What the customer sees
Just regular WhatsApp. For heat pumps: quick replies, buttons instead of lots of typing, and after about 3 minutes a first estimate and a suggested appointment. Other inquiries, such as repairs, get an instant reply too and are passed on to you in full.
MH
Muster Haustechnik
Digital assistant · replies instantly
Message
MH
Muster Haustechnik
Digital assistant · replies instantly
Message
MH
Muster Haustechnik
Digital assistant · replies instantly
Message
MH
Muster Haustechnik
Digital assistant · replies instantly
Message
What the owner sees
No new software. The summary arrives in the owner's own WhatsApp, and appointments are confirmed with one tap. After every job, the price ranges get more accurate.
For the office: everything in one place
Optional, in the browser: all inquiries, price setup and reports.
Inbox
Inbox
All inquiries from WhatsApp, website and phone in one place
This week: 14 inquiries
6 site visits saved
Avg. reply 2 min
Mr Becker
70599 Stuttgart · WhatsApp · replied after 1 minute
Rough heat load
9 to 11 kWRange given
€30,000 to €42,000Subsidy
46% · approx. €12,900
HouseDetached house, 150 m², built 1987, windows replaced 2015
HeatingGas condensing boiler, built 2003, 24 kW, working · 22,000 kWh/year
Heated byRadiators · hot water via the heating system
Ownershipowner-occupied · start within the next 6 months
AppointmentTue, 28 Oct, 10:00 (requested)
Heating
Rating plate
Boiler room
Radiator
Note for the visit: check the radiators on site (flow temperature). Customer asked how loud the outdoor unit is.
Chat history: 14 messages · Open history
Price setup
Your prices
Your prices are the basis for the ranges customers get up front. Start quickly and make them more precise over time. Nobody sees your prices except you.
1 · Quick
active · 5 minutesThree ranges for an air-source heat pump including installation, off the top of your head.
up to 8 kW
8 to 12 kW
12 to 16 kW
Above 16 kW: only after a site visit.
2 · Detailed
optional · 20 minutesYour package prices. The assistant uses them to work out the range for each house and can later write a draft quote.
Unit 10 kW (your standard)€14,500
Installation and commissioning€6,800
Hydraulics, storage tank, hydraulic balancing€5,900
Electrical connection, meter cabinet€2,400
Removal and disposal of the old system€1,200
Outdoor foundation: done by partner (landscaper)separate
Surcharges: cramped boiler room, radiator replacement, long pipe runsedit
3 · Smart
optional · uploadUpload old quotes. We pick out heat load, unit, house type and price and build your real ranges from them. Names are not stored.
Drag PDFs or Excel files here
or an export from your trade business software
42 quotes found, 15 of which became jobs. Your range for 8 to 12 kW: €32,000 to €38,000 instead of €30,000 to €42,000.
How your prices get more accurate over time
After every job, we briefly ask for the final price on WhatsApp.StartYour estimate · ±18%
With package pricescalculated per house · ±13%
With old quotessimilar jobs · ±9%
After 6 monthsyour own jobs, surcharges detected · ±6%
Example values for illustration. The real accuracy will show during testing.
Subsidy check in the draft quote: The assistant checks that every item the KfW subsidy requires is included, for example hydraulic balancing. In one in five of the quotes we checked, that exact item was missing.
For every inquiry
Every inquiry gets an instant reply
The full Vorab-Check with a price range comes first for heat pumps and heating replacement. Every other inquiry still gets handled, nothing is left waiting.
Heat pump, heating replacementfull Vorab-Check
Questions, photos and rating plate, rough heat load, price range based on your prices, subsidy, suggested appointment. You only drive out to serious customers.
Bathroom, repair, maintenance, othertake down and pass on
Instant reply, the key questions and photos, complete handover to you or the service team. No price range.
Emergencypassed on instantly
Heating breakdown or water damage: the customer gets your emergency number straight away, and you get a message instantly, even during quiet hours.
