Send Floor Plans and Property Documents on WhatsApp
This recipe sends the documents buyers and tenants ask for on WhatsApp, Instagram or Messenger: floor plans, brochures, site plans, photos and the checklist of what a tenant needs for an application. It picks the right file for the right listing from your real estate CRM or agency software, and holds back anything that should only go to a confirmed party. Part of the property agent workflows.
What happens today
“Can you send the floor plan?” arrives on almost every listing. So does “do you have the brochure for the new development?” and “what documents do you need from me for the rental?”. You search your phone gallery or a shared drive between viewings, send the plan for the wrong unit, and send the right one an hour later.
None of it needs your judgment. All of it needs your phone.
The flow that works
- The buyer or tenant asks for a document. AeroChat works out which listing and which document from the conversation.
- It looks up the link on the listing in your CRM, or the file in the knowledge base, and sends it with one line saying what it is.
- For a rental application, it sends your checklist of what the tenant needs to prepare, from the knowledge base.
- For documents you have marked as restricted, such as a draft tenancy agreement or the owner’s title details, it does not send them. It tells the person you will send them directly and notifies you.
- It notes on the lead in your CRM what was sent, so you know how far along the buyer is.
The recipe never asks for, or accepts, identity documents in the chat. Those go to you through the channel you use for them.
The recipe
Copy this into AeroChat
When someone asks for a document about one of our listings, follow these steps.
- Work out which listing they mean from the conversation or our CRM. If it is unclear, ask.
- For a floor plan, photos, site plan or brochure, send the link from that listing in our CRM, with one line saying what it is. If there is no link for that document, say I will send it and notify me.
- If they ask what they need for a rental application, send our tenant application checklist from the knowledge base.
- If they ask for a draft tenancy agreement, a purchase contract, the owner’s details or any document marked restricted on the listing, do not send it. Say I will send it to them directly once we have confirmed the next step, and notify me with their name and the listing.
- Add a note to their lead in our CRM saying which documents were sent.
Do not ask for or accept passports, identity cards, payslips or bank statements in this chat. If they send one, thank them, say I will contact them about documents directly, and notify me. Only send files that are on the listing in our CRM or in the knowledge base. Reply in the customer’s language.
Change the list of restricted documents and the checklist to your own before you paste it.
What to connect
- Your real estate CRM or agency software. Keep the link to each document on the listing: floor plan, photos, site plan and brochure. Agency software such as Rex holds listings, and Follow Up Boss or HubSpot hold the leads. They connect through their APIs. In Follow Up Boss, copy your API key from Admin, then API. In HubSpot, a super admin creates a private app and copies its access token. In Rex, set up a user for AeroChat. Paste it in when AeroChat asks.
- Your knowledge base. Upload your tenant application checklist and any general documents, such as a buyer’s guide to the process.
- Your leads. The same CRM as the listing enquiries recipe.
If you are a solo agent who keeps listings in a Google Sheet, connect your Google account and approve the access, and AeroChat reads the document links from your Sheet instead.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- Which documents are free to send and which are restricted.
- What goes in your tenant application checklist.
- How you collect identity and income documents, outside this chat.
- Whether developer brochures for new developments can be shared before a viewing.
AeroChat sends only the files you have listed. It does not create or edit documents.
The result to expect
Buyers get the floor plan in the same minute they ask for it, for the right listing, at any hour. Tenants know what to prepare before the viewing, so applications move faster. You stop sending files from your phone gallery between appointments.
Measure it with your own numbers: how many document requests you answer by hand in a week, before and after you start.
Next: rental and tenant questions and agent handover.
Stop sending floor plans by hand
Add your floor plan links to your listings, paste the recipe, and ask for the floor plan of one of your own listings.
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On Shopify? Install AeroChat from the Shopify App Store.