WhatsApp Property Enquiries and Viewing Bookings
Buyers and tenants message agents on WhatsApp about a listing at all hours: is it still available, can pets stay, can I see it on Saturday. AeroChat answers from your listing details, asks the questions an agent would ask, books the viewing into the agent’s calendar and records the lead in your CRM, such as Follow Up Boss, Rex or HubSpot. The agent gets a qualified lead with a viewing already booked.
What happens today
An agent with twenty listings gets the same questions about each one, often late at night or while showing another property. The quick replies go to whoever messaged last, and the serious buyer from yesterday waits.
Leads from WhatsApp rarely reach the CRM. They live in the agent’s phone, so the agency has no record of who enquired, and the follow-up depends on one person’s memory.
How it runs on WhatsApp
- The enquiry arrives, often from a portal or an ad. AeroChat answers questions about the listing from your listing details: price, size, availability, pets, parking.
- It asks the qualifying questions: buying or renting, budget, move-in date, and whether they need financing or have a property to sell.
- It searches your CRM by phone number, or by email when no number is available, and creates or updates the contact.
- It reads the listing agent’s free times from their calendar and offers viewing slots.
- It books the viewing, adds it to the agent’s calendar and writes a note on the lead with the answers and the viewing time.
- Offers, negotiation and anything about contracts go straight to the listing agent, with the conversation summary attached.
The recipe
Copy this into AeroChat
When someone asks about one of our listings, follow these steps.
- Answer their question from the listing details. If they don’t say which listing, ask for the address or the listing link.
- Ask whether they want to buy or rent, their budget, their preferred move-in date and how many people will live there.
- Search our CRM for the contact by phone number. If there is no phone number, ask for their email. Create or update the contact and link them to the listing.
- Offer three viewing slots from the listing agent’s calendar in the next 5 days (example).
- Book the slot they choose, add it to the agent’s calendar, and confirm the address and the agent’s name.
- Add a note to the lead with their answers and the viewing time. Set the lead source to WhatsApp (example value).
- If they want to make an offer or ask about contract terms, hand the conversation to the listing agent.
Never promise a price reduction or that a unit is reserved for them. Reply in the customer’s language.
Change the qualifying questions and lead source value to the ones your agency uses before you paste it.
Connect the systems behind it
- Follow Up Boss: sends each enquiry in as a lead, so your lead routing and action plans run as they do for any other source.
- Rex: records the contact, the lead against the listing and a note of what was said.
- HubSpot: creates or updates the contact, adds the qualifying answers and creates a deal for serious buyers.
- Google Calendar: reads the agent’s free times and adds the viewing. Connect it by signing in with your Google account.
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 it costs on WhatsApp
An enquiry costs nothing. AeroChat’s replies inside the 24-hour window are service messages, free up to 1,000 a month per business phone number and charged per message after that. When a buyer comes from a click-to-WhatsApp ad, a free window of up to 7 days opens, which covers the back and forth before a viewing. Rates vary by country and are set in Meta’s rate cards. AeroChat passes Meta’s WhatsApp fees through at cost.
Also on Instagram, Messenger, TikTok and web chat
The same workflow runs on Instagram, Facebook Messenger, TikTok (direct messages and TikTok Shop buyer chat), Telegram, the chat on your website and email, with the same CRM and calendar connections. A lead from an Instagram listing post lands in the same CRM as one from WhatsApp.
Who uses it
See how it works for property agents, including viewing booking, listing enquiries and lead qualification.
Questions
Can buyers book a property viewing on WhatsApp?
Yes. AeroChat reads the listing agent’s free times, offers slots, books the one the buyer picks and adds it to the agent’s calendar with the buyer’s details.
Do WhatsApp enquiries reach our CRM?
Yes. Each enquiry is created or updated as a contact in Follow Up Boss, Rex or HubSpot, with the qualifying answers and the viewing time in a note.
Can I follow up with a lead after 24 hours on WhatsApp?
Only with an approved template, and the lead must have opted in. Inside the 24 hours after their last message you can reply freely. Replies are free up to 1,000 a month per business phone number, then charged per message.
Which AeroChat plan do I need?
Workflows via Skills are on every plan, Free included. Starter has 500 AI responses and 3 seats. Growth has 2,000 AI responses and 10 seats, with payment links and broadcasts. Advanced has 5,000 AI responses and 25 seats.
Book the viewing while the buyer is still interested
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On Shopify? Install AeroChat from the Shopify App Store.
Related: lead qualification on WhatsApp and lead capture into your CRM.