System Architecture & Capabilities
BizBot is an omnichannel conversational commerce platform designed specifically for merchants operating across WhatsApp, Telegram, and the Web. Rather than forcing customers to download third-party applications, BizBot turns natural chat conversations and web storefronts into unified, structured sales channels with automated catalog synchronization, instant Mobile Money payments, and order fulfillment.
Official WhatsApp & Telegram bots allowing automated catalog browsing, cart creation, and status tracking.
Lightweight, mobile-first web storefronts (/store/{slug}) with instant checkout.
Real-time web console for product inventory, staff management, payment reconciliation, and dispatch.
Onboarding & Store Setup
Every merchant on BizBot receives an isolated tenant environment with dedicated product catalogs, orders, telemetry metrics, and customer lists.
1 Account Registration & Free Trial
Navigate to Register. All new accounts receive an automatic 14-day full-access trial without entering credit card or payment information.
2 Setting Up Store Identity & Store Code
Under Settings → Business Profile, configure your:
- Business Name: The official trading name displayed to customers.
- Store Slug: Your unique web address (e.g.
bizbot.app/store/kiki-fashions). - Unique Store Code: A 4 to 8-character unique alphanumeric identifier (e.g.,
#KIKI) used by customers on the shared WhatsApp bot to find your store immediately. - Currency: Set your active transaction currency (Default:
GHS - Ghanaian Cedi, with multi-currency support for USD/NGN). - Official Contact Numbers: Support phone number and WhatsApp number for order alerts.
3 Uploading Logos & Visual Branding
Upload your square store logo (recommended: 512×512px PNG/JPG) and a horizontal cover banner (recommended: 1200×400px). These assets are dynamically served and optimized across the Web Storefront and WhatsApp interactive catalog messages.
Products, Variants & Stock Levels
BizBot supports both physical goods (with stock tracking and multi-attributes) and service-based bookings.
Physical Products & Variant Matrix
When adding a product under Products → Add Product:
| Field | Type | Description |
|---|---|---|
| Name | String | Product title displayed in searches and WhatsApp cards. |
| Price & Cost | Decimal | Selling price charged at checkout, plus optional cost price for profit margin analytics. |
| Stock Quantity | Integer | Available units. Automatically decrements upon successful checkout. |
| Variants | JSON | Attributes such as Sizes (S, M, L, XL), Colors, or Materials with specific price differentials. |
| Category | Select | Product category used to generate filter buttons in chat. |
Out-of-Stock Logic & Safety
When an item’s stock reaches zero:
- The item is marked as Out of Stock on the web storefront, disabling the checkout button.
- On WhatsApp and Telegram, the item is labeled as sold out, preventing customers from creating unpaid reserved carts.
- Stock levels can be adjusted in real-time without breaking active customer shopping sessions.
Shared WhatsApp Bot & Merchant Discovery
BizBot provides a centralized Shared WhatsApp Bot phone number that powers thousands of stores without requiring every merchant to pay for independent Meta Business API verification.
Direct Store Code Discovery
Shoppers message the BizBot number with your store code (e.g., #GLAMOUR or CODE: BIZ102). The bot immediately locks their session to your store, displaying your greeting banner and product categories.
Fuzzy Name Search (Spelling Tolerant)
If a customer types "glamour boutique" or misspells it as "glamor botik", BizBot’s intelligent phonetic and string-distance engine surfaces your business with a one-tap selection button.
Dedicated WhatsApp Numbers (Pro & Enterprise)
Merchants subscribed to the Pro Plan can connect their own official Meta WhatsApp Cloud API phone number. When connected, the bot runs on the merchant’s own brand number with custom greetings, green verification checkmark compatibility, and automated broadcast messaging.
Photography, Studios & Event Passes
BizBot includes specialized booking and digital pass management for photographers, event organizers, and studios.
Digital Pass & QR Verification Flow
- Package Creation: Define session packages (e.g., "Graduation Studio Shoot", "VIP Event Access") with fixed pricing or deposit requirements.
- Registration: Clients register on web or chat, providing attendee names and contact details.
