What is Top Active Whats?

Top Active Whats is advanced software with exclusive features for sending messages and attachments via WhatsApp, ideal for campaigns, customer service and automation.

• Bulk sending — Send messages to contacts from a CSV file, with support for multiple simultaneous sessions.
• Personalized messages — Messages tailored to each customer with variables [VAR1] to [VAR8].
• Variables in messages — Up to 8 variables replaced automatically for each contact (ideal for names, amounts, dates).
• Group extraction — Extract groups and send bulk messages to contacts, groups or group members.
• Multiple messages — Campaigns with several messages (text and/or file), option to reverse text/file order.
• Chatbot — Two modes: Chatbot (rules and greeting) and Sales Chatbot (category and item menu).
• Chatbot GPT — OpenAI integration for smart auto-replies, audio transcription and attachments by keyword.
• Session manager — Multiple WhatsApp sessions (create, select, simultaneous sending across sessions).
• CRM & Billing — Billing records, automatic billing pipeline, users with permissions, backup and email sending.
• CRM Dashboard — Customers, search, statistics (totals, active, leads, VIP, revenue, score), new customer, reports.
• Chatbot Analytics — Sentiment charts, time distribution, performance, recent interactions and learning insights.
• Financial manager and P&L — Income/expense control, categories, charts, P&L (Profit and Loss) and export.
• Number generator and filter — Generate and validate WhatsApp numbers, export to Excel/CSV.
• Settings — Language, export format, encoding, PIX/Mercado Pago, message formatting (bold, italic, emoji).

• Google Chrome or Microsoft Edge (latest version)
• Internet connection
• Microsoft Excel (for editing spreadsheets and formulas)

• You will receive only the executable software. Source code is not included.
• After purchase, obtain your license code. If you have issues, email info@topactivex.com.
• After confirming the license code, install the program, run Top Active Whats.exe and register your license on the activation screen.
• License email: use the email registered at purchase.
• Registration code: enter the license code received.
• Once registration is complete, the software is ready to use.

Sending from CSV

• Import the contacts CSV file in the format of the data.csv file (in the software folder). The first column must contain the number in the format: Country code + area code + number, followed by a comma. For Brazil use code 55.

Tips and formulas in Excel

To quickly format large amounts of numbers, copy the numbers starting from cell A1 and use the formulas below in cell B1 (or column B). Then drag the formula down to the other rows.

• Add country code before number: Copy
• Add comma after number: Copy
• Country code and comma: Copy
• Add + before 55: Copy
• Insert 9 after area code: Copy
• Remove numbers with 1 to 10 digits: Copy
• Remove numbers with more than 16 digits: Copy

Columns VAR1 to VAR8 are optional. In the message body use [VAR1], [VAR2], … [VAR8]; the software replaces them with the corresponding column value for each contact (useful for names, amounts, dates, etc.).

Interval between messages: you can use a fixed interval (in seconds) or a variable interval, setting a minimum and maximum value (in seconds) for the delay between each send.

Use the Import Attachments button for attachments; then Send Message. You can Stop the operation during sending. Logs can be exported at the end. In the message box there are formatting buttons: bold, italic, strikethrough, monospace text and emoji picker.

Multiple messages

• Click Multiple Messages Version to open the campaign screen with several messages.
• Use Add Message to include multiple messages (text, file or both). Messages can be edited after saving.
• The Reverse option changes the send order between text and file.
• You can select and send multiple messages in the same campaign to the same contact.

Send to contacts

• On the main screen, click Send to Contacts.
• Use Extract Contacts to get contacts from WhatsApp.
• Select the desired contacts and click Send Message to Contacts.

Send to groups

• Click Send to Groups.
• Import group names in the format of the grupos.csv file.
• Select the group(s) and click Send Message to Groups.
• To extract members from a group, use Get Members on the desired group.
• To send a message to members, select them and click Send Message to Members.

WhatsApp Chatbot

• Click the Chatbot button. The Chatbot window will open.
• Scan the WhatsApp QR code with your phone to link the session.
• Click the Settings icon in the Chatbot window to define rules.

Rule types

• Greeting — Welcome message sent on the user's first contact on WhatsApp. Example:

Please choose our service
1: press 1
2: press 2
back: return to menu

• Rule — Create rules with a keyword: when the user sends that word, the software sends the configured response.
  • Rule name: unique identifier.
  • Rule keyword: keyword (e.g. "1").
  • Message: text sent when the keyword is detected.
  • Attachment: optional, any file type.
  • Enabled: enable or disable the rule.
  • Contact card: send contact card (number with country code).
  • Poll: create polls via the "Create Poll" link.
• Start the Chatbot process for automatic replies to work.

WhatsApp number generator and filter

Number generator

• Country code: e.g. Brazil +55.
• Mobile number: base number.
• Quantity: how many numbers to generate.
• Interval: time between each WhatsApp filter check.
• Click Generate Numbers. Then use Filter WhatsApp Numbers to validate. You must be logged into WhatsApp in the browser. Valid numbers appear on the right and can be exported to Excel or CSV.

Number filter

• If you already have a list and want to validate which numbers are WhatsApp, import a text file (use the "Open Template" option in the software).
• Click Import Phone Numbers and select the file.
• Click Filter WhatsApp Numbers. Log in to WhatsApp in the browser. Valid numbers will be shown on the right and can be exported to Excel or CSV.

General settings

• Click the settings icon in the top bar to set export format (Excel, CSV or text), software language and encoding.

Top Active Whats allows using multiple sessions of WhatsApp at the same time. Each session corresponds to a number/account linked via QR Code.

