Aircond service booking on WhatsApp works best as a short routine: an AI assistant collects the unit type, number of units, service needed and area, sends your price list, and records the request; your team confirms the technician slot and adds it to Google Calendar. A day-before reminder, a utility message at an assumed RM0.06, keeps the job on track, and a service-due reminder brings the customer back.
RM0.35 and RM0.06 in this article and its supplied illustrations are planning assumptions, not verified current Meta quotations. Gupshup's October announcement describes 1,000 free service replies per business phone number per month, then eligible service charges from 1 October 2026. Utility templates do not use that allowance. Inbound messages and qualifying 72-hour free entry point messages remain exempt. Confirm the recipient market, applicable rate card, free allowance and provider fees before budgeting. Figures below exclude tax and any unlisted costs.
Examples show a proposed workflow, not a guarantee that every account or plan supports it. Ask our team to confirm the channel, integration, permissions and delivery method for your setup. Staff-group notifications and group assistants require separate eligibility and integration checks; a standard one-to-one WhatsApp API account should not be assumed to access every existing staff group. Use approved individual notifications or a staff dashboard if group delivery is unavailable. Test the workflow and human handover before use.
- Collect five details before quoting: number of units, unit type, horsepower, service type and area.
- Send a clear price list with 'final price after inspection' for repairs and gas top-ups.
- The AI records requests; your team confirms slots and keeps Google Calendar up to date.
- Group jobs by area in Google Sheets so technicians spend less time in traffic.
- Daikin Malaysia's guidance: professional servicing at least once a year, filters cleaned every two weeks or at least monthly.
- Service-due reminders need the customer's agreement and may be charged as marketing (≈RM0.35) by Meta.
Why do aircond servicing businesses lose bookings on WhatsApp?
The job is usually lost before the first quote goes out.
An aircond enquiry looks simple ("how much to service?") but it cannot be quoted without details. How many units? Wall-mounted, cassette or ceiling? What horsepower? General service or chemical wash? Which area? When the owner is on a ladder at another job, those questions wait until evening, and by then the customer may have booked someone who replied first.
From what servicing businesses tell us (an observation, not a survey), bookings slip for three reasons:
- Slow first reply while the team is out on jobs.
- Too many back-and-forth messages to get the details needed for a price.
- No follow-up after the service, so the customer searches again next time instead of coming back.
An aircond service booking WhatsApp assistant fixes the first two at once: it replies within seconds, asks the questions in a set order and records the answers for your team.
What details should you collect before quoting an aircond service?
Train the AI to ask for five things, in this order, and to accept a photo of the unit or its model label if the customer is not sure:
- Number of units (and whether they are in the same house or office).
- Unit type: wall-mounted, cassette, ceiling exposed or other.
- Horsepower (1.0HP, 1.5HP, 2.0HP and so on).
- Service needed: general service, chemical wash, gas top-up, repair or installation.
- Area and preferred day (morning or afternoon).
With those details, the assistant can send your price list. Keep repair and gas top-up prices as "from RMxx, final price after inspection", because the technician needs to check the unit first.
| Service (wall-mounted, example) | Example price per unit | What the bot should say |
|---|---|---|
| General service | RM80–RM120 | Fixed price from your list |
| Chemical wash | RM150–RM250 | Fixed price from your list |
| Gas top-up | From RM100 | "Final price after the technician checks" |
| Repair (leaking, not cold, error code) | Inspection fee from your list | Hand over to a technician |
These prices are examples only. Use your own price list; the bot quotes only what you give it.
How does aircond service booking on WhatsApp work step by step?
Here is the routine we set up for servicing businesses with ChatsHero on the official WhatsApp Business API:
- Customer messages any time. The AI assistant replies at once in English, Bahasa Melayu or Chinese.
- AI collects the details and sends the price. Units, type, horsepower, service, area and preferred day, plus your price list.
- AI records the request in Google Sheets and asks for the address and a contact name for the visit.
- Your team confirms the slot. You check which technician is in that area and confirm the time. The booking is added to Google Calendar, and your team keeps the calendar up to date.
- Day-before reminder with date, time window and what to prepare (clear space under the unit, parking or guardhouse access).
- Service-due reminder later, only if the customer agreed to receive one.
What the conversation looks like
An illustrative chat, from a night-time enquiry to the day-before reminder:
How do you schedule technicians by area with WhatsApp and Google Sheets?
Travel time is where servicing businesses quietly lose money. When every request lands in one Google Sheet with an area column, your supervisor can sort Saturday's jobs by area and give Team A the Klang and Shah Alam jobs and Team B the Subang jobs, instead of criss-crossing the Klang Valley.
ChatsHero records each request, and your team marks the status as it changes: requested, confirmed, done, or needs a technician's call. A daily report to your team's WhatsApp group lists tomorrow's confirmed jobs and any requests still waiting for a slot, so nothing sits unanswered overnight.
