Answer Order and Invoice Questions on WhatsApp from ERPNext

Yes. AeroChat works directly with ERPNext. It finds the customer by their phone number, reads their sales orders, deliveries and invoices in ERPNext, and answers “where is my order?” and “what do I owe?” in the chat, at any hour.

This recipe takes the daily order and invoice questions off your sales and accounts team, using the same ERPNext records they would check. Part of connecting ERPNext to WhatsApp and AI chat.

What happens today

Customers message to ask whether their order has gone out, when the rest is coming, or which invoices are still open. Each question means someone stops what they are doing, opens ERPNext, finds the customer, reads the order or the invoice list and types a reply. Questions that arrive after hours wait until the morning, and the same customer often asks twice.

The flow that works

AeroChat finds the customer’s Contact in ERPNext by the phone number they are messaging from.
It reads the Customer that Contact belongs to.
For an order question, it reads the Sales Order’s status, delivery progress and delivery date.
For an invoice question, it reads the open Sales Invoices with amounts and due dates.
It replies in plain words and hands over anything it cannot answer.

What it looks like on WhatsApp

Customer: Which of our invoices are still open? Our accounts team is doing a payment run. (example)

AeroChat: You have two open invoices: ACC-SINV-2026-00791 for 4,250.00, due 20 November, and ACC-SINV-2026-00812 for 1,180.00, due 5 December. That is 5,430.00 in total.

Customer: Thanks. And has order 00418 finished delivering?

AeroChat: Not yet. 20 of the 40 chairs were delivered on Monday. The remaining 20 are due on Friday 14 November.

In ERPNext: nothing changes. AeroChat read the customer’s unpaid Sales Invoices and the Sales Order’s delivery progress.

The recipe

Copy this into AeroChat

When a customer asks about an order, a delivery, an invoice or what they owe, follow these steps.

Search ERPNext for a Contact with the phone number they are messaging from and read the Customer it is linked to. If there is none, ask for their company name and order or invoice number, and only answer if the number belongs to a customer whose contact details match.

For an order question, find that customer’s open Sales Orders, or the one matching the number they give. Reply with the order number, status, how much has been delivered, the delivery date, and how much has been billed.

If part of the order has been delivered, say what was delivered and when, from the Delivery Notes.

For an invoice question, read that customer’s submitted Sales Invoices that are unpaid or overdue. Reply with each invoice number, the amount outstanding and the due date, and the total.

If they say they have already paid, thank them and tell them our accounts team will check and confirm. Hand over to accounts.

If an order is late against its delivery date, apologise, say our team will confirm a new date, and hand over to sales.

Never change an order or an invoice. Never share another customer’s orders or invoices. Reply in the customer’s language.

Change the handover rules to match how your sales and accounts teams split the work before you paste it.

What to connect

ERPNext. A System Manager creates a user for AeroChat with read access to contacts, customers, sales orders, delivery notes and sales invoices. On that user’s Settings tab, expand API Access and click Generate Keys. Copy the API key and secret and paste them in, with your site address, when AeroChat asks.
Your knowledge base. Upload your delivery areas, lead times and payment terms so AeroChat can answer the questions around the order too.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect ERPNext, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from the Frappe 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

How AeroChat confirms who the customer is before it shares order or invoice details.
Which questions go to sales and which go to accounts.
What customers are told when an order is late.

The result to expect

Customers get their order and invoice answers in the same conversation, from the same ERPNext records your team uses, at any hour. Your team only sees the questions that need a person, such as a late delivery or a payment to check.

Measure it with your own numbers: order and invoice questions answered without a handover, and the time your team spends on them, for a month before and after.

Next: send WhatsApp leads to ERPNext.

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 ERPNext connection behind it. See what each channel does on the ERPNext integration page.

Answer your first order question from ERPNext

Paste the recipe, add your ERPNext API key and secret, and message your own number asking about one of your open orders.

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