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WhatsApp marketing for IT service providers.

With SmartChat, you send your customers via WhatsApp what concerns their company IT right now: the warning about fake invoice emails, free appointments for the IT check or your availability between the holidays.

WhatsApp newsletter from an IT company about cloud telephony

Cup and phone on a wooden table, image in the newsletter

image

A calm photo instead of cable clutter. SmartChat takes an image from your website, or you upload your own, for example of the new desk phone.

👋 Hello Claudia, ☎️ your old phone system in the basement will soon be retired. We are now switching offices to cloud telephony . 📱 Your landline number then rings on the desk phone, on the laptop and on your mobile, also in the home office. 🔢 All your existing phone numbers stay the same, and your callers won't notice the change. 🛠️ We take care of the number porting and set up hold queue, greeting and call forwarding for you. 💡 No more device that eats power or can fail . 🗓️ We do the switch on a Friday afternoon. On Monday, your team phones as usual.
08:45

Text

SmartChat AI turns your bullet points into a text that even customers without technical knowledge understand. Phone numbers and dates are in bold.

Book a consultation

button

One click opens your appointment booking for the consultation. Your customer doesn't have to call for that.

SmartChat sends these messages automatically.

The thank-you after sign-up, the notice about the completed ticket and the reminder before the on-site appointment run while you work on servers and networks.

As soon as a customer confirms
Modern office meeting room with laptops, drinks, and lush greenery.
✅ Thank you, your sign-up is confirmed. From now on, you hear from us directly in WhatsApp.🛡️ Here we warn you about current scams and announce planned maintenance work .🗓️ Free appointments for the IT check and new offers for your office can also be found in this chat.💬 You can ask questionsat any time, for example about printers, access or a new license.🔒 Please never sendpasswords and login details via WhatsApp. For that, there is the protected customer portal.📞 If something is down on your end, you reach our Support fastest through the hotline.08:47
Open support page

Welcome after confirmation

Every new contact gets a short message right away. It explains what they can write to you about on WhatsApp and how to reach support in case of an outage.

As soon as your technician closes a ticket
Network cable on a patch panel
👋 Hello Stefan,✅ your ticket Printer at reception is not printing is done.🔧 The cause was a faulty driver after the last update. We replaced it, cleared the queue and ran a test print done.🖨️ The device is now again available for all workstations , including upstairs.⏱️ Effort: 15 minutes via remote maintenance, billed through your maintenance contract.📄 You can find the short report on the job in the customer portal as usual.💬 If something is still not right, just reply here in the chat. A technician will get back to you the same day.14:05

Ticket completed

If your ticket system can report closed tickets to SmartChat, your customer is notified right away via WhatsApp. They no longer have to ask whether their problem is solved.

1 day before the appointment
Close-up of a technician assembling a laptop's internal components using tools.
👋 Hello Petra,📅 tomorrow at 8:30 am our technician comes to your office. He will probably be with you until the afternoon.🖥️ He sets up the new server and moves all the data from the old device over during the day. Your employees keep working at their desks in the meantime.🔑 Please make sure the server room is accessible and that someone with admin access stays reachable.⏸️ Only between 12 and 1 pm are the network drives briefly locked. It is best to schedule your team's lunch break in exactly this time.🅿️ Please tell us where the van may park . We bring tools and cables with us.16:00
Reschedule appointment

Reminder before the on-site appointment

SmartChat takes the appointment from your calendar and reminds the customer the day before. Then the server room is accessible and the contact person is in the building when your technician arrives.

This is how you collect contacts for your IT company.

Your customers sign up themselves, through the QR code, for example on the support sticker, through your website or a link. They only get your newsletter once they have confirmed in WhatsApp.

  1. 1

    Your customer scans the QR code

    The code sticks on the monitor next to your hotline or is printed on your invoice. SmartChat creates it to match your landing page.

    IT help via WhatsApp
  2. 2

    Your customer enters first name and phone number

    A small window opens on your website. It asks for nothing more.

    Real website popup from Systemhaus Winkler with a photo at the top, mobile view: heading Keine Angebote und News mehr verpassen, first name Wolfgang and phone number filled in, button Eintragen
  3. 3

    Your customer confirms in WhatsApp

    He clicks Confirm once. That is double opt-in: every contact agrees themselves in WhatsApp.

