Send WhatsApp Leads to SuiteCRM
This recipe makes sure every lead who talks to you in chat ends up in SuiteCRM, with their details, a lead source and a note of what they asked about. Part of connecting SuiteCRM to WhatsApp and AI chat.
What happens today
Enquiries arrive on WhatsApp and Instagram, and the person replying means to enter them in SuiteCRM later. Some get entered, some duplicate a contact who already buys from you, and some stay in a phone. Lead source reports leave chat out, even though it started many of the conversations.
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 SuiteCRM for an existing contact or lead, so a returning customer is not added twice.
- It creates or updates the lead with 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?” Ask for their company name if they are buying for a business.
- Search SuiteCRM for a contact with that email. Then search for a lead with that email or phone number.
- If a contact exists, do not create a lead. Add the note to the contact. If a lead exists, update its mobile number if it is missing.
- If neither exists, create a lead with their first name, last name, email, mobile and account name, with the status New.
- Set the lead source to Web Site and put the channel they used in the lead source description (example values).
- Add a note to the record 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 assigned user on the record, 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 record with their phone number. Reply in the customer’s language.
Change the lead source and status values to the ones your SuiteCRM uses before you paste it.
What to connect
- SuiteCRM. An administrator creates a client credentials client for AeroChat under Admin, then OAuth2 Clients and Tokens. Paste your SuiteCRM address, the client ID and the secret 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 SuiteCRM, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from SuiteCRM’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 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 SuiteCRM with a source and a note, without anyone typing it. Your team works chat leads in the same list views as every other lead, and duplicates stop piling up.
Measure it with your own numbers: leads created from chat, and opportunities that started in chat, for a month before and after.
Next: answer support case 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 SuiteCRM connection behind it. See what each channel does on the SuiteCRM integration page.
Send your first chat lead to SuiteCRM
Paste the recipe, connect SuiteCRM, and leave your own details in the chat.