Roadmap
What comes next
A new area is only added once the previous one has been shown to save site visits. Everything from stage 2 onwards is planned and not built yet.
in testing now
1 · Heat pump
Vorab-Check with heat load, price range and KfW subsidy
planned
2 · Heating replacement in general
Gas condensing, hybrid, pellets: almost the same process
planned
3 · Bathroom renovation
Photos and measurements, range based on fittings, appointment to measure up
planned
4 · Service and repairs
Breakdowns and maintenance with real appointment booking in the calendar
later
5 · Subsidy application and grid registration
from the same data: prepare the KfW application and the registration with the grid operator
Rules for the assistant
Edge cases and how the assistant responds
Basic rule: when in doubt, the assistant asks or hands over to a person. It never guesses, never promises binding prices or subsidies, and sticks to the topic of heating.
| Situation | What the customer gets | What the owner or office gets |
|---|---|---|
| First contact | ||
| Heating has broken down | The emergency number right away, plus: “We've let our service team know.” No questionnaire. | Instant message, even during quiet hours |
| “I want to talk to a person” | “Sure, when would a callback suit you?” with three time slots. Works at any point in the chat. | Callback task with all details so far |
| Everything in one long message | Confirms what it already knows and only asks for the rest. | nothing special |
| Voice message | Understood, the reply comes as text. | Transcript in the chat history |
| Another language | Reply in the customer's language, e.g. English, Turkish, Polish. | Summary in German |
| Repair, maintenance, existing customer | Recognises the topic, no heat-pump questionnaire. Asks about the unit and the problem and passes it on. | Service team task |
| Missed call (later) | Automatic message: “We saw your call. Message us here, it's quicker.” | List of missed calls |
| Pre-screening | ||
| Outside the service area | Polite refusal, pointing to the local trade guild or chamber of crafts. | Only in the morning summary (C) |
| Tenant | Explains that the owner has to place the order, and provides a message to forward. | C, no appointment |
| Info only, later | Still gives an estimate, then: “May I get back to you in 3 months?” | Follow-up date set |
| “Too expensive” | Points out the KfW income bonus (up to 80% subsidy), friendly close, no pressure. | C with reason “price” |
| Large house, apartment building, heat pump doubtful | No range: “We'll plan that individually on site.” An appointment is still possible. | Flag “individual” |
| Details don't add up | One friendly follow-up question, e.g. whether part of the house is unheated. Otherwise a wider range. | Flag “check details” |
| Photos not possible | “No problem, we'll sort that out at the appointment.” The range gets wider. | B, owner decides on the appointment |
| Photo blurry or wrong | Asks for a new photo, with an example picture. | nothing |
| Appointment and process | ||
| Customer stops replying | Reminder after 24 hours, last message after 3 days, then no more messages. | B “incomplete” |
| Owner doesn't confirm | Customer knows right away by when the confirmation will come. | Reminder after 3 hrs, office after 6 hrs |
| Cancel or move an appointment | New time slots to choose from. | Change notice, calendar gets updated |
| Two customers want the same slot | Appointments only count once confirmed. The second customer gets new suggestions. | nothing special |
| Content and safety | ||
| Technical questions (noise, electricity price, subsidy) | Short answer, based only on information the business has provided. Otherwise: “Mr Krämer will answer that at the appointment.” | Question is added to the inquiry summary |
| “Do you guarantee the price?” | Never promises: “This is a non-binding estimate. You'll get the exact quote after the site visit.” | Note |
| Off-topic questions | Politely steers back to the topic. It's not a general-purpose chatbot, and WhatsApp's rules require that too. | nothing |
| Insults, spam, fake inquiries | No discussion, the chat is ended. | Goes to the spam folder, no alert |
| “Delete my data” | Confirmation that details and photos will be deleted. | Deletion with a log entry |
| Subsidy rules change | Uses the new values from the effective date. | Notice “Subsidy changed on …” |
| Assistant is unsure | Asks, or says: “I'll pass that on to Mr Krämer.” | Flag “please check” |
What the business sets up once
Name and logo
Shown as the display name and profile picture of the WhatsApp number. WhatsApp approves the name once.
Tone and contact person
Formal or informal address (German “Sie” or “du”), who comes to the appointment, sign-off.
Area and hours
Postcode area, site visit slots, emergency number, quiet hours.
Prices and info
Ranges, package prices, preferred units, answers to common questions.
Your honest opinion counts
This is a prototype, not a finished product yet. Would something like this help you? What's missing, what bothers you? Just reply to our message. Criticism helps us a lot too.