WhatsApp Workflows for Customer Service and Sales

Your customers already message you on WhatsApp. AeroChat answers there and does the work behind each conversation in the systems you already use: your calendar, CRM, store, booking system or accounts. Each workflow below shows the flow from first message to finished job, a recipe to copy into AeroChat, the systems it connects to and what it costs on WhatsApp under Meta’s pricing from 1 October 2026.

One WhatsApp conversation can run several of these in a row. A customer asks a question, books, pays a deposit and gets their booking confirmed, and your CRM is updated along the way.

Customer service

• WhatsApp Customer Service That Answers From Your Own Records: Run WhatsApp customer service against your CRM, store and Google Sheets: AeroChat looks the customer up, answers, acts within your limits, logs the chat and hands over.
• WhatsApp Auto Replies That Answer From Your FAQ Sheet: Set up WhatsApp auto replies that read the customer’s question and answer it from your FAQs, website and a Google Sheet, and log the questions it could not answer.
• WhatsApp After-Hours Replies That Book the Next Step: When your team is offline, AeroChat answers WhatsApp messages, books a callback in Google Calendar, logs the request and leaves your team a summary for the morning.
• WhatsApp Human Handover to Your Team Inbox and CRM Owner: AeroChat handles WhatsApp chats and hands over to the right person when your rules say so, routed by the contact or deal owner in HubSpot or Pipedrive, with a summary.
• WhatsApp Support Tickets Logged in Your CRM: Turn WhatsApp support requests into tickets in HubSpot, EngageBay, Vtiger or SuiteCRM: AeroChat collects the details, gives a reference and answers status questions.
• WhatsApp Complaint Handling With Tickets and Team Tasks: Handle WhatsApp complaints properly: AeroChat acknowledges, collects the facts, logs a ticket in HubSpot, creates a task in Asana or ClickUp and hands over to a manager.
• WhatsApp Voice Notes Turned Into Bookings and Records: AeroChat transcribes WhatsApp voice notes automatically and acts on them: it books the job in your calendar, updates your CRM and hands over with the transcript.
• WhatsApp Warranty Registration and Claims in Your CRM: Customers register products and make warranty claims on WhatsApp. AeroChat checks the purchase, records it in HubSpot, Airtable or Zoho CRM and passes valid claims to your team.

Orders and delivery

• WhatsApp Order Confirmation Sent From Your Order System: Send order confirmations on WhatsApp as an approved utility template when an order is created, then answer the customer’s replies from your store or order system.
• WhatsApp Order Tracking That Answers From Your Store Data: Answer “where is my order” on WhatsApp from your store, POS or order system. AeroChat finds the order, reads the tracking status, and hands late or lost parcels to your team.
• WhatsApp COD Confirmation Before You Ship: Confirm cash on delivery orders on WhatsApp before they ship. AeroChat sends an approved template, records the customer’s answer on the order, and holds unconfirmed orders.
• WhatsApp Delivery Updates From Your Order and Shipping Data: Send shipped, out for delivery and delivered updates on WhatsApp as approved utility templates, triggered by your order system, and answer the customer’s replies in the same chat.
• WhatsApp Order Changes and Cancellations Within Your Rules: Let customers change an address, swap a size or cancel an order on WhatsApp. AeroChat checks the order status, makes the change within your rules and hands the rest to your team.
• WhatsApp Returns and Refunds Checked Against Your Policy: Handle return and refund requests on WhatsApp. AeroChat checks the order against your return window, collects photos, refunds through Stripe, HitPay or Shopify up to your limit.

