About this case study: it is based on a business typical of the ones we work with, not a named client, and every number comes from the assumptions at the end of the page. Swap in your own and the sums still work.
The problem
About 500 service visits are due each month. Each one needs a call to agree a date, and often a second call the day before.
Contracts expire quietly because nobody tracks renewal dates, and the customer goes to a cheaper competitor.
What we build
- 1
Customers pick the visit date
When a visit is due, the customer gets a WhatsApp message with open slots in their area, in Tamil or English.
- 2
Day-before reminder
A reminder with the technician's name and a reschedule option.
- 3
Job sheet on the phone
Technicians see the day's jobs in route order and mark them done with a photo.
- 4
Renewals on time
30 and 7 days before expiry, the customer gets a renewal message with a payment link.
Before and after
| Step | Before | After |
|---|---|---|
| Fixing a visit date | About 6 minutes of calls | Customer picks a slot |
| Day-before call | About 2 minutes | Automatic reminder |
| Renewal follow-up | Often missed | Automatic at 30 and 7 days |
Where a person stays in control
Chemical choice and safety advice stay with supervisors. Complaints always go to a person.
Running cost
Roughly ₹5,000–8,000 a month for messages, hosting and payment links.
Tools
- WhatsApp Business API
- Google Sheets or field service app
- Razorpay payment links
- n8n
How the numbers work
- 500 visits a month × 8 minutes of calls (fixing a date and the reminder) ≈ 67 hours.
- 125 renewals a month × 10 minutes of follow-up ≈ 21 hours.
- Daily job sheets and updates: about 22 hours a month.
- Office time costed at ₹300 an hour: 110 × ₹300 = ₹33,000.
Estimates, not promises. Use the savings calculator with your own hours and costs.
Want this for your business?
A free 30-minute call is enough to tell whether it fits, what it would take and what it would cost.