What a chatbot is and how it boosts sales with Uspacy CRM
November 2, 2025
4-minute read
Dmytro Suslov
Messaging apps have become the main way clients communicate.
It’s a fact. Phone calls are often annoying, and emails can go unanswered for weeks. Instead, people reach out via Telegram, Viber, or Instagram when it’s convenient for them — expecting an instant response. But managers aren’t robots. Like everyone else, they need food, sleep, and time to rest. As a result, companies lose contacts, and first-touch conversion rates drop sharply. Let’s take a closer look at what a chatbot is and how it works in combination with the Uspacy CRM system.
Chatbots: A simple overview
Think of a chatbot as a digital conversation partner. It conducts a dialog following a pre-set script. Its main role in sales isn’t to close the deal but to prepare the ground for the manager. The bot collects contact information, asks clarifying questions to understand the client’s needs, and initiates the next step — for example, handing the conversation over to a live specialist. It’s like a digital receptionist greeting every visitor at the door.
Managers don’t have to spend time gathering basic details like phone numbers or city information. They immediately receive the essential data and can focus on what matters most — closing the deal.
How a chatbot boosts your sales funnel
The sales funnel starts with capturing attention. A chatbot automates this very first stage—and partially the second stage, qualification. When a potential client messages your business, the bot responds instantly. It greets the client, asks what they’re interested in, and collects their contact information. In other words, automated responses handle all the routine tasks that managers often dislike.
The effect is simple: the sales team receives a steady stream of pre-qualified leads. Losses at the start of communication are minimized, since no one is left without a response. Clients feel cared for, and the company receives a structured inquiry. This is especially important for businesses with a high volume of incoming leads, where every minute counts.
Uspacy CRM + chatbot — One integrated system
A standalone chatbot is a useful tool. But the real magic happens when it’s integrated with a CRM. Connecting a chatbot to Uspacy transforms ordinary conversations into a structured process. When the bot collects contact information, it automatically creates a lead or deal card in the CRM. The entire conversation history, tags, and the source of the inquiry are recorded instantly.
When a manager receives a notification, they don’t just see a new contact—they get the full context of the conversation. There’s no need to ask again what the bot already clarified. They can immediately focus on providing a relevant solution. Based on the collected information, the system can automatically create tasks and set deadlines. For example, if a client shows interest in a specific product, the CRM can assign the manager to contact them within 15 minutes.
Key advantages of integrating a chatbot with a CRM:
- Routine automation: The system automatically creates leads, deals, and tasks.
- Context preservation: The entire communication history with the client is stored in one place.
- Faster response times: Managers receive leads ready for action and can respond immediately.
- Conversation analytics: Easily track which channel the client came from and at what stage of the dialog they are.
- Error minimization: Human error is reduced to a minimum since the system never forgets or loses a contact.
This approach allows you to maintain a high sales pace and monitor every stage of the funnel. Managers can focus on what they do best—selling—rather than administrative tasks.
Setting up a chatbot in Uspacy: Step-by-step guide
To connect a sales chatbot to Uspacy, you first need to create the bot.
Let’s use Telegram as an example:
- Find the “father of bots.” In Telegram’s search, type @BotFather and open a chat.
- Create a new bot. Send the command /newbot. BotFather will immediately ask you to come up with a name.
- Name your bot and set a username. First, enter a name for clients, e.g., “Chamomile store support.” Then choose a unique username ending with bot (e.g., ChamomileStorebot).
- Get the token. BotFather will send an Auth Token. Copy and save it — this is your bot’s access key.
- Basic settings. Use the command /setuserpic to set an avatar. In Bot Settings, you can prevent the bot from being added to groups (Allow Groups? → Turn groups off).
Next, go to Uspacy. In the “Marketplace” section, find the Telegram integration app, install it, and paste the saved Auth Token. Once saved, all messages sent to the bot will appear in your workspace, automatically creating leads. Setting it up takes about 15–20 minutes.
Which metrics show real results
To understand whether a chatbot in messengers is truly effective, you need to look at the right metrics. The number of dialogs is good to track, but it doesn’t indicate success on its own. It’s more important to analyze conversions between dialog steps. For example, track how many people who started a conversation left their contact information and how many of them reached the stage of being handed over to a manager. This helps identify weak points in the conversation and improve it.
Another key metric is the manager’s response time after the bot passes along a lead. If the manager responds hours later, the benefits of automation are lost. That’s why it’s worth conducting a brief weekly analysis to make decisions based on real data.
Top mistakes to avoid with chatbots
Even the best tool can be used incorrectly, and this happens often with chatbots.
Knowing the most common mistakes helps prevent disappointment:
- Overly complex scripts: When a bot asks dozens of questions before getting to the point, the client simply leaves.
- Formal, bureaucratic language: Communication should feel natural and human, not like filling out a form.
- No “emergency exit”: Clients should always have the option to quickly reach a real person.
- Ignoring analytics: Without tracking conversions and user behavior, it’s impossible to know what’s working and what isn’t.
- Weak CRM triggers: If no tasks are automatically created for managers after a bot conversation, the integration’s value is minimal.
Avoiding these mistakes will help create a chatbot that supports clients instead of annoying them.
Conclusion
A chatbot is a powerful tool for automating the first contact and qualifying leads. It ensures a steady flow of inquiries and frees managers from routine tasks. But its true potential is unlocked only when integrated with a CRM system. This combination turns chaotic messenger conversations into seamless omnichannel communication. In today’s fast-paced world, this approach helps keep sales moving efficiently and ensures every client is properly engaged.
Updated: November 2, 2025
