Turn WhatsApp Service Requests into Workiz Leads

This recipe turns a repair or service request in chat into a lead in Workiz, with the problem, the address and the time the customer wants. Part of connecting Workiz to WhatsApp and AI chat.

What happens today

A customer sends a photo of a dripping unit at 9pm and asks if someone can come tomorrow. The office replies in the morning, asks for the address, waits for an answer, then types it all into Workiz. By then the customer has messaged two other companies, and the one that replied first got the job.

The flow that works

AeroChat asks what the problem is and what equipment is involved.
It asks for the service address with postal code and the day and time window that suits them.
It creates a lead in Workiz with all of it, and the channel they used as the source.
It tells the customer when your office will confirm.
Urgent problems go straight to your dispatcher.

The recipe

Copy this into AeroChat

When someone asks for a repair, an installation or a service visit, follow these steps.

Ask what the problem is and what equipment is involved, for example the aircon brand and how many units. If they send a photo, describe what you see and ask them to confirm.

Ask for the service address with postal code, and the day and time window that suits them: morning, afternoon or evening (example windows).

Ask for their name if we do not have it. Use the phone number they are messaging from.

Create a lead in Workiz with their name, phone, address, postal code, the job type, their preferred date and time window, and a short description of the problem. Set the source to the channel they used.

Tell them our office will confirm the time within two working hours (example).

If they report a gas smell, sparks, burning or water leaking through a ceiling, tell them to switch the unit off at the mains, create the lead marked urgent and hand the conversation to our dispatcher at once.

Never promise a time slot. Never quote a price that is not in our knowledge base. Reply in the customer’s language.

Change the time windows, the reply time and the urgent problems to your own before you paste it.

What to connect

Workiz. Turn on the Developer API add-on in the Workiz Feature Center, then copy the API token and secret from Settings, Integrations and Developer. Paste them in when AeroChat asks.
Your knowledge base. Upload your services, service areas and standard prices to AeroChat so it can answer questions before it creates the lead.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Workiz, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Workiz’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 job types AeroChat takes requests for.
Which problems count as urgent and who gets them.
How fast your office confirms the time.

The result to expect

Every request that arrives in chat is in Workiz with the address, the problem and a preferred time, even when it comes in at night. Your office schedules from a complete lead instead of chasing details, and customers hear back before they shop around.

Measure it with your own numbers: leads created from chat, and leads converted to jobs, for a month before and after.

Next: answer job 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 Workiz connection behind it. See what each channel does on the Workiz integration page.

Send your first chat request to Workiz

Paste the recipe, add your Workiz token, and ask the chat for a service visit from your own phone.

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On Shopify? Install AeroChat from the Shopify App Store.