Take Orders on WhatsApp as NetSuite Sales Orders

This recipe takes an order in chat and creates a sales order in NetSuite, pending approval, so your team checks it before anything ships. Part of connecting NetSuite to WhatsApp and AI chat.

What happens today

Orders arrive as chat messages, photos of order sheets and voice notes. A sales coordinator retypes each one into NetSuite, looks up item codes, and messages back when something is unclear. Orders sent after hours wait until morning, and typing mistakes surface at delivery.

The flow that works

The customer sends what they want to order.
AeroChat matches them to their NetSuite customer and matches each line to an item.
It asks about anything unclear and confirms the full list, the ship-to address and the date.
It creates a sales order in NetSuite, pending approval, with the customer’s PO number if they give one.
Your team approves it as usual, and the order status recipe handles the follow-up questions.

The recipe

Copy this into AeroChat

When an existing customer wants to place an order, follow these steps.

Match their phone number or email to a customer in NetSuite. If there is no match, hand the conversation to our sales team.

Ask for each item and quantity. Match each to an item in NetSuite by name or code. If more than one could match, ask which one. If they ask to repeat a past order, find their last sales order and read it back.

Ask for their PO number, if they use one, and confirm the ship-to address from their customer record.

Read back the items, quantities, address and requested date, and ask them to confirm.

Create a sales order in NetSuite for that customer with the items and quantities, the PO number and the requested date, with the status pending approval.

Reply with the sales order number and tell them our team will confirm it within two working hours (example).

Never quote a price or discount in the chat. Never approve the order. If an item is not in NetSuite or they ask for credit terms, hand the conversation to their account manager.

Change the confirmation time and handover rules to your own before you paste it.

What to connect

NetSuite. Your administrator creates an integration record, a role that can view customers and items and create sales orders, and an access token for it. They enter the account ID and token details in the AeroChat dashboard when AeroChat asks.
Order approval. Keep sales order approval switched on in NetSuite, so every chat order waits for your team.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect NetSuite, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from NetSuite’s public documentation, the checklist asks you to check it once against the current docs.

Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.

Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.

What you still decide

Every price, discount and credit decision.
Which customers can order in chat.
How fast your team confirms orders.

The result to expect

Orders reach NetSuite complete and confirmed by the customer, at any hour, and your coordinators approve instead of retyping. Fewer orders arrive with the wrong item code.

Measure it with your own numbers: orders entered by chat, time to approval and order corrections, for a month before and after.

Next: answer order status questions. See also order placement for B2B suppliers.

Take your first order in chat

Paste the recipe, have your administrator add the access token, and order three items from your own phone.

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