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Booking Automation / WhatsApp

Tour Booking Chatbot (WhatsApp + n8n)

24/7 WhatsApp support and bookings, with the price calculated by the business rules: boat, season, experience, duration and guests.

Project type
Booking Automation / WhatsApp
Status
Live

Tourism / WhatsApp + n8n

Booking engine

Every variable in its place.

01 / Experience
Private tour
02 / Boat
Subject to availability
03 / Duration and guests
Booking details

Price calculated with the business rules

Illustrative outline of the process
With the business rules
Price calculated
Deterministic rules (no guesswork)
Aggregation window
15s
Prevents duplicate replies
Supported languages
4
ES/EN/FR/CA in this project

01 / Problem

Tour and experience companies lose revenue when users ask for price and availability and don’t get an immediate answer. The real challenge isn’t “chatting well” — it’s computing the correct price every time, because it changes by boat, season, experience, duration and number of guests.

02 / Solution

How we solved it

We designed this system as a reliable agent: instead of throwing a spreadsheet into a prompt, we turned pricing rules into deterministic tools (code) and used AI only to understand intent, collect variables, and drive the conversation.

Flow

  1. 01

    Receives a WhatsApp message (text or voice)

  2. 02

    Normalizes input and aggregates messages to avoid duplicate replies

  3. 03

    Agent guides the flow and collects required variables

  4. 04

    Deterministic tools: season check, duration listing, price calculation

  5. 05

    Final response is “humanized” and split into WhatsApp-friendly chunks

Architecture (high-level)

  1. WhatsApp (text or voice)
  2. Message aggregation
  3. AI agent: intent and variables
  4. Deterministic tools: season, durations and price
  5. Reply in parts on WhatsApp

The system also

  • Leads and conversation logged in a spreadsheet
  • Logs

Workstreams

Zero-guess pricing (deterministic)

Pricing must be exact. Rules become code and the agent only answers when all required variables are present.

  • Variables: boat, season, experience, duration, guests
  • Validation: only allows durations that truly exist
  • The price is calculated by code, not by the AI

Robust message pipeline

Fixes the classic WhatsApp issue: users send 3 messages and the bot replies 3 times.

  • Message aggregation with a wait window
  • Short-term context memory
  • Chunked delivery for better UX

Scalable architecture

Modular, step-based workflow with isolated tools — easy to adapt to other booking businesses.

  • Input: text + voice (transcription)
  • Tools: season / durations / pricing
  • Logs and lead capture

03 / Scope

What it does

  • 24/7 WhatsApp support (text and voice)
  • Understands intent: pricing, questions, booking, changes
  • Collects variables (experience, boat, date, guests, duration)
  • Validates duration availability for that experience/date
  • Calculates the price with the client’s rules, in code
  • Logs leads and conversation into a spreadsheet

04 / Impact

What it solves

Price quotes in seconds with deterministic pricing and a guided WhatsApp booking flow, reducing operational errors and first-contact manual workload.

Security and confidentiality

  • Conversation data can be minimized and stored with controls
  • Deterministic tools reduce hallucination risk for pricing
  • Separation of concerns: AI handles dialogue; code handles numbers

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