WhatsApp Test Drive and Vehicle Service Bookings
Car buyers message dealers on WhatsApp to ask about a model and book a test drive. Owners message workshops to book a service or ask when their car will be ready. AeroChat handles both conversations against your own systems. It checks free slots in Google Calendar, books the test drive or service, and records the customer, the vehicle and the request in HubSpot.
What happens today
Showroom enquiries arrive in the evening and at weekends, when sales staff are busy or off. A buyer who asked about a test drive on Friday night hears back on Monday, after visiting another dealer.
Service bookings come in by phone and WhatsApp, and the service advisor writes them into a diary by hand. The car’s registration and mileage are collected again at the counter because nobody wrote them down the first time.
How it runs on WhatsApp
- For a test drive, AeroChat answers questions about the model from your knowledge base and asks which model, which variant and when they would like to come.
- It reads free test drive slots from the showroom calendar and offers three times.
- It books the slot, then creates or updates the contact in HubSpot with the model of interest, a deal for the test drive and a note of the conversation. It asks for the buyer’s email when no phone number is available.
- For a service, it asks for the registration number, mileage and type of service, then reads free workshop slots and books one.
- It confirms the booking in the chat with the address, what to bring and how long it takes.
- Trade-in valuations, finance questions, repair quotes and complaints go to a sales consultant or service advisor, with the details already collected.
The recipe
Copy this into AeroChat
When someone asks for a test drive or a service booking, follow these steps.
- For a test drive, ask which model and variant, and their preferred day. Answer questions about the model from our knowledge base.
- Offer three free test drive slots from the showroom calendar. Each test drive is 45 minutes (example).
- Book the slot, then search HubSpot for the contact by phone number. If there is no phone number, ask for their email. Create or update the contact, create a deal named with the model, and add a note of what they asked.
- Ask them to bring their driving licence (example).
- For a service, ask for the registration number, current mileage and the service they need. Offer three free workshop slots and book the one they choose. Add the vehicle details to the booking.
- If they ask for a trade-in valuation, a finance quote, a repair price or want to complain, hand the conversation to a sales consultant or the service advisor.
Never quote a final price for a car or a repair. Reply in the customer’s language.
Change the slot lengths and handover rules to your own before you paste it.
Connect the systems behind it
- Google Calendar: reads free test drive and workshop slots and adds each booking. Connect it by signing in with your Google account.
- HubSpot: creates or updates the contact, opens a deal for the test drive and adds a note of the conversation.
- Google Sheets: if your demo car list or service menu sits in a Sheet, AeroChat reads it to answer which cars are available and what a service includes.
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
A customer’s message is free. 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. Buyers who tap a click-to-WhatsApp ad for a model get a free window of up to 7 days. A “your car is ready” message sent outside the window is a utility template, charged per message. 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 calendar and HubSpot connections. A buyer who asks on your website chat lands in the same HubSpot pipeline as one on WhatsApp.
Who uses it
Car and motorcycle dealers, used car showrooms, and workshops and service centres that take bookings by message.
Questions
Can buyers book a test drive on WhatsApp?
Yes. AeroChat offers free slots from your showroom calendar, books the one the buyer picks and records the buyer and the model in HubSpot so a consultant can follow up.
Can customers book a car service on WhatsApp?
Yes. It collects the registration number, mileage and service type, books a workshop slot and confirms it in the chat. Repair quotes go to your service advisor.
Can we tell customers on WhatsApp when their car is ready?
Yes, with an approved template sent to customers who opted in, because the message usually goes out more than 24 hours after their last message. It is a utility template, charged per message. When the customer replies, AeroChat handles the conversation.
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 test drive on Friday night, not Monday
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On Shopify? Install AeroChat from the Shopify App Store.
Related: lead qualification on WhatsApp and quote requests.