Renew Aircon Maintenance Contracts on WhatsApp
This recipe renews servicing contracts in the chat. When a customer replies to your renewal broadcast, or asks when their contract ends, AeroChat reads their contract from your field service software, offers the renewal price, sends a payment link and books the first visit of the new term. Part of the aircon and home service workflows.
What happens today
Contracts end quietly. The office means to message each customer a month before, but the hot season arrives and nobody has time. A customer notices the technician has not come for five months, messages to ask, and is told the contract ended in March. Some renew. Some find a cheaper company that week.
Contracts are your steadiest income, and most of the work of renewing them is the same few messages.
The flow that works
- Each month, you send a WhatsApp broadcast to customers whose contract ends in the next month. AeroChat does not send it on its own. You choose the list, for example from the contracts your field service software shows as ending, and send it.
- When a customer replies, AeroChat finds their contract in your field service software by phone number, and confirms the units, the visits per year and the end date.
- It offers the renewal price from your price list, and any renewal offer you have set, such as a price held for customers who renew before the end date.
- If they want to add or remove units, it recalculates from the price list.
- It sends a payment link. When it is paid, it records the renewal on the contract and books the first visit of the new term from your schedule.
Customers who ask “when is my next service?” at any time get the answer from the same contract, and an offer to book it.
The recipe
Copy this into AeroChat
When a customer asks about their maintenance contract or replies to our renewal message, follow these steps.
- Find their maintenance contract, set up as a recurring job or service plan in our field service system, by the phone number they are messaging from. If there is no match, ask for the name and address on the contract.
- Confirm the address, the number of units, how many visits a year, and the end date.
- If they ask when their next service is, give the date of the next scheduled visit. If it is not booked yet, offer up to three windows from our field service system for their zone.
- If they want to renew, quote the renewal price from our price list. Example: quarterly servicing, 4 visits a year, US$150 per wall-mounted unit per year (example price, use ours). If they renew before the end date, the price stays at their current rate (example offer).
- If they want to add or remove units, recalculate from the price list and show the new total.
- Send a payment link for the total. When it is paid, record the renewal on their contract in our field service system with the new start and end dates and the amount paid, and send a confirmation.
- Offer up to three windows for the first visit of the new term and book the one they choose.
Only quote prices and offers from our price list. Never give a discount that is not on it. For commercial contracts, or more than 10 units, say our office will prepare a quote and hand the conversation over. Reply in the customer’s language.
Change the contract types, prices and renewal offer to your own before you paste it.
What to connect
- Your field service software. The contract lives there as a recurring job or service plan, with the customer, units, visits a year, start and end dates. ServiceM8, Jobber or Housecall Pro connect through their APIs. In ServiceM8, create an API key in its settings. In Housecall Pro, generate an API key from its app store (API keys are on its MAX plan). For Jobber, sign in and approve the access. It is the same connection as the service booking recipe.
- Your price list. Contract prices and renewal offers in the knowledge base, with end dates for any offer.
- Running a small team from a contracts Sheet and Google Calendar? Connect your Google account when AeroChat asks, and approve the access. Keep one row per contract with the customer, phone, address, units, visits a year, start and end dates, amount paid, and the next visit date.
- Payments and broadcasts. Airwallex is built in for the payment link. If you already use HitPay or Stripe, both connect through their APIs with your API key. Payment links and WhatsApp broadcasts are included from the Growth plan.
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
- Your contract types and prices.
- Whether you hold the price for customers who renew early.
- When and to whom you send the renewal broadcast.
- Which contracts are quoted by your office instead, such as commercial ones.
AeroChat quotes only the prices and offers you list, and books only windows your schedule shows as free.
The result to expect
Renewals happen in the same conversation as the reminder, paid by link, with the first visit booked. Fewer contracts lapse because nobody had time to chase them, and customers always know when their next service is.
Measure it with your own numbers: the share of contracts renewed before they end, for a quarter before and after you start.
Next: urgent breakdown handover. See also payment link.
Renew your next contract in chat
Set up a test contract for your own number in your field service software, paste the recipe, and reply “want to renew” from that number.
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On Shopify? Install AeroChat from the Shopify App Store.