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WhatsApp assistant for heat pump installers

Every enquiry gets an answer. The site visit gets booked.

PolarAI is an AI assistant that replies to your customers on WhatsApp, day and night. It asks about the home, the current heating, the floor area and the town, then books the site visit in your calendar.

How many enquiries are you losing? Work it out in 1 minute.

To start: your main line of work

Calculate my lost enquiries (1 min)Try the demo

The demo runs right here on this page. You play the customer.

  • Answers only with your information
  • Never invents prices
  • Hands over to your team

The problem

Enquiries come in when you can't reply.

  • 10:12

    You're on a job.

    A customer writes at 10 a.m. You see it at the end of the day. By then they may have called another installer.

    Seen at 18:40 See how it handles this
  • 21:40

    It's 9 p.m.

    The enquiry comes in after dinner. It waits until tomorrow, and tomorrow there's another job.

    Waiting until tomorrow See how it handles this
  • +5 days

    The quote goes quiet.

    You sent the quote. Nobody followed up, and the customer never got back to you.

    No reply See how it handles this

How it works

From first message to booked site visit

  1. 1

    Tell us how you work.

    The areas you cover, the systems you install, when you do site visits. The assistant only uses that.

  2. 2

    The assistant answers for you.

    Day and night, on WhatsApp. It asks about the type of home, the current heating, the floor area and the town.

  3. 3

    The visit lands in your calendar.

    It books the site visit and follows up with customers who got a quote. When needed, it hands the conversation to someone on your team.

Prefer to watch? The 1-minute videoSubtitled, no sound needed · 1:04

Examples

Four conversations it handles for you

Example WhatsApp conversations between a customer and your assistant. Pick a situation, or let them play.

On a job

10:12. You're on a job. The assistant replies.

Customeronline Assistant
  1. Customer: Hello, I'd like a quote for a heat pump.
  2. Assistant: Hello! Of course. Is it for a house or a flat?
  3. Customer: A house, about 140 m², in Amersfoort.
  4. Assistant: Thanks. How do you heat it today?
  5. Customer: Electric radiators and a wood stove.
  6. Assistant: I can book a site visit. I have Thursday at 9:00 or Friday at 14:00.
  7. Customer: Thursday at 9 works.
Visit bookedThursday 9:00 · in your calendar

What it found out

Request
Quote for a heat pump
Home
House, about 140 m²
Town
Amersfoort
Heating today
Electric radiators and a wood stove
Site visit
Thursday 9:00

At 9 p.m.

21:40. The enquiry arrives after dinner.

Customeronline Assistant
  1. Customer: Good evening, my heat pump is making a lot of noise. Can someone come and look?
  2. Assistant: Good evening. Yes, I can book a visit. Is it the outdoor unit?
  3. Customer: Yes, since yesterday.
  4. Assistant: Thanks. Which town are you in?
  5. Customer: Zeist.
  6. Assistant: I have Monday at 9:00. Shall I book it?
  7. Customer: Yes please.
Visit bookedMonday 9:00

What it found out

Request
Noisy heat pump
Details
Outdoor unit, since yesterday
Town
Zeist
Site visit
Monday 9:00

Quiet quote

Five days after the quote. Nobody has called.

Customeronline Assistant
  1. Assistant: Good morning, Sarah. We sent your quote on Monday. Any questions?
  2. Customer: Yes. Does the price include removing the old boiler?
  3. Assistant: I don't have that information. I'm passing your question to Tom on the team, who will reply to you directly.
Handed to Tomwith the full conversation

What it found out

Follow-up
Quote sent on Monday
Question
Is removing the old boiler included?
Handed to
Tom, with the full conversation

Wants a person

The customer asks for a human.

Customeronline Assistant
  1. Customer: How much is a heat pump for 100 m²?
  2. Assistant: The price depends on the home and the system, so I can't give a figure without a visit. Shall I book one?
  3. Customer: I'd rather talk to someone.
  4. Assistant: Of course. I'm passing the conversation to the team now. They'll get back to you here.
Handed to the team

What it found out

Request
Price for 100 m²
Price given
None without a visit
Wants
To talk to a person
Handed to
Your team

How many enquiries do you lose when you can't reply? Work it out in 1 minute.

Calculate my lost enquiries (1 min)

Try it yourself

Play the customer. See what it asks.

Chat with the assistant right here. Ask for a heat pump and answer its questions. Or tell it you run an installation company and leave your details for Henrique.

Your roleYou're a homeowner near Utrecht. The assistant answers for Demo Heating, a made-up installer.

Things to try

PolarAI assistantDemo
Assistant: Hi! I'm the PolarAI assistant. You can test me as if you were a customer of a made-up installer, or leave your details so Henrique can get in touch. Which would you like?

The live chat needs JavaScript. You can write to [email protected] instead.

Automatic replies. Messages are sent to Anthropic (US) to write the replies. If you leave your details, we keep them and this conversation to contact you. Privacy

Its rules

What it does, and what it doesn't

It does

  • Answers only with the information you gave it.
  • Asks the questions you need before a visit.
  • Books the visit in your calendar.
  • Follows up on quotes you've sent.
  • Replies in the language the customer writes in.

It doesn't

  • Make up prices.
  • Promise lead times.
  • Guess. When it doesn't know, it hands over to a person at your company.
  • Insist. If the customer asks for a person, it hands over.

FAQ

Your questions

Who's behind it

Henrique Barbosa

PolarAI, Portugal

I build assistants that answer customers for small businesses.

Got a question? Write to me. I answer myself.

Email Henrique
What does it cost?

Prices aren't on the site yet. Write to Henrique at [email protected] and he'll tell you the price for your company.

Does it give my customers prices?

No. It says the price depends on the home and the system, and offers to book a site visit. It doesn't promise lead times either.

Can my customers still talk to a person?

Yes. When a customer asks for a person, it passes the conversation to your team, with everything said so far.

What happens when it doesn't know the answer?

It tells the customer it will check with the team and hands the conversation to your company, with everything said so far. It doesn't make up an answer.

What do I need to give it?

The areas you cover, the systems you install and when you do site visits. It answers only with that.

Does it answer at night and at weekends?

Yes, at any hour. It only books site visits at the times you choose.

Which languages does it speak?

It replies in the language the customer writes in, including French, Dutch, Norwegian and English.

Where is the data stored? What about GDPR?

Conversation data is stored on servers in the European Union (Hetzner). The assistant's replies are generated with Anthropic models. If you'd rather keep everything in Europe, it can run on Mistral AI, a French company. WhatsApp messages pass through Meta's servers, like any WhatsApp chat.

Free diagnosis

How many enquiries are you losing?

7 questions, 1 minute. You see straight away how many enquiries, and how much revenue, go to a faster competitor. Henrique then sends you a written diagnosis.

7 questions · 1 minute · instant result

Prefer email? Write to [email protected].

What is your main line of work?
How many new enquiries do you get per week?
How do customers contact you today?

Choose all that apply.

How quickly do you usually reply to a new enquiry?
When you're on a job or it's evening, who answers customers?
What is an average job worth?
How many people work in your company?
Where can Henrique reach you?

Leave an email or a phone number, at least one.

Try the demoCalculate my lost enquiries (1 min)