- Pass Issuance: Upon payment verification, BizBot generates a unique cryptographic Digital Pass with an embedded verification QR code (
/photography/qr/{id}). - On-Site Scanning: Staff use a smartphone camera or the Staff Portal to scan the client’s QR code. The system confirms attendee identity, displays payment status, and marks the pass as redeemed to prevent double-entry.
Order Lifecycle & Dispatch Management
Every customer transaction follows an auditable lifecycle from placement to fulfillment.
| Status | Color Badge | Trigger / Operational Action |
|---|---|---|
| PENDING_PAYMENT | Awaiting Payment | Order initialized. Waiting for customer to authorize Mobile Money prompt or provide cash payment. |
| PAID | Paid | Webhook verified payment from Paystack or manually marked by Merchant. Ready to prepare. |
| PROCESSING | Processing | Items are being picked, packaged, and labeled for dispatch. |
| DISPATCHED | Dispatched | Assigned to courier / rider. Tracking notes and driver contact phone added to order. |
| COMPLETED | Completed | Delivered to recipient or picked up in-store. Transaction finalized. |
Payment Gateways & Commercial Plans
Understanding how customer payments settle into your accounts and how your BizBot platform subscription works.
Customer Checkout & Settlement
Customer orders are processed through Paystack, supporting MTN Mobile Money, Telecel Cash, AT Money, and Visa/Mastercard. Funds are settled directly to the merchant's verified bank account or Mobile Money wallet according to standard banking settlement windows (T+1 business day).
BizBot Subscription Tiers
BizBot operates on a transparent tiered subscription model:
Staff Management & Role-Based Permissions
Delegate day-to-day operations to cashiers, store managers, and dispatch riders without granting access to sensitive financial settlements.
| Role | Catalog | Orders & Dispatch | Financials & Billing | Store Settings |
|---|---|---|---|---|
| OWNER | Full | Full | Full | Full |
| MANAGER | Full | Full | View Only | Restricted |
| STAFF / CASHIER | View Only | Update Status | No Access | No Access |
| DISPATCHER | No Access | Update Delivery | No Access | No Access |
Real-Time Telemetry & Security Logging
BizBot automatically records every state mutation and client interaction across both web storefronts and merchant portals to ensure accountability and business insight.
Data Sanitization & Privacy Assurance
All captured telemetry and server logs pass through automated sanitization filters. Passwords, auth tokens, Mobile Money PINs, CVVs, and credit card numbers are strictly redacted ([REDACTED]) before writing to audit databases.
How to Find and Browse a Store
BizBot makes it easy to shop from your favorite local brands whether you prefer using WhatsApp, Telegram, or browsing through a web browser.
Direct Web Storefront Link
Merchants share their unique link (e.g. bizbot.app/store/business-name) on Instagram, TikTok, and WhatsApp statuses. Tapping this link opens a mobile-optimized catalog with real-time stock and checkout.
Shared WhatsApp Bot
Message the official BizBot WhatsApp number. You can find any store in two quick ways:
- By Store Code: Type
#STORECODE(e.g.,#GLAM) to load the store immediately. - By Store Name: Type any merchant name. Even if you misspell it, the bot uses fuzzy search to find and recommend the exact store.
Selecting Product Variants & Building Your Cart
When purchasing physical products such as apparel, shoes, or electronics:
Choose Size, Color, or Style
Select your specific variant. If a size is out of stock, the button will be disabled to avoid taking payment for unavailable items.
Review Shopping Bag
Tap your cart icon to adjust quantities, remove items, or enter promotional discount vouchers provided by the store.
Provide Delivery Details
Enter your full name, recipient phone number, city, and street address or GhanaPost GPS address for courier delivery.
Paying with Mobile Money & Cards
All payments on BizBot are processed through bank-grade encrypted gateways (PCI-DSS Level 1 certified).
How Mobile Money (MoMo) Payment Works
- Select Mobile Money and specify your network: MTN MoMo, Telecel Cash, or AT Money.
