Switching tools · checked on Oct 12, 2026
How to switch from another tool to CertuAI in 5 steps
Quick answer
You bring your customer list in by spreadsheet, and anyone who already exists is updated by phone number, not duplicated. When you connect your WhatsApp with the QR code, the AI agent reads your old conversations and builds the business entries. You rebuild the pipeline, automatic messages and bot flows from the old tool.
About CertuAI: CertuAI is the AI that answers a small business's WhatsApp, Instagram and Messenger 24/7, with a built-in CRM, and is a Tech Provider on Meta's WhatsApp Business Platform. Paid plans start at US$ 75 a month, with no lock-in. Create my agent
What comes in by spreadsheet, what the AI agent learns on its own from your old WhatsApp conversations, and what you rebuild.
Create my agentNo lock-in contract and no setup fee. You connect the number you already use.
Summary in 7 facts
- What comes in by spreadsheet, what the AI agent learns on its own from your old WhatsApp conversations, and what you rebuild.
- You bring your customer list in by spreadsheet, and anyone who already exists is updated by phone number, not duplicated.
- When you connect your WhatsApp with the QR code, the AI agent reads your old conversations and builds the business entries.
- You rebuild the pipeline, automatic messages and bot flows from the old tool.
- One part comes in by file, another the AI learns, and the third is your own work.
- 01 What comes in by spreadsheet The customer list, with name, phone number, email and company.
- The first two take care of customers, the third teaches the AI.
By the numbers
| Number | What it means |
|---|---|
| 32,5% | 32.5% of customer messages arrive outside business hours (122,720 messages from 67 businesses, from Jul 30 to Sep 30, 2026). |
| 12.2 seconds | On these accounts, half of the AI's replies went out within 12.2 seconds, and on 7.9% of replies the AI called in a team member to continue. |
| 2.2 minutes | When a team member was the one who replied, half of the replies went out within 2.2 minutes, and 9 in 10 within 139.9 minutes. |
| 12x | Plans from US$ 75 per month. |
The three parts of a switch
One part comes in by file, another the AI learns, and the third is your own work.
What comes in by spreadsheet
The customer list, with name, phone number, email and company. The other spreadsheet columns go into each customer's record under the name you gave them.
What the AI agent learns
With WhatsApp connected by QR code, CertuAI reads your old conversations and pulls out the business information and the questions customers really ask.
What you rebuild
The pipeline stages, automatic messages and bot flows. CertuAI has no ready-made tool to copy these from another system.
The 5 steps to switch to CertuAI
In order. The first two take care of customers, the third teaches the AI.
Export the customers from the old tool
Ask the old tool for the customer list as a spreadsheet, with each person's name and phone number. In CertuAI, a customer is recognized by phone number: rows without a phone number are left out.
Import the list into the CertuAI CRM
In the CRM, open the Import tab and choose Import customer list. You can paste the list, upload the spreadsheet or upload your phone's contacts. Anyone who already exists is updated by phone number, not duplicated.
Connect the WhatsApp you already use
Connect your number with the QR code. CertuAI reads the old conversations and builds entries with the business information. In the Import tab, a button brings the people you were already talking to into the CRM.
Build the pipeline with your stages
The pipeline stages are yours: you create them, name them and put them in the order your sale happens. Then write the automatic messages you used in the other tool.
Test before going live on your number
Ask the AI agent the questions your customers really ask. Fix the entries where it gets something wrong, and only then let the AI answer customers.
What comes along and what gets left behind
One row for each thing you have today in the other tool.
| What you have today | How it gets to CertuAI | What's left for you |
|---|---|---|
| Customer list | By spreadsheet, pasted list or your phone's contacts | Check that every row has a phone number |
| Other spreadsheet columns, like notes or customer since | They go into each customer's record, under the column name | Nothing |
| Customer groups for campaigns | When you import the spreadsheet, you can put everyone on a campaign list | One spreadsheet for each group |
| Old WhatsApp conversations | CertuAI reads them after you connect your number with the QR code | Check the entries it built |
| People you already talked to on WhatsApp | A button in the Import tab brings them into the CRM | Have a number connected |
| Products with stock, accounts payable and receivable, team, packages, classes and enrollments | By spreadsheet, in the "Coming from another system?" section of the Import tab | Check the columns before saving |
| Pipeline stages | They don't come from the other tool | Create the stages in the CRM |
| Automatic messages and bot flows | They don't come from the other tool | Write them again |
| Conversations stored inside the other tool | They don't come along. CertuAI reads what is in your WhatsApp | Keep a copy before canceling |
Swipe the table sideways to see all the columns.
What doesn't come along when you switch tools?
CertuAI has no ready-made tool to copy the pipeline, bot flows or automatic messages from another system. You rebuild that part, the way your sale happens today.
The conversations stored inside the other tool don't come along either. What CertuAI reads is the conversations in your WhatsApp, after you connect your number with the QR code. Before you cancel the old tool, keep a copy of anything important.
