Send WhatsApp Leads to Zapier

This recipe sends every lead who talks to you in chat into your Zaps, with their details and a summary of what they asked about. Part of connecting Zapier to WhatsApp and AI chat.

What happens today

Your website form already starts a Zap that adds each lead to your CRM, your email list and a sheet. Leads who message you on WhatsApp or Instagram skip all of that. Someone copies their details by hand when there is time, so chat leads arrive late, incomplete or not at all.

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 sends the details, the channel and a short summary to your Zapier webhook.
Your Zap adds the lead to your CRM, email list or sheet, the same way it handles form leads.
AeroChat tells the lead what happens next.

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?”

Send these fields to our Zapier webhook: first name, last name, email, phone number, the channel they used, a two-line summary of what they asked about, and lead source set to chat (example value).

Send each lead once per conversation. If they correct their email later, send the corrected details again with the same phone number.

Tell them our team will reply within one working day (example).

If they ask to speak to someone, hand the conversation to our sales team.

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

Use the same field names your form leads use, so one Zap can handle leads from both.

What to connect

Zapier. Create a Zap that starts with Webhooks by Zapier and the Catch Hook trigger, copy its webhook URL, and paste it in when AeroChat asks. Webhooks by Zapier is on Zapier’s paid plans.
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: paste in your Zapier webhook URL, add your knowledge base if the recipe uses one, then switch it on. Send a test lead from the chat so Zapier picks up the fields, then map them in the next steps of your Zap.

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 fields AeroChat sends, and what your Zap does with them.
When it asks for details: right away, or after answering.
Who gets the handover.

The result to expect

Chat leads land in the same CRM, list and sheet as your form leads, moments after the conversation, without anyone copying them. Your follow-up emails and reports include them.

Measure it with your own numbers: leads recorded from chat, and how many got a follow-up, for a month before and after.

Next: answer status questions from a sheet your Zaps keep up to date.

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 Zapier webhook behind it. See what each channel does on the Zapier integration page.

Send your first chat lead to Zapier

Paste the recipe, add your Zapier webhook URL, 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.