Turn WhatsApp Requests into Trello Cards

This recipe turns a request in chat into a card in Trello, with everything your team needs to start the work, and tells the customer it has been logged. Part of connecting Trello 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 Trello 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 card on the right board, 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 card.

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 Jobs board for quotes and repairs and the Complaints board for complaints (examples).

Create a card on that board named “[their name], [short job description]”. Put their phone number on the first line of the card description, the address, the preferred date and a three-line summary in the card description.

Put the card in the New list and add the team member for that request type to the card (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 card.

Do not promise a date or a price. Leave both for our team to confirm. Reply in the customer’s language.

Change the boards, the request types and the questions to the ones your team uses before you paste it.

What to connect

Trello. Generate an API key and token in the Power-Up admin portal, using an account that is a member of the board the recipe uses. Paste them 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 Trello, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Trello’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 boards and request types AeroChat uses.
Which details it collects before it creates the card.
Who gets assigned, and who gets the handover.

The result to expect

Every request from chat is in Trello with the details your team needs, on the right board, without anyone copying messages across. Your team starts the work instead of chasing missing information.

Measure it with your own numbers: cards 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 Trello connection behind it. See what each channel does on the Trello integration page.

Send your first chat request to Trello

Paste the recipe, add your Trello API key and token, and send yourself a test request in the chat.

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On Shopify? Install AeroChat from the Shopify App Store.