WhatsApp CRM for hotels
"Kal ka rate kya hai?" arrives at eleven at night, on the same number as the laundry complaint and the booking that already paid. SaarFlow answers the tariff question straight away — with your own rates — and hands the front office a guest who has already said their dates, their party size and which hotel they meant.
The first thing every guest asks is the one thing a bot cannot answer
Enquiries do not open with "tell me about your property". They open with what does it cost. A chatbot that replies "our team will share the exact quote" has told the guest nothing, and the guest is already asking the hotel next door — who answered in forty seconds because somebody happened to be awake.
SaarFlow holds your tariffs as data, per property and per room type, so the assistant quotes from your own rate card: "Hotel Benchmark Premier, Vijay Nagar — from ₹2,499 per night plus taxes. Which dates are you looking at?" It never invents a number, never offers a discount, and never confirms a room is free — availability stays with the desk.
Eight hotels, one number
A group runs one WhatsApp line for every property, so "show me the Vijay Nagar one" has to reach the right tariff and the right photographs. Each hotel carries its own rates, address, amenities and pictures, and the assistant picks by what the guest actually named.
What the guest sees, and what the desk gets
The guest asks
"Family ke liye 4 log, 20 December se 2 raat. Rate kya hai?" — typed in Hinglish, at night, from a Click-to-WhatsApp ad.
The assistant answers
The starting tariff for the right property, in the guest's own language, with the tax note you set — then one question back about dates. Photographs of that hotel if they ask to see it.
The desk receives
A lead with the dates, the guest count, the property and the occasion already filled in, in a pipeline that ends at Booked — not a chat somebody has to read from the top.
The part most hotels do not measure
Nobody is left waiting
SaarFlow counts the guests who wrote and never got an answer, with how long each has been waiting. It is an uncomfortable number and it is the one that pays for itself: on the first account we ran it, 233 people were waiting and 112 had been for over a week.
Banquets are not bookings
A marriage or an event enquiry is a different conversation with a different value. The assistant is told to treat it as one: take the date, the guest count and the occasion, and hand it to a person rather than quoting a room.
Your ads learn what worked
Click-to-WhatsApp bookings are reported back to Meta against your own ad account, so the spend optimises for guests who booked rather than chats that opened.
Before you hand over the number
Will it quote a rate we did not approve?
No. It can only say what you have entered as a tariff, and a "What the AI sees" button prints the exact list it is working from. A property you do not want quoted is switched off for the assistant in one click.
Can it confirm a room is available?
Deliberately not. Availability depends on your PMS and on today's walk-ins, so the assistant takes the dates and hands the enquiry to the desk rather than promising something that might already be sold.
Do we have to stop using WhatsApp on the phone?
No. Coexistence keeps the WhatsApp Business app working on the handset while the same number also runs in SaarFlow, so the front office carries on exactly as it does today.
Whose WhatsApp account is it?
Yours. The WhatsApp Business Account, the number and the conversations belong to the hotel, and Meta bills you directly for messages at Meta's own rate — SaarFlow adds no markup on them.
Benchmark Hotels run eight properties in Indore on one WhatsApp number. Virtual Coworks run coworking, virtual offices and brokered offices on another.