The rest of the business comes in by spreadsheet in the “Coming from another system?” section of the Import tab: products with stock, accounts payable and receivable, team, packages, classes and enrollments. Nothing is saved until you check the columns, and every import has an undo button. This part belongs to the business management add-on.
Still choosing? See the ManyChat alternatives, the Blip and Zenvia alternatives, the Zendesk Sell alternative, Kommo or RD Station and HubSpot or RD Station.
What does the AI agent learn from old conversations?
The first time you connect your WhatsApp with the QR code, CertuAI reads the conversations that were already on the number. You don't have to write everything from scratch.
- The business information: what you answer customers becomes an entry in the Brain, which is where the AI looks up what to say.
- The products: what you sell goes into the product list.
- Who each contact is: the reading separates customers from team, suppliers and personal contacts, and you check it.
- The real questions: the questions your customers actually send are saved so you can test the AI with them.
- In health accounts: old conversations are only read with your authorization.
What CertuAI measured on its own WhatsApp accounts
A common reason to switch tools is the customer who messages and gets no answer. That is why it is worth looking at when messages arrive and how fast the AI answers.
CertuAI measured this on the accounts that answer on WhatsApp with CertuAI's AI. 32.5% of customer messages arrive outside business hours (122,720 messages from 67 businesses, from Jul 30 to Sep 30, 2026). On these accounts, half of the AI's replies went out within 12.2 seconds, and on 7.9% of replies the AI called in a team member to continue.
When a team member was the one who replied, half of the replies went out within 2.2 minutes, and 9 in 10 within 139.9 minutes. It is not a fair one-to-one comparison with the AI: the person only enters the count in conversations where the AI did not reply first. The whole method is on the page about AI data in customer service on WhatsApp.
| What was measured | Result | Base | Period |
|---|---|---|---|
| Customer messages that arrive outside business hours (Monday to Friday, 8 a.m. to 6 p.m.) | 32,5% | 122,720 messages from 67 businesses | 30/07 a 30/09/2026 |
| Time until the AI replies (half of the replies) | up to 12.2 seconds | 32,230 replies from 57 accounts | 30/07 a 24/09/2026 |
| Time until the AI replies (9 in 10 replies) | up to 21.1 seconds | 32,230 replies from 57 accounts | 30/07 a 24/09/2026 |
| AI replies that called in a team member | 7,9% | 37,951 replies from 57 accounts | 30/07 a 24/09/2026 |
| Time until a team member replies (half of the replies) | up to 2.2 minutes | 9,639 replies from 37 accounts | 26/08 a 24/09/2026 |
Swipe the table sideways to see all the columns.
Source: CertuAI's customer service base, aggregated numbers only, no conversation read by a person. Test accounts, test contacts, imported history and CertuAI's own sales conversations are left out. Measured on Sep 25, 2026, redone every month. Method at certu.com.br/dados.
Frequently asked questions
How do I bring my data from another tool into CertuAI?
The customer list comes in by spreadsheet, in the Import tab of the CRM. The AI learns the business information by reading your old WhatsApp conversations, after you connect your number with the QR code. You rebuild the pipeline and automatic messages.
Can I import my contacts from another tool?
Yes. Export the list as a spreadsheet from the old tool and import it in the Import tab of the CertuAI CRM. You can also paste the list or upload your phone's contacts. Anyone who already exists is updated by phone number, not duplicated, and rows without a phone number are left out.
Does CertuAI copy my pipeline and flows from the other tool?
No. CertuAI has no ready-made tool to copy the pipeline, bot flows or automatic messages from another system. You create the pipeline stages in the CRM and write the messages again.
Do I need to change my WhatsApp number?
No. You connect the number you already use.
What if I import the wrong spreadsheet?
In the "Coming from another system?" section, nothing is saved until you check the columns, and every import has an undo button. In the customer list, importing again updates anyone who already exists by phone number, without duplicating.
How much does CertuAI cost?
Plans from US$ 75 per month. If you don't like it within 30 days, we refund 100% of your money. To see what each plan includes, open the CertuAI plans page.
Where to go next?
Bring your customer list and connect your WhatsApp
You explain how your business works, CertuAI builds the AI agent, and you test it with the questions your customers really ask before going live on your number.
Plans from US$ 75 per month. If you don't like it within 30 days, we refund 100% of your money.
Create my agentIn short
You bring your customer list in by spreadsheet, and anyone who already exists is updated by phone number, not duplicated. When you connect your WhatsApp with the QR code, the AI agent reads your old conversations and builds the business entries. You rebuild the pipeline, automatic messages and bot flows from the old tool.
About CertuAI: CertuAI is the AI that answers a small business's WhatsApp, Instagram and Messenger 24/7, with a built-in CRM, and is a Tech Provider on Meta's WhatsApp Business Platform. Paid plans start at US$ 75 a month, with no lock-in. Create my agent