Take Direct Hotel Bookings on WhatsApp with Apaleo

By Alva Chew 5 min read Updated November 7, 2026

Yes. AeroChat books directly into Apaleo. It reads the rooms and rates Apaleo has free for the guest’s dates and creates the booking in Apaleo once the guest confirms, on WhatsApp, Instagram, web chat and every other channel.

This recipe turns “do you have a room?” into a confirmed booking in Apaleo, inside the same chat. Part of connecting Apaleo to WhatsApp and AI chat.

What happens today

Guests ask for rates on WhatsApp and wait for someone at the front desk to check Apaleo, type out the options and send a booking link. Questions that arrive at night get an answer the next morning. By then many guests have booked the same room on a travel site, and the hotel pays the commission.

The flow that works

  1. AeroChat asks for the arrival and departure dates and the number of adults and children.
  2. It reads the rooms and rates Apaleo has free for those dates, with the cancellation terms of each rate.
  3. It offers up to three options with the price per night and the total.
  4. It takes the guest’s name and email, repeats the full booking and asks the guest to confirm.
  5. Only after the guest says yes, it creates the booking in Apaleo and sends the booking number.

What it looks like on WhatsApp

Guest: Halo, ada kamar untuk 2 orang dewasa tanggal 20 sampai 22 Januari? (example)

AeroChat: Ada. Untuk 2 malam tersedia Superior Room IDR 980,000 per malam dengan pembatalan gratis sampai 17 Januari, atau Deluxe Balcony IDR 1,250,000 per malam. Mau yang mana?

Guest: Superior. Atas nama Budi Santoso, budi@example.com

AeroChat: Saya konfirmasi: Superior Room, 20 sampai 22 Januari, 2 dewasa, total IDR 1,960,000, pembatalan gratis sampai 17 Januari. Saya pesankan sekarang?

Guest: Ya.

AeroChat: Sudah dipesan. Nomor booking Anda PLMHXA-1.

In Apaleo: a new confirmed reservation for 20 to 22 January on the Superior rate, under Budi Santoso with his email. The guest wrote in Indonesian, so AeroChat replied in Indonesian.

The recipe

Copy this into AeroChat

When a guest asks about a room or a price, follow these steps.

  1. Ask for their arrival date, departure date, and how many adults and children are staying, with the children’s ages.
  2. Check Apaleo for the rooms and rates available on those dates.
  3. Offer up to three options. For each one give the room type, the price per night, the total for the stay and the cancellation terms.
  4. When they choose, ask for their full name and email.
  5. Repeat the room, the dates, the number of guests, the total and the cancellation terms, and ask: “Shall I book it?”
  6. Only when they say yes, create the booking in Apaleo with their name and email, and send the booking number.
  7. If the rate needs a deposit, send a payment link for the deposit amount (example: the first night) and tell the guest the booking is final once it is paid.

Only quote rooms, prices and terms from Apaleo. Never offer a discount. If nothing is free on their dates, offer the nearest dates that are. If they ask for a group of more than 4 rooms (example), collect the details and hand over to reservations. Reply in the guest’s language.

Change the deposit rule and the group size to your own before you paste it. To have a person approve every booking first, add: “Do not create the booking. Pass the details to reservations.”

What to connect

  • Apaleo. An account admin adds a custom app for AeroChat under Apps, then Connected apps, gives it access to your property with permission to read offers and create bookings, and copies the client ID and client secret. Paste them in when AeroChat asks.
  • Deposits, if you take them. AeroChat sends an Airwallex payment link in the same chat, on Growth and above. See booking deposits on WhatsApp.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Apaleo, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Apaleo’s public documentation, the checklist asks you to check it once against the current docs.

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 rates AeroChat may sell in chat, and whether it books or passes the booking to reservations.
  • When a deposit is needed, and how much.
  • Which requests always go to a person, such as groups or long stays.

The result to expect

Guests who ask for a room at any hour get real prices and a booking number in the same chat, and the booking is in Apaleo like any other. More of those guests book with you directly instead of on a travel site.

Measure it with your own numbers: direct bookings made from chat, and the time from first message to booking, for a month before and after.

Next: change bookings in chat. See also the hotel recipe for room availability questions.

Works on every chat channel

This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Apaleo connection behind it. See what each channel does on the Apaleo integration page.

Take your first booking in chat

Paste the recipe, add your Apaleo client ID and secret, and message your own number asking for a room next weekend.

Start your 7-day free trial. No credit card needed.

Sign up for an annual plan on Growth or above and we’ll set up your workflows and connect Apaleo for you, free. See plans.

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