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
Each outlet takes about 40 bookings on weekend days by phone and Instagram. Managers keep a diary and call guests to confirm.
Feedback cards are collected but rarely read. Unhappy guests post a review instead.
What we build
- 1
Bookings in one place
Guests book on the website, Google or Instagram. All bookings land in one list per outlet.
- 2
Confirmations and reminders
Guests confirm on WhatsApp the morning of the booking. Cancelled tables go back on sale.
- 3
Feedback after the meal
Guests get a two-question feedback message. Low ratings reach the outlet manager straight away; happy guests get a review link.
Before and after
| Step | Before | After |
|---|---|---|
| Taking a booking | About 4 minutes on the phone | Guest books |
| Confirming bookings | Calls | WhatsApp confirm |
| Reading feedback | Paper cards | Low ratings sent to the manager |
Where a person stays in control
Managers reply to unhappy guests themselves. Automation only routes the feedback.
Running cost
Roughly ₹4,000–7,000 a month for the booking tool and messages.
Tools
- Table booking tool
- WhatsApp Business API
- Google Business Profile
- n8n
How the numbers work
- 4 outlets × 40 bookings on 9 weekend days ≈ 1,440 bookings a month; 4 minutes each by phone ≈ 96 hours; we assume half move to self-booking ≈ 48 hours.
- Confirmation calls: about 27 hours a month by hand.
- Manager time costed at ₹350 an hour: 75 × ₹350 = ₹26,250.
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.