Sales and leads

• WhatsApp Ordering That Writes the Order Into Your System: Take orders on WhatsApp from your menu or product list. AeroChat checks items and stock in Google Sheets, Square or Toast, sends a payment link and records the order.
• WhatsApp Product Recommendations From Your Catalogue: Recommend products on WhatsApp from your live Shopify catalogue or product Sheet. AeroChat asks what the shopper needs, checks stock and sends the links to buy.
• WhatsApp Stock and Availability Answers From Live Inventory: Answer “do you have it in stock?” on WhatsApp from live counts in Square, NetSuite or a Google Sheet. AeroChat checks the item, quantity and location, and logs restock requests.
• WhatsApp Abandoned Cart Recovery That Answers the Question: Recover abandoned carts on WhatsApp by answering what stopped the shopper: shipping cost, delivery time, size or stock. AeroChat checks Shopify and sends them back to checkout.
• WhatsApp Lead Capture Straight Into Your CRM: Capture every WhatsApp lead in HubSpot, Pipedrive, Salesforce, Zoho CRM or GoHighLevel. AeroChat answers first, takes the details, checks for duplicates and logs the chat.
• WhatsApp Lead Qualification That Updates Your CRM: Qualify leads on WhatsApp with the questions your sales team asks. AeroChat records the answers in HubSpot, Pipedrive, Salesforce, Close or LeadSquared and routes the good ones.
• WhatsApp Click-to-WhatsApp Ads: Answer and Log Every Lead: Answer every click-to-WhatsApp ad lead straight away, qualify it and log it in HubSpot, Pipedrive or GoHighLevel. Includes how Meta’s free entry point window of up to 7 days works.
• WhatsApp Follow-Up for Website and Lead Form Enquiries: Follow up form leads on WhatsApp. The lead taps a WhatsApp link after the form, and AeroChat finds their answers in HubSpot or through Zapier or Make and carries on from there.
• WhatsApp Sales Follow-Up Connected to Your CRM Pipeline: Follow up deals on WhatsApp with your CRM in the loop. AeroChat reads the deal in Pipedrive, Close or Salesmate, answers the buyer, moves the deal and logs the next step.
• WhatsApp Quote Requests Turned Into Draft Quotes: Take quote requests on WhatsApp and turn them into draft quotes or estimates in Xero, QuickBooks Online, Zoho Books, Jobber or ServiceM8, ready for your team to check and send.
• WhatsApp B2B Ordering and Reorders Into Your ERP: Let trade customers order and reorder on WhatsApp. AeroChat reads their last order, prices and stock in NetSuite, Odoo or Xero, and creates the order for your team to approve.
• WhatsApp Upsell and Cross-Sell From Your Catalogue: Suggest the right add-on on WhatsApp while the customer is buying. AeroChat reads your Shopify or Square catalogue and stock, offers one matching item and adds it to the order.

Payments

• WhatsApp Payment Links That Confirm the Order When Paid: Send a payment link for the exact amount in the WhatsApp chat, then confirm the order, booking or fee once Airwallex, Stripe or HitPay shows it paid, and update your records.
• WhatsApp Payment Reminders Linked to Your Accounting System: Send payment reminders on WhatsApp to opted-in customers, then answer their replies from Xero, QuickBooks, Zoho Books or FreshBooks with the balance, a payment link and a record.
• WhatsApp Invoice Copies and Balances From Your Accounts: Answer invoice and balance questions on WhatsApp from Xero, QuickBooks Online or MYOB. AeroChat finds the account, sends the invoice copy and balance, and logs the request.
• WhatsApp Booking Deposits Paid Before the Slot Is Confirmed: Take booking deposits on WhatsApp. AeroChat checks the slot, sends a deposit link through Stripe, HitPay or Airwallex, and confirms the booking in your calendar once it is paid.

Bookings and appointments

• WhatsApp Appointment Booking Connected to Your Calendar: Let customers book appointments on WhatsApp. AeroChat reads free slots in your calendar or booking system, books the one they pick and confirms it in the chat.
• WhatsApp Appointment Reminders With Replies Handled: Send appointment reminders on WhatsApp from your booking system or a broadcast, and let AeroChat handle the replies: confirm, reschedule or cancel in your diary.
• WhatsApp Reschedule and Cancel Appointments in Chat: Let customers move or cancel appointments on WhatsApp. AeroChat finds the booking, applies your cancellation policy and updates Calendly, Cliniko or Zenoti.
• WhatsApp No-Show Reduction With Confirmations and Rebooking: Cut no-shows on WhatsApp: reminders go out from your booking system or a broadcast, and AeroChat handles the replies, confirms, moves or cancels and frees the slot.
• WhatsApp Restaurant Reservations and Food Orders: Take table reservations and food order questions on WhatsApp. AeroChat books into Eat App or ResDiary and answers from your Toast menu and orders.
• WhatsApp Hotel Bookings and Guest Requests: Answer room enquiries, take bookings and handle guest requests on WhatsApp. AeroChat works from Cloudbeds, Mews, Guesty or Hostaway and adds each request to the booking.
• WhatsApp Class and Gym Bookings From Your Timetable: Let members book classes on WhatsApp. AeroChat reads your Mindbody, Glofox, TeamUp or Momence timetable, books them in, checks their credits and handles cancellations.
• WhatsApp Property Enquiries and Viewing Bookings: Answer listing enquiries on WhatsApp, qualify the buyer or tenant and book the viewing. AeroChat records each lead in Follow Up Boss, Rex or HubSpot for the agent.
• WhatsApp Test Drive and Vehicle Service Bookings: Book test drives and car servicing on WhatsApp. AeroChat checks the calendar, books the slot, records the customer and vehicle in HubSpot and hands quotes to your team.
• WhatsApp Booking for Home and Field Services: Take home service and repair bookings on WhatsApp. AeroChat creates the job in Jobber, ServiceM8, Housecall Pro or Workiz and answers when the technician is coming.
• WhatsApp Event Registration Saved to Google Sheets: Register attendees on WhatsApp. AeroChat answers event questions, checks seats left, writes each registration to Google Sheets or Airtable and sends a payment link.
• WhatsApp Admissions and Course Enquiries: Answer course and admissions enquiries on WhatsApp. AeroChat qualifies each student, records the lead in HubSpot, LeadSquared or Teachworks and books a trial or counsellor call.

