Turn WhatsApp Quote Requests into QuickBooks Estimates
This recipe turns a price request in chat into an estimate in QuickBooks Online. AeroChat gathers what the customer needs and your team reviews and sends the estimate. Part of connecting QuickBooks Online to WhatsApp and AI chat.
What happens today
A customer asks for a price on a list of items over WhatsApp. Someone copies the list into QuickBooks, finds half the item names do not match, and messages back with questions. By the time the estimate goes out, the customer has a price from someone else.
The flow that works
- The customer lists what they need.
- AeroChat matches each line to your QuickBooks products and services and asks about anything unclear.
- It confirms the list, the delivery address and the date needed.
- It creates an estimate in QuickBooks for that customer, with your prices.
- Your team reviews it and sends it from QuickBooks.
The recipe
Copy this into AeroChat
When a customer asks for a price on several items or a quote, follow these steps.
- Match them to a customer in QuickBooks by phone number or email. If they are new, ask for their company name, contact name and email, and create the customer.
- Ask for each item and quantity. Match each to our products and services in QuickBooks. If more than one could match, ask which one.
- Read the list back and ask them to confirm. Ask for the delivery address and the date they need it.
- Create an estimate in QuickBooks for that customer with the confirmed items, quantities and our prices. Add the delivery date to the estimate’s message.
- Tell the customer our team will email the estimate within one working day (example).
Never send the estimate, quote a price in the chat or offer a discount. If they ask for something not on our list, note it on the estimate and hand the conversation to our sales team.
Change the reply time and the handover rule to your own before you paste it.
What to connect
- QuickBooks Online. Approve AeroChat’s access to your company when AeroChat asks. It reads customers and items, and creates customers and estimates.
- Your products and services list. Keep names and prices current, because the estimate uses them.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect QuickBooks Online, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from QuickBooks Online’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
- The final price and any discount on each estimate.
- Minimum orders and delivery charges.
- How quickly you promise to send it.
The result to expect
Price requests land in QuickBooks as complete estimates, matched to your items and confirmed by the customer. Your team reviews and sends instead of retyping and chasing.
Measure it with your own numbers: time from request to estimate sent, and estimates accepted, for a month before and after.
See also the quote requests recipe for B2B suppliers.
Get your first estimate from chat
Paste the recipe, approve access to QuickBooks, and send your own number a list of three items.
Start your 7-day free trial. No credit card needed.
On Shopify? Install AeroChat from the Shopify App Store.