WhatsApp Enquiry to Invoice: A Worked Example

In this demo, Mei Ling asks for a quote to clean three aircons. Here's how chatavocado handles the booking and paperwork, with the owner checking the invoice before it goes out.

Avo Aircon is a fictional service business. Its example price is S$90 per wall unit, making this a S$270 job. The customer, prices, documents and dashboard figures are demo data.

Turn the enquiry into a quotation

Mei Ling asks how much a chemical wash costs for three aircons. In the video, chatavocado uses Avo Aircon's demonstration price list and prepares quotation QT00118: three wall units at S$90 each.

This works for a service with an agreed price. For a repair, your team may need photos or a site visit before quoting.

If the customer says “my aircon is leaking”, ask what is happening before offering a chemical wash. The same price list won't cover every enquiry.

For your own setup, supply the prices you use and what each service includes. Mark the jobs that need someone to inspect them or agree a price first.

Confirm the booking and create the job

Mei Ling accepts and asks whether the team can come today. The demonstration confirms a 3pm visit with Kelvin, then adds the booking to the job list. The agreed service and quotation stay with the customer record.

Your booking rules determine whether a slot can be offered. For example, a technician may be free at 3pm but unable to reach the customer's area in time. Include service areas and appointment lengths when you set up availability.

Kelvin needs the address and agreed work on his booking. He shouldn't have to search the sales conversation before leaving for the visit.

If your team schedules visits in Google Calendar, our WhatsApp appointment-booking guide explains that part of the setup. Keep the confirmed appointment connected to the job even when the calendar lives elsewhere.

Add the technician's notes and photos

After the visit, Kelvin sends a photo and a short update saying that he has washed all three units. The video shows service report SR00042 prepared for the job.

The video uses a short update. For a customer report, ask the technician to include the job reference, work done, checks completed and anything that still needs attention.

A photo won't tell your admin whether Kelvin checked the temperature after cleaning. If that belongs in the report, he needs to supply it.

Use our service-report template and worked example to decide which fields your customer needs. Check the draft before sending it, and record customer acknowledgement separately if your agreed process requires it.

Check the invoice before sending

The example carries the S$270 job into invoice INV00318. It waits for the owner to check it and choose “Approve and send”. That review is a visible step in the video.

Check the recipient, completed work, amount and any agreed changes. If the technician found additional work, confirm what the customer accepted before you bill for it. Don't let a change to a job silently rewrite an invoice you've already issued.

Keep these states clear when you look at the job:

• Prepared: the invoice is ready for your team to check.
• Sent: the customer has been sent the payment request.
• Paid: payment has been received and recorded against it.

The demonstration ends with the invoice sent. It does not show a payment. You still need to see which invoices remain unpaid when you review the business.

For a separate customer example, read how LinkTrade changed its invoice process.

Set up the same flow for your business

Use a recent job as your starting point. It will show where your process differs from the demo, such as a site visit before quoting or a deposit before booking.

Bring these five things to the setup:

1. Your price list, including what each service covers and which jobs need a separate quote.
2. Your booking rules: areas, appointment lengths, available staff and exceptions.
3. A sample quotation and invoice, with the customer and job fields your team uses.
4. Your technician's update format and the service report you give customers.
5. The person responsible for checking prices, handling changes and approving documents.

Before using it with customers, test a changed appointment and a job that needs extra work. Check that someone is asked to resolve missing details and approve any revised amount.

We use your documents and booking rules to set up chatavocado. See how enquiries, bookings and follow-ups fit together for home-service teams.