    👋 Hello Wolfgang,🛡️ here you get warnings about scams, notices about maintenance and free spots for the IT check.✅ Do you want to receive these messages? Then click the button below: Confirm.🔒 You can unsubscribe at any time. Just write STOP.08:46
    Confirm
    Confirm08:46
  4. 4

    You have the proof

    SmartChat records when and through which route your customer agreed. You download the proof as a PDF.

    Contact Wolfgang in SmartChat, mobile view: status Confirmed, sign-up history, consent confirmed in WhatsApp and button Download proof

SmartChat AI answers inquiries after hours.

When a customer writes after hours and nobody in your office is reachable anymore, SmartChat AI replies fully automatically for you. It answers with the knowledge it has learned from your website and your documents.

Inbox in SmartChat: SmartChat AI answers the WhatsApp question of a Systemhaus Winkler customer

  • Also at night and on weekends

    Your customers get an answer right away, even when your office has long been closed.

  • Every language

    SmartChat AI replies in the language your contact writes in. Your customers' international employees understand the message right away.

  • Tech stays with you

    If SmartChat AI can't answer, the message is forwarded to your team in the inbox. Your technician still solves faults on the device.

Frequently asked questions about WhatsApp marketing for IT service providers.

Can I just write to my business customers on WhatsApp?

Only to the contacts who signed up themselves and confirmed in WhatsApp. That also applies when your customer is a company. SmartChat saves every consent as proof. Whether your contracts with customers need further agreements is something you clarify with your legal advisor.

How do my customers get onto the WhatsApp list of my IT company?

Through your landing page. SmartChat creates the QR code for it. Print it on your support sticker on the monitor or on the invoice. On your website, a popup asks visitors whether they want to receive your notices via WhatsApp.

Does SmartChat replace my ticket system?

No. SmartChat is a WhatsApp marketing tool, and your tickets stay in your ticket system. If your ticket system can send a webhook, it reports completed tickets to SmartChat. Your customer then automatically gets a WhatsApp message.

Can I send a phishing warning to all customers at the same time?

Yes. You send the warning as a WhatsApp newsletter to all contacts who have confirmed. SmartChat AI writes the text from your bullet points. You check it and send it with one click.

Does SmartChat AI also answer technical questions from my customers?

SmartChat AI answers with what is on your website and in your uploaded documents, for example your instructions for remote maintenance access or your price list. SmartChat AI does not fix a fault on a device. Those questions land in the inbox for your team.

Does SmartChat access my customers' computers or servers?

No. SmartChat only knows the WhatsApp conversations, your website and the documents you upload. SmartChat's app servers are located in Germany. Please still tell your customers never to send passwords via WhatsApp.

Can my whole support team reply in the WhatsApp inbox?

Yes. All WhatsApp conversations come together in one inbox, and your technicians reply there too, more under Team. Free has 1 seat on the team, Starter 3, Basic 6 and Pro 12.

Do I need a second number for WhatsApp in my IT company?

No. You send with the phone number you already have. You connect it to SmartChat and confirm it with a code from Meta, the company behind WhatsApp. One account has exactly one number.

What does SmartChat cost for an IT service provider?

SmartChat Free costs 0 €, with no time limit and no credit card, with 100 messages one time only. Starter costs 299 € per month with 3,000 messages, Basic 499 € with 6,000 and Pro 999 € with unlimited messages. Sending costs no credits. All prices plus VAT, details under Pricing.

What does Meta charge for the WhatsApp messages of my IT company?

Meta bills you directly for the fees for WhatsApp messages. For that, you store a payment method in your Meta account. You only pay SmartChat for your plan. You can find the exact prices here.

How many automations do I get for tickets and appointments?

Free and Starter have only the fixed automation for new contacts (confirmation and thank-you) as 1 automation. Custom automations start with Basic: Basic has 3 automations, 1 of which is the fixed one, so 2 custom ones; Pro has unlimited. Every custom automation sends automatically, for example the notice about a completed ticket or the reminder before the on-site appointment.

How quickly is my IT company ready to go with SmartChat?

You give SmartChat AI the address of your website. In 60 seconds, your WhatsApp marketing system with landing page and QR code is ready. After that, you connect your phone number and send your first message.

How does a customer unsubscribe from my WhatsApp notices?

Your customer writes STOP in the chat with your IT company. From then on, SmartChat sends him nothing more, and SmartChat lists him as unsubscribed in your contact list.

WhatsApp marketing for your IT company in 60 seconds.

SmartChat AI analyzes your website and builds your WhatsApp marketing system with landing page and QR code in 60 seconds. Free costs €0 and needs no credit card.

Start for free