Connect ERPNext to WhatsApp, Instagram, TikTok and AI Chat
Yes. AeroChat writes directly into ERPNext. It reads customers, sales orders, deliveries, invoices and stock, and writes leads, opportunities, support issues and notes through the Frappe REST API that ERPNext runs on, on WhatsApp, Instagram, web chat and every other channel your customers use.
If your business runs sales, stock and invoicing in ERPNext (Frappe), AeroChat can answer customers on WhatsApp, Instagram, Messenger, TikTok, Telegram, web chat or email from the same records your team uses. It tells a customer where their order is or what is still due on an invoice, and it records new leads, quote requests and support issues in ERPNext as it goes. It connects through ERPNext’s public REST API. You describe the workflow in your own words, AeroChat builds it, and ERPNext stays the place your team works.
What you can do with ERPNext and AeroChat
- Turn chat enquiries into ERPNext leads. AeroChat takes the enquirer’s details and creates a Lead with the source, what they asked for and whether they agreed to hear from you, with a comment summarising the chat.
- Answer “where is my order?”. AeroChat finds the customer’s Sales Order and replies with its status, how much has been delivered, and the delivery date.
- Answer invoice questions. AeroChat reads the customer’s Sales Invoices and tells them which are paid, which are outstanding, the amount due and the due date.
- Check stock before anyone quotes. AeroChat reads the stock level of an item in your warehouses and tells the customer whether it is available now.
- Turn quote requests into opportunities. AeroChat collects the items, quantities and delivery date and creates an Opportunity for your sales team, linked to the customer or lead.
- Recognise existing customers. AeroChat finds the Contact by phone number, reads the Customer it belongs to, and greets them with their account in mind.
- Open a support issue. When something is wrong with a delivery or a product, AeroChat creates an Issue with the details, linked to the customer, and tells them what happens next.
What it looks like on WhatsApp
Customer: Hi, has our order for the 40 office chairs gone out yet? (example)
AeroChat: Your order SAL-ORD-2026-00418 is half delivered. 20 chairs went out on Monday and the other 20 are due on Friday 14 November.
Customer: Great, thanks.
In ERPNext: nothing changes. AeroChat read the Sales Order linked to the customer’s contact and its delivery progress.
Customer: Do you have 200 units of the A4 copy paper in stock? We’d need them next week. (example)
AeroChat: Yes, we have enough in our main warehouse. I’ve passed your request to our sales team, who will send a quotation today.
In ERPNext: a new Opportunity for 200 units of A4 copy paper, needed next week, linked to the customer, with a comment of the conversation.
Works on every chat channel
Your customers message you wherever they already are. The same ERPNext connection and the same workflows run on every channel AeroChat supports, and ERPNext stays the record whichever one they use.
| Channel | What your customers can do |
|---|---|
| Message your WhatsApp Business number to check an order or invoice, ask about stock, request a quote or report a problem. Voice notes are transcribed, so a spoken request works too. | |
| Send the same requests by direct message. A comment on your post can get an automatic reply that moves the conversation to a DM. | |
| Facebook Messenger | Send the same requests to your Facebook Page. Comments on your Page posts can get an automatic reply too. |
| TikTok | Send the same requests by TikTok direct message or TikTok Shop buyer chat. Both arrive in the same TikTok inbox. |
| Telegram | Send the same requests to your business on Telegram. |
| Web chat | Do the same from the chat on your website, without leaving the page. |
| Write to your Gmail or Office 365 address and get the same answer the chat gives. |
How the connection works
AeroChat connects through the REST API of the Frappe framework that ERPNext runs on, documented at Frappe’s REST API reference. The same API covers every document type in ERPNext, so AeroChat can read and create the records its recipe needs, filtered to the right customer.
- What AeroChat reads from ERPNext: contacts and customers, sales orders and their delivery and billing progress, delivery notes, sales invoices and outstanding amounts, items and stock levels per warehouse, and issues.
- What AeroChat writes to ERPNext: new leads, opportunities, support issues, comments on records, and updates to lead and contact details.
The API is part of ERPNext, on Frappe Cloud or on your own server. To connect, a System Manager creates a user for AeroChat and gives it only the roles the workflow needs, for example read access to sales orders, invoices and stock, and create access to leads and issues. On that user’s record, open the Settings tab, expand API Access and click Generate Keys. Copy the API secret straight away, as it is shown only once, and copy the API key from the same section.
You describe the workflow in your own words, for example “when a customer asks about an order, find their sales order in ERPNext and tell them what has been delivered”. AeroChat builds the workflow as a draft and asks for the ERPNext site address, API key and API secret by name. You enter them in the AeroChat dashboard. They never pass through the conversation.
