How to Create Customer Service Chatbots: A Complete Guide for 2025

While AI for customer service tools have long helped service teams improve efficiency, the technology has evolved significantly from rule-based chatbots to true AI agents. Yesterday's chatbots offered instant support for common issues, but modern AI agents are a revolutionary step forward. By delivering intelligent, context-aware resolutions, agentic AI is the key to unlocking exceptional customer satisfaction and lowering operational costs. Let's explore why this transition from chatbots to AI agents matters for your business.

The difference between the two is best understood with an analogy. A traditional chatbot is like a vending machine: it works from a fixed menu of pre-defined, scripted responses. It's effective for simple, repetitive tasks but struggles with any request outside its programming.

In contrast, an AI agent is like a personal chef. It uses large language models to understand complex requests, reason through problems, and ground answers in your company's unique data. An AI agent handles nuanced conversations and seamlessly hands off issues to a human rep when needed, creating a truly natural experience and freeing up your team for the most complex work.

• What is a customer service chatbot?
• Benefits of customer service chatbots
• Examples of how chatbots are used to improve customer service
• Important features to look for when choosing an customer service chatbot
• Tips for creating a customer service chatbot
• Trends in customer service chatbots
• What’s the difference between chatbots and AI agents?
• How Salesforce can help create better customer experiences at scale

• Using customer service chatbots is about more than just efficiency — it's about delivering a superior and seamless customer service experience. These tools achieve this for your customers through five key benefits.

When your customers have a question, the last thing they want to do is wait. Chatbots provide immediate answers, which boosts your Customer Satisfaction Score (CSAT) and leaves customers with a great impression of your brand.

Your business doesn't stop at 5 p.m., and neither do your customers' questions. Chatbots offer around-the-clock support, ensuring you're always there to help, no matter the time zone. This constant availability makes your business feel more reliable and responsive.

A customer’s trust is hard to win and easy to lose. A chatbot offers consistency because it follows a rigid, preprogrammed script. However, this consistency breaks down when a query falls outside its predefined tracks.

In contrast, an AI agent provides both consistency and flexibility. By pulling from a single, centralized knowledge management system, it can answer a wide range of questions accurately, ensuring reliable support that builds true customer confidence.This means no more conflicting information, just reliable support that builds customer confidence.

No one likes to feel like a number. Chatbots can use customer data to provide a personalized experience that feels tailored and engaging. This personal touch shows customers you understand their needs and helps turn a simple inquiry into a loyalty-building moment.

Let your chatbots handle the simple, everyday questions. This form of automated customer service allows for quick resolution of common issues and frees up your customer service reps to focus on the complex problems where their expertise is truly needed. It’s a win for efficiency and for your team.

Here are a few hypothetical ways companies could use chatbots to improve their customer service. Chatbots can streamline support, save time, and create more personalized, always-on service experiences.

A telecom provider could use a chatbot integrated with their contact center software to help their customers troubleshoot internet issues, check for service outages, or upgrade their plan, thereby reducing the workload on their contact center reps.

An online retailer might deploy a chatbot to track orders, initiate returns, or recommend products based on browsing or purchase history, improving their overall customer service.

A hospital could use a chatbot on its website to answer common, non-medical questions. The chatbot could provide instant, pre-written answers to high-volume inquiries such as, "What are the visiting hours?", "What is the cafeteria's schedule?", or "Where is the best place to park?". This frees up administrative staff from repetitive calls and allows them to focus on more complex patient needs.

A bank might implement a chatbot in their contact center to let customers check balances, report suspicious activity, or reset passwords securely.

A travel company could use a chatbot to manage bookings, provide real-time flight updates, or offer destination tips tailored to the customer’s itinerary, thereby improving their customer service and operational efficiency.

When choosing a chatbot, you want a solution that boosts efficiency for your team and delivers a smooth, helpful experience for your customers. Here are five key features to keep in mind:

A traditional chat bot is rule based and is about keyword recognition, not true "understanding." Look for a platform that allows you to define a clear list of keywords and phrases (e.g., "hours," "location," "track order") that will trigger specific, pre-written responses. The system's effectiveness will depend on how well these keywords anticipate the user's exact phrasing.

Integration for a rule-based chatbot focuses on simple, one-way actions. A key feature to look for is the ability to trigger a basic action in another system, such as automatically creating a support ticket in your ticketing system when a user types the word "help" or "agent."

Your chatbot should reflect your brand’s voice and tone. Look for platforms that allow you to easily customize the chatbot’s personality, pre-written responses, and rule-based workflows.

