Send WhatsApp Leads to Freshsales Contacts

This recipe makes sure every lead who talks to you in chat ends up in Freshsales, with their details, a source and a note of what they asked about. Part of connecting Freshsales to WhatsApp and AI chat.

What happens today

Leads arrive on WhatsApp and the website chat, and the person replying means to add them to Freshsales later. Some get added without a source, some get added twice, and some are never added. Your sequences and lead scoring never see them.

The flow that works

AeroChat answers the lead’s question first.
It asks for their name and email, if it does not have them.
It searches Freshsales for a contact with that email or phone number.
It creates or updates the contact, with Chat as the lead source.
It adds a note with a short summary of the conversation.

The recipe

Copy this into AeroChat

When someone asks about our products or services, answer their question first from our knowledge base. Then follow these steps.

If we do not have their name and email, ask: “Can I take your name and email so our team can follow up?”

Search Freshsales for a contact with that email, then with their phone number.

If a contact exists, update their phone number if it is missing. If not, create a contact with their first name, last name, email, phone number, company if they gave one, and the channel they used.

Set the lead source to Chat and the lifecycle stage to Lead (example values).

Add a note to the contact with a two-line summary of what they asked about and anything they said about budget or timing.

If they ask to speak to someone, hand the conversation to the contact’s sales owner, or to our sales team if there is none.

Do not ask for their email more than once. If they do not want to share it, carry on helping and create the contact with their phone number. Reply in the customer’s language.

Change the lead source and lifecycle stage to the values your Freshsales account uses before you paste it.

What to connect

Freshsales. Copy your API key from Profile Settings, then API Settings, and your account URL. Paste them in when AeroChat asks.
Your knowledge base. Upload your product or service details to AeroChat so it can answer before it asks for details.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Freshsales, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Freshsales’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 contact fields AeroChat fills, and the values it uses.
When it asks for details: right away, or after answering.
Who gets the handover.

The result to expect

Every chat lead is in Freshsales with a source and a note, without anyone typing it. Your sequences, lead scoring and reports include chat leads.

Measure it with your own numbers: contacts created from chat, and deals opened from chat leads, for a month before and after.

Next: send WhatsApp leads to Freshsales contacts.

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 Freshsales connection behind it. See what each channel does on the Freshsales integration page.

Send your first chat lead to Freshsales

Paste the recipe, add your Freshsales key, and leave your own details in the chat.

Start your 7-day free trial. No credit card needed.

On Shopify? Install AeroChat from the Shopify App Store.