- Enter your active wallet phone number and click Pay Now.
- A prompt will immediately appear on your phone asking you to authorize the transaction by entering your secret Mobile Money PIN.
- Once authorized, the page refreshes automatically with an official receipt and order confirmation.
Tracking Your Delivery & Order Status
Never wonder whether your order has been received or when the rider will arrive.
Web Order Lookup
Visit the merchant's store lookup page at /store/{slug}/lookup. Enter your Order Number (e.g., ORD-2026-1045) and your registered phone number to see live fulfillment updates, dispatch rider details, and package tracking notes.
WhatsApp Live Updates
Whenever the merchant marks your order as Processing, Dispatched, or Delivered, you will receive an automated WhatsApp notification. You can also text /track ORD-XXXX anytime.
Digital Event & Photography Passes
If you have booked a photo shoot session or purchased a ticket to a merchant's hosted event:
Accessing Your QR Pass
You will receive a unique link via SMS and WhatsApp. Tapping this link displays your high-resolution digital pass containing your attendee name, package details, and verification QR code.
Please read these Terms of Service carefully before creating an account or operating a storefront on the BizBot platform.
1. Acceptance of Terms & Legal Authority
By registering for an account, accessing the merchant dashboard, connecting a WhatsApp number, or purchasing subscription services on BizBot (operated by BizBot Technologies), you agree to be bound by these Terms of Service, all applicable laws and regulations, and agree that you are responsible for compliance with any applicable local laws. If you are entering into this agreement on behalf of a registered company or legal entity, you represent and warrant that you possess the full corporate authority to bind such entity to these Terms.
2. Nature of the Platform & Role Disclaimer
BizBot provides technological software infrastructure enabling businesses to list products, communicate with shoppers via automated messaging bots (WhatsApp and Telegram), process payments via licensed payment aggregators, and manage order fulfillment.
3. Prohibited Goods & Acceptable Use Policy
Merchants may not utilize BizBot to market, sell, distribute, or facilitate transactions involving any of the following restricted categories:
- ✕ Illegal drugs, narcotics, and controlled substances
- ✕ Firearms, weapons, munitions, and fireworks
- ✕ Counterfeit, pirated, or unauthorized replica goods
- ✕ Unregulated financial schemes, pyramid schemes, or crypto fraud
- ✕ Adult explicit media or non-consensual sexual content
- ✕ Unsolicited mass spam or harvesting WhatsApp numbers
Violation of this Acceptable Use Policy results in immediate, permanent tenant termination without refund and may be reported to law enforcement authorities.
4. Subscriptions, Fees, Trial & Billing
14-Day Trial Period: All new merchant registrations are entitled to a 14-day free trial. During the trial period, merchants enjoy full access to platform features. No credit card is required to initiate the trial.
Commercial Subscription Plans: Following the conclusion of the trial, continued access to merchant back-office management, live WhatsApp bots, and store checkouts requires an active subscription tier (Starter, Growth, Pro, or Enterprise).
Payment & Renewals: Subscription invoices are billed in advance on a recurring monthly or annual basis via Paystack (Mobile Money or Credit/Debit Card). If a subscription invoice remains unpaid beyond the 3-day grace period, merchant storefronts may be placed in view-only maintenance mode until payment is settled.
Refund Policy: Subscription fees paid for active billing cycles are non-refundable once the billing cycle begins, except where required by Ghanaian consumer protection regulations.
5. Payment Gateways, Settlements & Customer Disputes
Customer checkout payments are collected through licensed third-party payment aggregators (including Paystack Ghana) and settled into the merchant’s designated bank account or registered Mobile Money wallet.
- Merchants are solely responsible for setting clear refund, return, and exchange policies for their customers.
- In the event of a customer payment dispute or chargeback, the merchant is responsible for supplying proof of delivery and transaction records.
- BizBot reserves the right to withhold platform services for accounts displaying unusually high chargeback or dispute ratios.