- One job listEvery WhatsApp request in one sheet, sortable by area and day.
- Clear ownerAuto-assign sends each chat to the right coordinator or technician.
- Morning briefA daily report in the team group: confirmed jobs and pending requests.
How often should customers service their aircond?
Use manufacturer guidance as your baseline and adjust with the customer. Daikin Malaysia advises that an air conditioner should be serviced by an expert at least once a year, and that air filters are best cleaned every two weeks, or at least once a month.
Units that run long hours, such as in a shop, a bedroom used every night or a dusty roadside home, may need servicing more often. Agree the interval with each customer at the end of the job (for example, "every 6 months" for a unit that runs daily) and record it in the sheet. Your service-due reminder then follows what the customer agreed, not a generic schedule.
Don't scare customers into servicing. Avoid unsupported claims like "cuts your bill by half". Explain what a service includes and let the customer decide.
How do you send an aircond servicing reminder without being spammy?
Ask first. At the end of the booking chat, the assistant can ask: "Would you like a reminder when your next service is due? Reply 1 for yes or 2 for no." The answer is recorded in Google Sheets, and your team only includes the "yes" customers in the monthly reminder broadcast. This follows Meta's opt-in rules and Malaysia's Personal Data Protection Act, which also covers the addresses and home photos you collect.
Budget for the right message category. Meta decides a template's category from its content. A day-before reminder for a job the customer booked is typically utility (an assumed RM0.06 in Malaysia). A "time for your next service, book now" message is often treated as marketing (an assumed RM0.35). Check the category WhatsApp Manager assigns.
| Example month | Messages | Rate used | Meta fees |
|---|---|---|---|
| Service-due reminders (marketing) | 300 | RM0.35 | 300 × RM0.35 = RM105 |
| Day-before job reminders (utility) | 120 | RM0.06 | 120 × RM0.06 = RM7.20 |
These volumes are examples. Rates are set by Meta, billed to your own WhatsApp account and may change (Meta pricing). From 1 October 2026, eligible service replies above the monthly 1,000-message allowance per phone number inside the customer-service window are also charged per message using an illustrative utility-rate assumption (summary of the change).
Which aircond questions should the bot hand over to a technician?
The assistant is good at the repeatable part: details, prices, areas and bookings. It should not diagnose faults. Set clear handover rules when you train it:
- Faults and repairs: water leaking, not cold, strange noise, error codes, tripping power.
- Warranty questions: which brand or dealer covers what.
- Commercial or large jobs: offices, shops and anything above your usual unit count.
- Complaints about a previous job.
When a rule is triggered, ChatsHero sends a "Human Agent Needed" alert to your team's WhatsApp group so a technician or coordinator can reply. The customer gets an honest message: "A technician will check your case and reply shortly."
What does an aircond service booking WhatsApp system cost?
Two separate costs: your ChatsHero plan (AI assistant, broadcasts, Google Sheets and Calendar records; see our pricing page), and Meta's per-message fees billed to your own WhatsApp account, as shown above.
Set-up is conversational. In ChatsHero's Plan and Build modes, paste your price list, list your service areas and working days, record a voice note explaining your handover rules, and the AI builds the assistant. No prompt writing. Start with one service type, such as general service, check a week of chats and records, then add chemical wash and repairs.
Want to know more about the team behind it? Visit our about page, or read other home services guides on the ChatsHero blog.
Want to see how this looks with your own business? WhatsApp us and chat with the ChatsHero AI.
Frequently Asked Questions
How does aircond service booking on WhatsApp work?
The customer messages your WhatsApp number. An AI assistant collects the number of units, unit type, horsepower, service and area, sends your price list and records the request in Google Sheets. Your team confirms the technician slot, and a reminder goes out the day before.
How often should an aircond be serviced?
Daikin Malaysia advises professional servicing at least once a year and cleaning the filters every two weeks, or at least monthly. Units that run long hours may need more frequent servicing; agree the interval with each customer.
Can the WhatsApp bot give an exact price for repairs?
It should not. The bot can share your inspection fee and 'from' prices, but faults such as leaking or not cooling should be handed to a technician, who gives the final price after checking.
Can the chatbot see my technicians' free slots?
Set it up so your team confirms slots. The AI records the customer's preferred day and area; your team checks the schedule, confirms, and bookings are added to Google Calendar, which your team keeps up to date.
Do I need permission to send service-due reminders?
Yes. Ask the customer whether they want a reminder, record the answer, and only include those who said yes. This fits Meta's opt-in rules and Malaysia's PDPA.
How much do WhatsApp aircond reminders cost?
A day-before job reminder is typically utility, an assumed RM0.06 in Malaysia. A 'time for your next service' message is often marketing, an assumed RM0.35. Meta bills these to your own WhatsApp account; your ChatsHero plan is separate.