Send WhatsApp Leads to ERPNext

By Alva Chew 5 min read Updated November 8, 2026

Yes. AeroChat writes directly into ERPNext. It answers the enquiry, takes the buyer’s details and creates the Lead in ERPNext with its source, consent and a comment, and an Opportunity when they ask for a quote, while they are still in the chat.

This recipe makes sure every enquiry that arrives in chat ends up in ERPNext, ready for your sales team to quote. Part of connecting ERPNext to WhatsApp and AI chat.

What happens today

Buyers send enquiries on WhatsApp and through the website chat. A salesperson replies from their phone, promises a quote and moves on. Some enquiries get entered in ERPNext, some only live in a chat thread, and nobody can see how many quote requests came in last month or which ones are still waiting.

The flow that works

  1. AeroChat answers the buyer’s first question from your product information.
  2. It asks for their name, company and email.
  3. It searches ERPNext for a Contact or Lead, so a returning buyer is not added twice.
  4. It creates the Lead with the source and their consent answer.
  5. If they want a quote, it collects the items and quantities and creates an Opportunity.
  6. It adds a comment with a summary of the conversation.

What it looks like on WhatsApp

Customer: Hi, we’re opening a new cafe. Can you quote for 300 paper cups and 300 lids a week? (example)

AeroChat: Yes, we supply both. Can I take your name, company and email so we can send the quotation?

Customer: Priya Nair, Bean Corner, priya@example.com

AeroChat: Thanks, Priya. When would you need the first delivery?

Customer: From 1 December.

AeroChat: Noted. Our sales team will email your quotation within one working day.

In ERPNext: a new Lead for Priya Nair of Bean Corner with source Chat, and an Opportunity for 300 paper cups and 300 lids a week from 1 December, with a comment of the conversation.

The recipe

Copy this into AeroChat

When someone asks about our products, answer their question first from our knowledge base. Then follow these steps.

  1. If we do not have their name, company and email, ask: “Can I take your name, company and email so we can follow up?”
  2. Search ERPNext for a Contact or Lead with the phone number they are messaging from, then with that email.
  3. If a Contact linked to a Customer exists, use that customer. If a Lead exists, update its missing details. If neither exists, create a Lead with their name, company, email, mobile number and source set to Chat (example).
  4. Ask once: “Would you like to receive offers and news from us?” Record the answer on the Lead (example field).
  5. If they want a quote, ask which items, the quantity of each and when they need delivery. Create an Opportunity linked to the Lead or Customer with those items and quantities.
  6. Add a comment to the Lead or Opportunity with a two-line summary of what they asked for, the delivery date and anything they said about budget.
  7. Tell them our sales team will send a quotation within one working day (example). If they ask to speak to someone, hand the conversation to our sales team.

Do not ask the same question twice. Never quote prices that are not in our knowledge base. If they do not want to share an email, carry on helping and create the Lead with their phone number. Reply in the customer’s language.

Change the lead source, consent field and reply time to the ones your business uses before you paste it.

What to connect

  • ERPNext. A System Manager creates a user for AeroChat with read access to contacts, customers and items, and create access to leads, opportunities and comments. 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 product range, minimum order quantities and delivery areas so AeroChat can answer before it asks for details.

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

  • Which details AeroChat asks for before it creates the Lead.
  • When an enquiry becomes an Opportunity.
  • What buyers are told about when the quotation arrives.
  • Who gets the handover.

The result to expect

Every enquiry from chat is in ERPNext with its source and a comment, and every quote request is an Opportunity your team can see and follow up. Nothing waits in a salesperson’s phone.

Measure it with your own numbers: leads and opportunities created from chat, and how many become quotations and sales orders, for a month before and after.

Next: answer order and invoice questions from 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.

Send your first chat lead to ERPNext

Paste the recipe, add your ERPNext API key and secret, and message your own number asking for a quote.

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Sign up for an annual plan on Growth or above and we’ll set up your workflows and connect ERPNext for you, free. See plans.

More in this section

Answer Order and Invoice Questions on WhatsApp from ERPNext

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