6. Intellectual Property & Brand Ownership
Merchant Property: You retain complete ownership of all trademarks, brand logos, product imagery, and store descriptions uploaded to your BizBot tenant. You grant BizBot a non-exclusive license to host, format, and display these materials solely for the operation of your store and chat bots.
BizBot Property: The BizBot platform, source code, bot conversational algorithms, user interfaces, database schemas, APIs, and documentation remain the exclusive intellectual property of BizBot Technologies.
7. Limitation of Liability & Warranties
BizBot provides its software services on an "AS IS" and "AS AVAILABLE" basis. While BizBot maintains rigorous infrastructure redundancy, we do not warrant that service will be completely uninterrupted or error-free. In no event shall BizBot Technologies, its directors, or affiliates be liable for indirect, incidental, punitive, or consequential damages, loss of profits, loss of data, or operational interruptions resulting from third-party network outages (e.g., Meta WhatsApp API disruptions, telecom MoMo downtimes).
8. Governing Law & Dispute Resolution
These Terms of Service are governed by and construed in accordance with the laws of the Republic of Ghana. Any legal dispute, controversy, or claim arising out of or relating to these terms shall first be submitted to mutual amicable negotiation; failing which it shall be resolved by binding arbitration in Accra, Ghana, in accordance with the Alternative Dispute Resolution Act, 2010 (Act 798).
This Privacy Policy explains how BizBot Technologies collects, processes, secures, and retains personal data for merchants, shoppers, and platform visitors.
1. Statutory Framework & Data Roles
BizBot operates in strict compliance with the Data Protection Act, 2012 (Act 843) of the Republic of Ghana, the General Data Protection Regulation (GDPR) for cross-border transactions, and the Meta WhatsApp Cloud API Commercial Data Policies.
BizBot acts as a Data Controller in respect of Merchant account information (login credentials, business registration, billing records, and direct merchant interactions).
BizBot acts as a Data Processor on behalf of the Merchant in respect of Customer order details, delivery addresses, and chat interactions processed through the storefront.
2. Information We Collect
A. Merchant Information: Full legal name, business trading name, email address, contact telephone, WhatsApp business number, bank/MoMo settlement account details, and hashed password.
B. Customer & Shopper Order Data: Recipient name, mobile phone number, physical delivery address, GPS location data (where provided), items purchased, variant choices, and transaction totals.
C. Telemetry, Clicks & Technical Interaction Data: Client-side interaction telemetry (button taps, catalog navigation, cart additions), IP address, browser user-agent, request timestamps, and response latency. All telemetry strictly redacts payment pins, passwords, and security tokens.
3. Sensitive Data Sanitization & Financial Privacy
BizBot enforces zero-storage architecture for sensitive customer authentication and financial credentials:
- No Mobile Money PINs: We never receive, prompt for, or store Mobile Money secret PINs. PIN entry occurs solely on the user's telecom USSD/SIM prompt.
- No Full Card Credentials: Credit and debit card details are tokenized directly through Paystack. BizBot does not store complete card numbers (PANs) or CVVs.
- Payload Redaction: Our server-side telemetry middleware automatically scrubs sensitive fields (
password,pin,secret,authorization) before persisting any audit record.
4. Third-Party Service Providers
We share relevant transaction data with authorized infrastructure sub-processors strictly to deliver platform services:
| Partner | Purpose | Data Handled |
|---|---|---|
| Paystack Ghana | Payment Processing & MoMo settlement | Transaction amount, phone number, payment reference |
| Meta WhatsApp Cloud API | Conversational message delivery | Encrypted WhatsApp chat text, catalog messages |
| Telegram Bot API | Telegram merchant alert delivery | Merchant chat ID, order notification summaries |
BizBot strictly prohibits the sale, rental, or trade of personal customer or merchant data to third-party marketing brokers.
5. Customer Rights & Data Deletion Portal
Under Act 843 and global privacy standards, customers and merchants possess the following rights:
- Right to Access: Inquire what personal data is held by BizBot regarding your account or order history.
- Right to Rectification: Request correction of inaccurate contact or delivery details.
- Right to Erasure ("Right to be Forgotten"): Request full deletion of personal information.