A step-by-step tutorial for configuring WhatsApp as an automated ordering channel for restaurants, cafes, and retail stores.
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Tutorials
The foundation of effective WhatsApp ordering is a well-structured product catalog. Start by organizing your items into clear categories that match how customers think about your offerings. For a restaurant, this typically means appetizers, main courses, sides, drinks, and desserts. For a retail store, it might be product categories like clothing, accessories, and home goods. Each item needs a clear name, a brief description, the price, and any available modifiers. Modifiers are the options customers can choose for each item — size, flavor, cooking preference, extra toppings, or color variations. Think through which items have modifiers and list every option. A burger might have size options like single or double, cooking preferences like medium or well-done, and add-on options like cheese, bacon, or avocado. Each modifier can optionally have an additional price. Upload this information in a structured format — a spreadsheet works perfectly. The assistant will use this catalog to guide customers through the ordering process, so accuracy is critical. Double-check prices, ensure item names are customer-friendly rather than internal codes, and make sure descriptions are appetizing or descriptive enough that a customer can make a confident choice without seeing a photo. Mark any items that have limited availability or are seasonal so the assistant can handle out-of-stock situations gracefully. Finally, define a maximum order value or item quantity limit if applicable to prevent unreasonable orders from being submitted automatically.
Tutorials
Once your catalog is uploaded, configure how the assistant guides customers through the ordering conversation. The flow should feel natural and efficient. Start by defining the greeting message — when a customer indicates they want to order, what does the assistant say first? A good opening acknowledges the intent and asks which category they are interested in, keeping the initial message short and inviting. Configure how many items the assistant shows at once. Presenting the entire menu in a single message is overwhelming. Instead, show three to five items per category and let the customer ask for more or switch categories. When a customer selects an item, the assistant should ask about modifiers one at a time rather than dumping all options at once. This guided approach reduces confusion and order errors. Define the order summary format — after each item is added, should the assistant show a running total or wait until the customer is done? Most businesses find that a running total after each item helps customers stay aware of their spending. Configure the confirmation step: before an order is finalized, the assistant should present a complete summary showing every item, modifiers, quantities, and the total price. The customer must explicitly confirm before the order is submitted. This is the single most important step for reducing order errors and disputes. Define what happens after confirmation — does the customer receive an estimated delivery time, a payment link, or both? Configure the payment options such as payment link integration, bank transfer instructions, or cash on delivery marking. Each option should have clear messaging so the customer knows exactly what to do next.
Tutorials
After a customer confirms an order, it needs to reach the right person or system immediately. Eaxy supports several routing methods depending on your business setup. The simplest option is routing to a team WhatsApp group — the confirmed order is sent as a formatted message to a designated group where kitchen staff or fulfillment team members can see it instantly. This works well for small restaurants and shops that do not have a POS system. For businesses with a POS or kitchen display system, Eaxy can push orders via webhook integration. The order data — items, modifiers, quantities, customer details, delivery address — is sent as a structured payload that your POS or order management system can consume directly. This eliminates manual re-entry and ensures accuracy. A third option is email routing, where each confirmed order generates a formatted email sent to a designated inbox. This is useful for businesses that want a paper trail or use email-based workflows. Configure which routing method works for your setup and test it thoroughly. Send test orders and verify that every detail arrives correctly — item names, modifiers, quantities, special instructions, and customer contact information. Pay special attention to how the routing handles orders with many items or unusual modifier combinations. Set up a fallback notification so that if the primary routing method fails — say the webhook endpoint is down — the order still reaches someone via an alternative channel. Nothing is worse for customer trust than a confirmed order that disappears into a void.
Tutorials
Before going live, run a comprehensive test cycle that covers normal orders, edge cases, and failure scenarios. Start with a simple order: one item, no modifiers, standard delivery. Verify that the conversation flows smoothly, the order summary is accurate, and the order is routed correctly to the destination. Then test progressively more complex scenarios: an order with multiple items and modifiers, an order where the customer changes their mind and removes an item, an order for an out-of-stock item, and an order where the customer asks a question mid-flow. The assistant should handle all of these without breaking the ordering conversation. Test the payment flow end-to-end — if you are using payment links, click the link, complete a test payment, and verify the order is marked as paid. If using cash on delivery, verify the order is marked accordingly. Test from different phone numbers and devices to ensure consistency. Have someone who was not involved in the setup test the flow as a blind user — their feedback will reveal usability issues that are invisible to people who know how the system is configured. Check how the assistant handles messages sent in different languages or with poor grammar and typos. Once all tests pass, go live with a soft launch: enable the ordering flow for a limited period or announce it to a small group of loyal customers who will provide honest feedback. Monitor the first twenty to thirty orders closely, reviewing conversation logs for any confusion points or errors. After the soft launch confirms everything is working, open the channel to your full customer base and monitor daily for the first week.
Practical tips
Shows how AI handles the full ordering workflow on WhatsApp for restaurants, retail shops, and food delivery businesses.
Explain the buyer path: what Eaxy sets up, what the client provides, and how the WhatsApp flow goes live.
A practical checklist for buyers before or right after purchase.
Use the School page as the decision layer, then let Eaxy handle the operational setup and final launch path.
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