suggests one thing and which measure another:

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How to read a card with no data

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The figures on the Home screen

Resultados is not the only screen with numbers. On Inicio (“Home”), inside the Ventas (“Sales”) section, there is a band of figures for the period and three charts: Personas nuevas (“New people”), Facturación (“Revenue”) and Avance por capítulo (“Progress by chapter”). They have their own period selector, and with Gráficas de (“Charts for”) you choose which funnel they are for. Facturación (“Revenue”) adds up the same as Ingreso atribuido (“Attributed revenue”) in Resultados (the recorded, non-voided amounts), separated by currency: it does not add soles to dollars. One difference: there the sales your test chat records also go in, which Resultados leaves out. Your first look tells you all about Inicio.

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What reaches you without opening the dashboard

In Ventas → Configuración (“Sales → Settings”), each funnel has two settings that send you figures over WhatsApp:

• Informar de las ventas (“Report sales”). Every sale the agent records arrives instantly: the product, the total and the details it captured from the customer. You choose which numbers it goes to, from your frequent numbers.
• Reportes (“Reports”) → Enviar el resumen cada mañana (“Send the summary every morning”). At 8:00 in your time zone, what happened the previous day arrives: the sales closed with what each customer ordered, the appointments booked, how many people were talked to and an idea for selling more.

All the settings on that screen are in Funnel settings.

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Shipments (only if your business has it switched on)

It lives at optimind.darkfunnels.ai/envios, menu Envíos (“Shipments”). Unlike Órdenes, Envíos does not come switched on. If you do not see the entry in your menu, it is not active in your account (or you do not have access to it); it is not an error.

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If something does not work

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What cannot be done today

Said once and plainly, so you do not go looking for it:

• There is no export to Excel or to CSV in Órdenes, Clientes, Envíos or Resultados. The screens that do download a CSV are the Catalog and the Referral network. If what you need is to take out a funnel’s contacts, with their data, their sales and their notes, there is an Excel copy: it is downloaded from Eliminar embudo… (“Delete funnel…”) → Descargar copia ahora (“Download copy now”), without deleting anything (Your funnels explains it).
• Órdenes, Clientes and Envíos do not filter by dates. Órdenes filters by status and by text; Clientes by chapter, autopilot, tag, text, «Con compra» (“With a purchase”) and country; Envíos by status and by text. For “how much did I sell in August”, Resultados (or the Inicio charts).
• Closing an order does not exist. To declare a sale dead, Cancelar pedido (“Cancel order”).
• There are no payment plans with freely defined instalments: only the three plans above.

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The same thing, from your assistant

What it can do: read. And for that it is very convenient, because it cross-references things the screen does not cross-reference. Orders and metrics are groups that have to be enabled when connecting. The convenient thing is to connect with the URL that already brings everything — it is ready to copy in The connection URL — and not touch it again. If you have just enabled a group, open a new chat: the tool catalog is fixed per conversation. And the same apps apply as in the dashboard: to read orders you need the Órdenes (“Orders”) app active, and for stock, the Inventario (“Inventory”) app, as well as you having access to them. If not, your assistant gets a notice saying so. Phrases that work:

• “Show me the orders awaiting payment and tell me how much money they add up to in outstanding balance.”
• “Bring the last 50 orders and group them by status, with the total for each group.”
• “Of the orders delivered this week, which came out of a chat and which were opened by a person by hand?”
• “Open the order for me and tell me what is missing for it to count as collected.”
• “Compare the catalog stock against the inventory stock and tell me which variants do not match.”
• “How much did the AI cost me over the last 30 days and which funnel took the biggest share?”
• “How is my balance doing and for how many days will it last at this week’s rate?”

Details that avoid misunderstandings when you ask it for numbers: If you need to name the statuses in English because your assistant gives them back to you that way, this is the equivalence with what you see on screen:

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And now