WhatsApp Voice Notes Turned Into Bookings and Records
Many customers would rather speak than type, so a lot of WhatsApp requests arrive as voice notes. AeroChat transcribes every voice note automatically, works out what the customer wants, and handles it like a typed message: it checks your calendar, books the job in Google Calendar, Jobber or ServiceM8, updates the contact in HubSpot and keeps the transcript on the record.
What happens today
A voice note means someone has to stop, put on headphones and listen. Notes that arrive while staff are busy wait, and long ones get listened to twice.
The details in the note, such as the address, the problem and the preferred time, are typed into the booking system by hand, and the original note stays in the phone.
How it runs on WhatsApp
- A customer sends a voice note, in any language.
- AeroChat transcribes it automatically.
- It reads the request from the transcript: what they need, where and when.
- It checks your schedule in Google Calendar, Jobber or ServiceM8 for free slots, and asks about anything the note left out.
- It books the job and adds the transcript and a summary to the contact or job record.
- It replies in the chat to confirm. If the note is unclear or needs a person, it hands over to your team with the transcript, so they do not have to listen to it.
The recipe
Copy this into AeroChat
When a customer sends a voice note on WhatsApp, follow these steps.
- Use the transcript to work out what they want. If you are not sure, repeat back what you understood and ask them to confirm.
- If they want to book a service, check the Jobs calendar (example) in Google Calendar for free 2-hour slots (example) in the next five working days.
- Ask for anything missing: their address, the unit or appliance (example), and a time that suits them.
- Book the slot with their name, phone number, address and the transcript in the event description.
- Find or create the contact in HubSpot and add a note with the transcript and a one-line summary.
- Confirm the booking in writing in the chat. If the note mentions a leak, smoke or a safety issue (example), hand the conversation to the duty technician.
Answer in writing, in the same language they spoke. Reply in the customer’s language.
Replace the calendar, slot length and urgent keywords with your own.
Connect the systems behind it
- Google Calendar: shows free slots and holds the booking made from the voice note.
- Jobber: creates the job or request with the transcript in the notes.
- ServiceM8: books the job for your field team from what the customer said.
- HubSpot: keeps the transcript and summary on the contact record.
- Google Sheets: logs each voice request if you track work in a sheet.
Transcription is built into AeroChat’s WhatsApp channel. Google Calendar and Google Sheets connect by signing in with a 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
Voice notes from customers are free to receive, like any customer message. AeroChat’s replies within the 24-hour customer service window are service messages, free up to 1,000 a month per business phone number and then charged per message. Rates vary by country and are set in Meta’s rate cards. AeroChat passes Meta’s WhatsApp fees through at cost. Because AeroChat asks only for what the note left out, the booking usually needs fewer replies, which now saves money.
Also on Instagram, Messenger, TikTok and web chat
Voice messages on other channels are handled with the same recipe and connections where the channel supports them. 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 connections behind it. You describe it once and switch on the channels you use.
Who uses it
Businesses whose customers are often on the move send the most voice notes, such as aircon and home services, property agents, restaurants and caterers and hair and beauty salons.
Questions
Can a WhatsApp chatbot understand voice notes?
AeroChat transcribes WhatsApp voice notes automatically and then handles the request like a typed message, in the customer’s language.
Does AeroChat reply with a voice note?
It replies in writing in the chat, so the customer has the booking details to refer back to.
Do voice notes cost more on WhatsApp?
No. Messages customers send, including voice notes, are free. Your replies are priced by category: service replies within 24 hours are free up to 1,000 a month per business number, then charged per message.
Which plan do I need?
Workflows via Skills are on every plan, Free included. Starter gives 500 AI responses and 3 seats. Growth gives 2,000 AI responses and 10 seats, and adds payment links and broadcasts. Advanced gives 5,000 AI responses and 25 seats.
Let customers book by voice note
Connect your number and your calendar, paste the recipe, and send your business a voice note to test it.
Start your 7-day free trial. No credit card needed.
On Shopify? Install AeroChat from the Shopify App Store.
Related: customer service from your own records and home and field service bookings.