• Session indicator: in the top bar, the label shows the current session (or "No session"). Click it to open the manager.
• Open manager: click the session indicator or the button that opens the Session Manager.
• Create session: enter a name (e.g. "Main Session", "Client ABC") and create the session; scan the QR Code in WhatsApp when prompted.
• Select session: choose which session to use as default for sending and chatbot. The selected session is used when you start a send.
• Sending across multiple sessions: when sending messages (CSV), to contacts or to groups, the system may allow selecting multiple active sessions; sending is distributed or repeated among them, depending on the operation.
• Status: active sessions appear in the manager; you can refresh the list and see which one is in use.

The CRM & Billing module integrates billing records with automatic reminder sending via WhatsApp and user management.

Access and login

• Click the CRM & Billing button on the main screen. Log in with username and password (registered in the CRM user module).

Main screen (Billing)

• New billing / Edit / Mark paid / Pending / Block / Delete: manage billing items (contact, amount, due date, status).
• Search: filter by contact or phone.
• Refresh: reload the list from storage (CSV/backup).

Billing pipeline (automatic sending)

• Configure times for reminder, due date, overdue and paid. The system checks every 15 seconds and, at the configured exact time, generates the cobranca.csv file and triggers sending from the main screen (Form1), using the message and variables defined (e.g. [VAR1] name, [VAR2] amount, [VAR3] invoice, [VAR4] due date, [VAR5] days, [VAR6] updated amount).

Interest and templates

• Interest: interest configuration for overdue billing.
• Templates: message templates for each type (reminder, due, overdue, paid). Use placeholders like [VAR1], [VAR2], etc.

Settings, backup and users

• Settings tab: save pipeline, interest and template preferences.
• Backup: save local backup of the billing table and messages; import table or messages backup; send backup by email (requires SMTP configured).
• SMTP: configure email server for sending backups and notifications.
• Users: create, edit and delete CRM users; set permissions by profile (new billing, edit, mark paid, block, delete, settings/backup/users tabs).

Chatbot (rules) and Sales Chatbot

• Click the Chatbot button to open a menu: Chatbot (rules/greeting mode) or Sales Chatbot.
• Chatbot (rules): browser window with WhatsApp Web; scan the QR Code. In settings, define greeting (first message) and rules by keyword (message, attachment, contact card, poll, enable/disable).
• Sales Chatbot: same idea, focused on category and item menu (products/services), prices and customer selection; can use catalog and interactive buttons.

Chatbot GPT (OpenAI integration)

• The ChatGPT button opens the Chatbot GPT window: WhatsApp connected with AI-generated replies (OpenAI).
• Configure API Key, model, URL (if using proxy), temperature, max tokens, message history and long message splitting.

ChatGPT settings (settings window)

• Prompt: system text that defines the assistant behaviour; save and load default.
• Prompt library: multiple prompt profiles (name, content, date); apply, create, delete and save.
• Blocked keywords: list of words that, when detected, can stop the reply or block sending (with option to stop on PIX receipt).
• Interest keywords: when the customer sends any of these words, the system can notify an operator (configurable phone number).
• Audio transcription: enable transcription of audio (e.g. Whisper); configurable transcription mode.
• Attachments: configure attachments by identifier/keyword; when the user sends a certain word, the bot can reply with a specific file (name, type, path, keywords).

Financial and P&L modes (ChatGPT)

• The ChatGPT panel can show additional tabs: Financial Manager (income/expenses, categories, charts, transactions) and P&L (Profit and Loss), with their own API and transcription settings. The mode is chosen the first time (choice between default mode and financial mode).

CRM Dashboard

• In the CRM, access the Dashboard: customer list with search, statistics cards (total customers, active, leads, VIP, total revenue, average score, follow-ups, new this month). Click a customer to see details, history and notes. Buttons: new customer, analytics, export report.

Chatbot Analytics (ChatGPT)

• In the ChatGPT settings window there is access to Chatbot Analytics: sentiment charts (positive/neutral/negative), time distribution, performance and cache usage; list of recent interactions (timestamp, user, message, reply, response time, sentiment, feedback). Learning insights and improved response suggestions may also be displayed.

Financial and P&L reports

• In the Financial Manager: reports by period, total income and expenses, charts by category and timeline; export (PDF/Excel). In P&L: analytics with period filter, totals (gross revenue, deductions, costs, operating expenses, result, net profit, etc.) and export.

The system includes financial control and Profit and Loss (P&L) integrated with ChatGPT and accessible from the corresponding tabs.

• Financial manager: record income and expenses, categories, accounts, cards, installments, goals and alerts; balance, category and timeline charts; export data and reports.
• Financial settings: OpenAI API and URL for message analysis (e.g. extract payment amount); audio transcription for voice commands; optional SMTP email for summary/alert sending.
• P&L: transactions classified for P&L (gross revenue, deductions, costs, operating expenses, other income/expenses, taxes); totals and summary by period; export and delete selected items.
• PIX Token / Payments: in some flow (e.g. Sales Chatbot or billing) you can configure PIX Token: Mercado Pago (token) or direct PIX (PIX key, bank name, beneficiary, city). Settings are saved in a file (e.g. payment_config.json) for link generation or payment confirmation.

• General settings (gear icon): software language, export format (Excel, CSV, text), encoding.
• Message formatting: in the main screen text box, use the buttons to apply bold, italic, strikethrough or monospace to selected text; emoji button opens the emoji picker.
• Variables: hovering over the variables label shows the description of [VAR1] to [VAR8] and how to use them in the CSV.
• PIX / Mercado Pago: configurable on the PIX Token screen (or equivalent) for payments and payment confirmation in the billing or sales flow.

• Support does not include software customization.
• Customizations on request may be quoted separately.
• Each license is valid for one computer.

For support, contact us by email: