Answer Project Status Questions from Insightly on WhatsApp

This recipe lets customers ask how their project or order is going and get the answer from Insightly in the same chat. Part of connecting Insightly to WhatsApp and AI chat.

What happens today

After the sale, the project moves to your delivery team in Insightly. Customers still message the salesperson to ask what is happening. The salesperson has to look it up or chase the project manager, and the customer waits.

The flow that works

The customer asks about their project or order.
AeroChat finds their contact in Insightly by phone number or email.
It finds the projects linked to them and reads the stage and responsible user.
It tells them where things stand in plain words.
If they need something, it creates a task linked to the project.

The recipe

Copy this into AeroChat

When a customer asks about a project, an installation or an order we are delivering, follow these steps.

Find their contact in Insightly by the phone number they message from. If there is none, ask for their email and search by that.

Find the open projects linked to the contact or their organisation. If there is more than one, list them by name and ask which one they mean.

Tell them the current pipeline stage in plain words. For example, Scheduling means we are booking dates, and Delivery means work is under way (example stages).

Tell them who is responsible for the project.

If they want to change something or need an answer the record does not give, create a task linked to the project for the responsible user, with what they asked for, due the next working day (example). Tell them the responsible person will reply.

If they raise a complaint, hand the conversation to the responsible user.

Only share these details if the phone number they message from, or the email they give, matches the record. If it does not match, ask for the email on their account and check again. If it still does not match, hand the conversation to our team. Do not share prices or internal notes. Reply in the customer’s language.

Change the stage descriptions to match your project pipeline in Insightly before you paste it.

What to connect

Insightly. Copy the API key and API URL of a user who can see your projects, from User Settings, in the API section. Paste them in when AeroChat asks.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Insightly, then switch it on. If it built the connection from Insightly’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 project stages AeroChat explains, and in what words.
Whether it shares the responsible person’s name.
Which requests go straight to a person.

The result to expect

Customers get the status of their project in the chat, and your delivery team gets a task in Insightly only when there is something to do. Salespeople stop chasing updates for customers.

Measure it with your own numbers: project questions answered without a handover, and tasks created from chat, for a month before and after.

Next: answer project status questions in chat.

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

Let customers check their project in chat

Paste the recipe, add your Insightly key, and ask about one of your own test projects in the chat.

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On Shopify? Install AeroChat from the Shopify App Store.