Workflows to copy
Seven ready-made workflows for ERPNext. Copy one into AeroChat, add your ERPNext API key and secret, and it runs on every channel.
1. Turn a chat enquiry into an ERPNext lead
Copy this into AeroChat
When someone new asks about our products, answer from our knowledge base first. Then ask for their name, company and email. Search ERPNext for a Contact or Lead with the phone number they are messaging from or that email. If there is none, create a Lead with their name, company, email, mobile number and source set to Chat (example). Ask once whether they want to receive offers and news, and record the answer on the Lead. Add a comment to the Lead with a two-line summary of what they asked for.
2. Answer “where is my order?”
Copy this into AeroChat
When a customer asks about an order, find their Contact in ERPNext by the phone number they are messaging from and read the Customer it is linked to. Find that customer’s open Sales Orders, or the one matching the order number they give. Reply with the order number, its status, how much has been delivered and the delivery date. If they give an order number that belongs to a different customer, do not share it and ask them to check the number. If you cannot find them, hand over to our sales team.
3. Answer invoice questions
Copy this into AeroChat
When a customer asks about an invoice or what they owe, find their Customer in ERPNext through their Contact’s phone number. Read their submitted Sales Invoices that are unpaid or overdue. Reply with each invoice number, amount outstanding and due date, and the total outstanding. If they say they have paid, thank them and tell them our accounts team will check and confirm. Never change an invoice and never share another customer’s invoices.
4. Check stock before quoting
Copy this into AeroChat
When a customer asks whether we have an item, find the Item in ERPNext by name or item code. Read its actual stock in our Main Store and Second Store warehouses (example). If there is enough for the quantity they want, say it is available now. If not, say how many we have and that our sales team will confirm a date for the rest. Never quote prices that are not in our knowledge base.
5. Turn a quote request into an opportunity
Copy this into AeroChat
When a customer asks for a quote, ask which items they need, the quantity of each and when they need delivery. Find them in ERPNext as a Customer or Lead by phone number, or create a Lead. Create an Opportunity linked to that customer or lead, with the items and quantities, and add a comment with the delivery date and anything else they mentioned. Tell them our sales team will send a quotation within one working day (example).
6. Recognise an existing customer
Copy this into AeroChat
When someone messages, search ERPNext for a Contact with the phone number they are messaging from. If you find one linked to a Customer, greet them by name and company. If they have an open Sales Order, ask whether they are getting in touch about it. If you find no Contact, treat them as a new enquiry.
7. Open a support issue
Copy this into AeroChat
When a customer reports a problem with a delivery or a product, ask for the order or invoice number and a short description, and ask for a photo if it helps. Find their Customer in ERPNext through their Contact’s phone number. Create an Issue linked to that customer with a clear subject, the description and the order number. Tell them the issue number and that our team will reply within one working day (example), then hand over.
Who uses it
ERPNext runs distributors, wholesalers, manufacturers and trading businesses that sell to other businesses and need orders, stock and invoices in one system. These recipes fit the same work:
- B2B suppliers: order status and delivery, account and invoice questions, product and stock questions and quote requests.
What stays in ERPNext
AeroChat handles the conversation. ERPNext stays the record: customers, price lists, quotations, sales orders, deliveries, invoices, payments, stock and accounts. Every lead, opportunity and issue AeroChat creates appears in ERPNext like any other, so your team works the same way. Keep delivery dates and stock up to date in ERPNext, so the answers customers get are right.
WhatsApp workflows that use ERPNext
These end-to-end WhatsApp workflows run with ERPNext behind them. See them all in the WhatsApp workflows library.
- WhatsApp CRM workflows
- WhatsApp Review Requests After Every Visit or Order
- WhatsApp Win-Back Messages for Lapsed Customers
Questions
Does AeroChat work with ERPNext?
Yes. It connects through the Frappe REST API that ERPNext runs on, with an API key and secret you generate for a user in your own ERPNext. It is not an ERPNext or Frappe product or listing.
Can customers check their order status on WhatsApp?
Yes. AeroChat finds the customer by their phone number, reads their sales order and replies with its status and delivery progress, on WhatsApp, Instagram or any other channel.
Do I need a developer?
No. You describe the workflow, AeroChat builds it, and a System Manager generates API keys for an AeroChat user and enters them in the dashboard.
Which plan do I need?
On the ERPNext side, the API is part of ERPNext on Frappe Cloud and on self-hosted sites, and it runs with the roles of the user the keys belong to. On AeroChat, workflows via Skills are on every plan. Choose the plan by how many messages you get: Starter covers 500 AI responses a month, Growth 2,000 and Advanced 5,000.
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.
Connect ERPNext to your chat
Paste the order status recipe, add your ERPNext API key and secret, and message your own number asking about one of your open orders.
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