Turn WhatsApp Requests into ClickUp Tasks
This recipe turns a request in chat into a task in ClickUp, with everything your team needs to start the work, and tells the customer it has been logged. Part of connecting ClickUp to WhatsApp and AI chat.
What happens today
A customer describes a job over several WhatsApp messages. Someone on your team copies the useful parts into ClickUp when they have a moment, often without the address or the photo they were sent. Then they message the customer again to ask for what is missing, and the job starts a day later than it could have.
The flow that works
- AeroChat answers the customer’s first question from your knowledge base.
- It asks for the details your team needs to start, one question at a time.
- It creates a task on the right list, with the customer’s contact and a summary of the request.
- It tells the customer the request is logged and what happens next.
- If the customer sends more details later, it adds them to the same task.
The recipe
Copy this into AeroChat
When a customer asks for a repair, a quote or other work, answer their questions first from our knowledge base. Then follow these steps.
- Ask for their name, the address, what they need done, and a preferred date. If they have photos, ask them to send them here.
- Decide the type: quote, repair or complaint (examples). Use the Client Requests list for quotes and repairs and the Complaints list for complaints (examples).
- Create a task on that list named “[their name], [short job description]”. Put their phone number in a Phone custom field, the address, the preferred date and a three-line summary in the task’s custom fields and description.
- Set the status to New and assign the task to the team member for that request type (examples).
- Tell the customer: “Thanks, your request is logged. Our team will confirm the date with you.”
- If they send more details in the same conversation, add them as a comment on the task.
Do not promise a date or a price. Leave both for our team to confirm. Reply in the customer’s language.
Change the lists, the request types and the questions to the ones your team uses before you paste it.
What to connect
- ClickUp. Generate a personal API token in Settings, then Apps, using an account that can edit the lists the recipe uses. Paste it in when AeroChat asks.
- Your knowledge base. Upload your services and service area to AeroChat so it can answer before it collects details.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect ClickUp, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from ClickUp’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
- Which lists and request types AeroChat uses.
- Which details it collects before it creates the task.
- Who gets assigned, and who gets the handover.
The result to expect
Every request from chat is in ClickUp with the details your team needs, on the right list, without anyone copying messages across. Your team starts the work instead of chasing missing information.
Measure it with your own numbers: tasks created from chat, and the time from first message to scheduled job, for a month before and after.
Next: answer job status questions.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same ClickUp connection behind it. See what each channel does on the ClickUp integration page.
Send your first chat request to ClickUp
Paste the recipe, add your ClickUp API token, and send yourself a test request in the chat.
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On Shopify? Install AeroChat from the Shopify App Store.