Customers want to connect on their own terms — whether it’s via chat, messaging apps, social media, or voice. Choose a chatbot that can operate across channels so you can deliver consistent, connected service wherever your customers are.

To get the most from your chatbot, you need visibility into how it’s performing. Look for tools that provide clear reporting on which keywords are being used so you and which conversational paths are most common so you can make ongoing improvements to your scripts. These tools can track key customer service metrics, to understand customer behavior.

When developing a customer service chatbot, focus on key features to significantly enhance its effectiveness and user adoption. Here are five essential tips to consider when setting up your AI-powered chatbot with the right customer service operations software:

First impressions matter. Set your chatbot up to greet customers by name and acknowledge their status or history when possible. Using available customer data to tailor greetings helps the interaction feel more personal and welcoming.

Customers need a logical flow. Instead of open-ended conversation, design clear, menu-driven paths with buttons and options. Use a keyword recognition system to guide users to the right pre-written script based on their specific input.

Rather than sending customers to a static FAQ page, turn your chatbot into an instant-answer directory. Program the chatbot with scripted responses to your most common questions and map them to specific keywords. This makes finding answers more accessible and efficient than searching a static page.

Your chatbot should meet customers where they are — whether that’s on your website, in a mobile app, or through messaging and social platforms. Supporting multiple customer service channels ensures a consistent experience and faster responses across the board.

Go beyond answering questions. Use your chatbot to start simple processes for your customers. For example, if a user wants to process a return, the chatbot can automatically provide a direct link to the returns form on your website. This simple hand-off can streamline interactions and free up reps for more complex issues.

The role of chatbots in customer service is evolving quickly. In this section, we’ll look at the key trends driving that change — from smarter AI to more intuitive design tools.

Traditional chatbots follow predefined scripts, which can make it hard for customers to get they answers they need. Agentic AI works differently. It understands what people are asking, responds in real time, and adapts just like a helpful service rep would. That means quicker help, fewer frustrations, and better experiences all around.

Omnichannel chatbots are on the rise as businesses look to deliver consistent support across web, mobile, messaging, and voice. Connected data and AI make it possible for users to engage on any customer service channel and still get a seamless, personalized experience without starting over each time.

Instead of only waiting for a customer to initiate a chat, a common trend is to use simple rules to trigger an interaction. For example, a chatbot window can be programmed to automatically pop up with a scripted message if a user spends more than 60 seconds on a specific page, like checkout or support.

More platforms now offer low-code tools to help teams build and customize bots quickly, without needing deep technical expertise.

Despite these advancements, customer service is evolving beyond traditional chatbots. Many companies are now using AI agents — like Agentforce — that can take action, access backend systems, and handle more complex issues — all within the trusted guardrails your business has set. These AI agents are built to work alongside human teams, enabling smooth handoffs with full context and conversation history. It’s a shift toward a more intelligent, collaborative service model that’s designed to meet the growing expectations of today’s customers.

The key difference is that chatbots are primarily designed to answer questions, while AI agents are built to take action. A traditional chatbot excels at handling common, repetitive inquiries with scripted responses, like answering an FAQ or checking an order status. In contrast, an AI agent can access backend systems, understand complex intent, and automate multi-step processes to solve problems autonomously. For a deeper dive into their different capabilities, you can explore a full comparison of AI agents vs. chatbots.

The choice between a chatbot and an AI agent depends on your business needs. Chatbots are excellent for automating responses to common, high-volume inquiries and freeing up customer service reps for more complex work.

However, the future of service is moving toward a more intelligent, collaborative model. AI agents like Agentforce are built to work alongside customer service teams, enabling smooth handoffs with full context and conversation history. This shift is designed to meet the growing expectations of today's customers for smarter, faster, more proactive support.

Salesforce makes it easy to scale AI for customer service, giving you the flexibility to meet customers where they are and grow your capabilities as your business evolves. You might start with chatbots to handle common questions or help customers complete simple tasks like checking order status. But as customer expectations grow and service becomes more complex, that’s where Salesforce truly stands out.

AI agents, powered by Agentforce take service to the next level by managing higher-value interactions. They can analyze customer issues using real-time context, automatically suggest or resolve cases, proactively reach out to customers at risk of churn, and even make personalized product or service recommendations. AI agents can also detect customer sentiment, escalating critical situations to a live agent when needed.

At the core is Service Cloud — the trusted platform that unifies your customer data, channels, and workflows in a single, connected system. It ensures every interaction is seamless, consistent, and informed, no matter how or where it begins. With Salesforce, you can deliver intelligent, personalized service experiences that scale effortlessly, whether you're supporting high-volume contact centers or navigating complex, multi-step journeys.