Retention and marketing

• WhatsApp Feedback Surveys Saved to Google Sheets or Airtable: Ask customers for feedback on WhatsApp after a visit or order, save every score and comment to Google Sheets or Airtable, and pass unhappy customers to your team.
• WhatsApp Review Requests After Every Visit or Order: Ask customers for a Google review on WhatsApp after a visit or order, log who was asked and who reviewed in Google Sheets, and pass any complaint to your team.
• WhatsApp Loyalty Points and Balance Checks: Customers ask for their loyalty points or package balance on WhatsApp and get the answer from Zenoti, Square or your booking system, with redemptions booked in the same chat.
• WhatsApp Membership and Subscription Renewals: Members reply to a renewal notice on WhatsApp, see their plan from Mindbody or Keap, pay by link in the chat, and the renewal is recorded without anyone typing it in.
• WhatsApp Win-Back Messages for Lapsed Customers: Send a win-back message on WhatsApp to opted-in customers who have not bought or visited in a while, answer their replies from your store or booking data, and update Klaviyo.
• WhatsApp Broadcasts to Opted-In Customers: Send WhatsApp broadcasts to customers who opted in, then let AeroChat answer every reply from your catalogue, take orders and bookings, and log the results in Klaviyo or Brevo.
• WhatsApp Opt-In and Opt-Out Synced to Your Marketing Lists: Collect WhatsApp marketing opt-ins in the chat, record consent with date and source in Klaviyo, Mailchimp or ActiveCampaign, and honour every stop request in any language.
• WhatsApp Customer Onboarding Tracked in HubSpot: Onboard new customers on WhatsApp: collect their details and documents, book the kickoff call, answer setup questions and update the onboarding stage in HubSpot as they go.

Other workflows

• WhatsApp Job Applications Screened Into Airtable: Candidates apply on WhatsApp, answer your screening questions, send their CV and book an interview, with every application saved to Airtable or Notion for your hiring team.

Ads that open a chat

Chats that start from an ad are where a fast reply matters most, and on WhatsApp they come with a free window of up to 7 days when you reply within 24 hours.

• Click-to-WhatsApp ads: the free window explained, and the full ad-to-sale flow that runs inside it.
• Click-to-message ads: WhatsApp, Instagram and Messenger ads side by side.
• Meta Business Agent: what Meta’s own agent does, what it costs and what it needs.

Instagram and Messenger workflows

The same approach on Meta’s other messaging channels: the Instagram workflows library and the Facebook Messenger workflows library.

WhatsApp guides

New to the WhatsApp Business Platform or checking the 1 October 2026 changes? Read the WhatsApp Business guides: API pricing, coexistence, message templates and more.

Connect your CRM to WhatsApp

Most of these workflows read from and write to your CRM. See every CRM AeroChat connects to, from Salesforce and HubSpot to salon and clinic systems, on WhatsApp CRM integration.

What WhatsApp costs now

Source: Meta, WhatsApp Business Platform pricing documentation, checked 30 October 2026. Rates differ by country and are set in Meta’s rate cards. AeroChat passes Meta’s WhatsApp fees through at cost.

The systems behind the workflows

AeroChat connects to more than 100 business systems through their public APIs, including CRMs, booking and practice software, accounting, project tools and automation platforms such as Zapier and n8n. See them all on the Integrations page, or browse workflows by business type on Industries.

The same workflows on every channel

Every workflow here also runs on Instagram, Facebook Messenger, TikTok (DMs and TikTok Shop buyer chat), Telegram, web chat and email, with the same connections behind it.

Start with one workflow

Pick the workflow your team repeats most, paste its recipe into AeroChat and connect the system behind it.

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