An AI agent on WhatsApp collects room sizes, sun exposure, wall photos and piping details from homeowners, picks a unit capacity from the company's sizing table and sends a price range. It then books a site survey and opens a CRM deal.
Typical results
24/7
Inquiry handling on WhatsApp, including weekends
≈8 hrs/wk
Sales time saved on collecting room details
≈20%
More inquiries reaching a site survey
Figures reflect typical results for this kind of automation.
The challenge
Homeowners asking about a new air conditioner want a price first, but sales staff need room sizes, sun exposure and the outdoor unit location before they can give one. Collecting those details takes several calls and messages, inquiries pile up in summer, and many homeowners book with whichever installer quotes first.
Before and after
Minutes from inquiry to booked site survey
−99%Messages per inquiry handled by sales staff
−83%Inquiries that reach a site survey
+20%The automation
A homeowner's WhatsApp message starts an AI agent that asks for each room's size and sun exposure, a photo of the wall and the planned outdoor unit spot, and whether old piping is already in place. The agent picks a unit capacity from the company's sizing table, sends a price range from the current price list and offers survey slots from the installers' Google Calendar. Each conversation becomes a CRM deal with the sizing notes, photos and survey attached.
How it works
- 01
Homeowner messages on WhatsApp
The first message starts the AI agent, which asks which rooms need cooling and the approximate size of each.
- 02
Sun, wall and piping details
The agent asks about sun exposure, requests photos of the wall and the outdoor unit spot, and checks whether old piping is in place.
- 03
Capacity from the sizing table
Room size and exposure are matched to the company's sizing table, and a price range comes from the current price list.
- 04
Survey slot booked
The homeowner picks a survey slot from the installers' Google Calendar, and the booking is confirmed on WhatsApp.
- 05
CRM deal with full notes
A CRM deal is created with sizing notes, photos and the survey time. Large or unusual jobs are assigned to a sales rep instead.
Starts from
- WhatsApp inquiries
- Wall and outdoor spot photos
- Sizing table and prices
Delivers
- Price range to homeowner
- Survey booked in calendar
- CRM deal with sizing notes
The impact
Most homeowners get a price range and a booked site survey in about five minutes, including evenings and weekends. Sales staff stop chasing basic details, surveyors arrive knowing the rooms and wall type, and about a fifth more summer inquiries reach a survey before a competitor replies.
Questions about this automation
How does the agent choose the unit capacity?
It uses the company's own sizing table, which maps room area, ceiling height and sun exposure to a capacity, so it never invents a figure. If details are missing or a room falls outside the table, it says the surveyor will confirm the size and gives a wider price range.
What systems does it connect to?
WhatsApp Business for the conversation, OpenAI for the agent, a Google Sheet holding the sizing table and price list, the installers' Google Calendar for survey slots and the CRM where deals are tracked. This is a multi-step build, usually rolled out in stages.
What happens with commercial or whole-house requests?
Requests for offices, ducted systems or more than four rooms are flagged as large jobs. The agent still collects the basic details and photos, tells the customer a sales rep will follow up, and the CRM deal is assigned to that rep with a same-day task.