Home and Business Services (window cleaning, repeat customers)

Home and Business Cleaning Services (window cleaning, repeat customers)

Home and Business Services (window cleaning, repeat customers)

We replaced the secretary's work with an AI agent on WhatsApp that books the next appointment, reschedules and reminds on its own — and only alerts the business owner when a person is truly needed.

WhatsApp Business API

Google Calendar

CRM

n8n

AI / Conversational Agent

Knowledge Base (RAG)

Challenge

The Challenge

The business owner runs a window-cleaning company with 10-15 regular customers per day, each of whom needs to be rebooked every two to three months. This entire operation ran manually on a full-time secretary: Google Calendar for dates, WhatsApp for messages, and a phone book where the address was crammed into the customer's name and the notes (what to do, how long it takes) were stuck in the notes field. The result — information scattered with no single source of truth, customers getting a response "whenever the secretary gets around to it" instead of right when the job is done, and management cost and time burned on the same repetitive work day after day instead of on growth.

Solution

The Solution

We built the client an AI secretary on top of the WhatsApp Business API that manages the entire repeat-customer journey end to end: the moment an employee finishes a cleaning, the system sends the customer a thank-you message and a request to book the next visit, holds a free-form conversation, checks availability in Google Calendar and books the appointment — even if the customer replies with a voice message. Before the appointment, staggered reminders run (one to two weeks before and one to two days before) with the option to confirm, cancel or reschedule, and the calendar updates according to the response. Underneath it all we set up a single source of truth: an organized CRM into which we migrated the customer data from the phone book and Google Calendar — address, work notes, treatment duration, return frequency and status — so the AI knows who to act on and when. And when a customer doesn't respond at all or asks for a representative, the alert goes to the business owner with full context, instead of the customer falling through the cracks.

Our Approach

AI secretary on WhatsApp for booking the repeat appointment — understands free-form requests, including incoming voice messages, and hands off to a representative when needed

Automated customer journey triggered when the cleaning is finished: a thank-you message and a request to book the next visit every two to three months

Staggered WhatsApp reminders (one to two weeks before + one to two days before) with confirm/cancel/reschedule options that update the calendar

Two-way integration with Google Calendar — real-time availability checking and appointment booking

Set up of an official WhatsApp Business API + an automation server (n8n and code) owned by the client

Set up of an organized CRM and migration of the customer data from the phone book and Google Calendar into a unified structure (address, notes, frequency, status)

Alert mechanism to the business owner for a customer who didn't respond or a case that requires a human touch

A central control-room switch that starts or stops the agent immediately

Continuous two-way synchronization of names, phone numbers, addresses and notes across WhatsApp, Chatwoot and the CRM

Technologies Used

WhatsApp Business APIGoogle CalendarCRMn8nAI / Conversational AgentKnowledge Base (RAG)

The service behind this project

AI Agents for Business

Results

The Results

Instead of a human secretary who books appointments "whenever she gets around to it," the business's customers now have a WhatsApp response that's available even outside working hours, and booking the repeat appointment opens automatically the moment the cleaning is finished — at the right time, not several days later. The reminders, reschedules and alerts run on their own, and the business owner is only involved in cases that genuinely require a person. At the same time, the information that had been scattered across the calendar, WhatsApp and the phone book was consolidated into a single CRM — a stable foundation to keep optimizing on. The goals defined with the client: a significant reduction in the cost of booking versus a full-time secretary, zero booking errors, and broad availability for the customer. (This is a closed project; the actual savings metrics have not yet been measured.)

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