Send WhatsApp Leads to Apptivo
Yes. AeroChat writes directly into Apptivo. It answers the lead, takes their details and creates the lead in Apptivo, with the channel as the lead source, a status, an assignee and a summary, while the lead is still in the chat.
This recipe makes sure every new lead who talks to you in chat ends up in Apptivo, assigned to someone, with a note of what they need. Part of connecting Apptivo to WhatsApp and AI chat.
What happens today
New enquiries arrive on WhatsApp, Instagram and the website chat at all hours. Someone answers when they can and types the lead into Apptivo later, often without an email or a source. Some enquiries stay in one person’s phone and are never entered. Your lead reports show fewer chat leads than you really get, and nobody knows who should follow up.
The flow that works
- AeroChat answers the lead’s question first.
- It asks for their name, company, email and what they need.
- It searches Apptivo leads by email, so the same person is not added twice.
- It creates the lead with the channel as the lead source and status New.
- It assigns the lead by your rule.
- It writes a short summary of the conversation in the description.
What it looks like on WhatsApp
Customer: Hi, can you help with bookkeeping for a small cafe? (example)
AeroChat: Yes, we look after bookkeeping for small food businesses, monthly or quarterly. Roughly how many transactions do you have a month? Can I take your name, business name and email?
Customer: Maybe 600. Nur Aisyah, Kopi Corner, aisyah@kopicorner.example.
AeroChat: Thanks, Nur Aisyah. One of our accountants will email you a proposal within one working day.
In Apptivo: a new lead for Nur Aisyah at Kopi Corner, lead source WhatsApp, status New, assigned to the small business team, with “Cafe bookkeeping, about 600 transactions a month” in the description.
The recipe
Copy this into AeroChat
When someone new asks about our products or services, answer their question first from our knowledge base. Then follow these steps.
- If we do not have their name, company and email, ask: “Can I take your name, company and email so our team can follow up?” Ask what they need if they have not said.
- Search Apptivo leads by the email they gave. Also search Apptivo contacts by the phone number they are messaging from.
- If they are already a lead or a contact, do not create a new lead. Greet them by name, help them, and hand the conversation to our team with a summary if they need a person.
- If not, create a lead with their name, company, email and phone number. Set the lead source to the channel they used and the status to New.
- Assign the lead to the small business team for businesses with under 20 staff and to the corporate team for the rest (example rule).
- Put a two-line summary of what they need, their size and timing in the description.
- Tell them who will follow up and by when. If they ask to speak to someone now, hand the conversation over.
Do not ask the same question twice. If they do not want to give an email, carry on helping and create the lead with their phone number. Reply in the customer’s language.
Change the lead sources, status and assignment rule to the ones your Apptivo account uses before you paste it.
What to connect
- Apptivo. An administrator opens Business Settings, clicks API Access in the left panel and copies the API Key and Access Key. Paste both in when AeroChat asks. Apptivo provides API keys on its Premium and Ultimate plans.
- Your knowledge base. Upload your service details and price guidance 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 Apptivo, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Apptivo’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 details AeroChat asks for before it creates the lead.
- The lead sources and statuses it uses.
- How leads are assigned.
- Who gets the handover.
The result to expect
Every chat lead is in Apptivo with its source, status, assignee and a summary, at any hour, without anyone typing it. Your team follows up on complete leads, and chat shows up properly in your lead reports.
Measure it with your own numbers: leads created from chat, and how many become opportunities, for a month before and after.
Next: open Apptivo support cases from WhatsApp.
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 Apptivo connection behind it. See what each channel does on the Apptivo integration page.
Send your first chat lead to Apptivo
Paste the recipe, add your Apptivo keys, and message your own number asking about your services.
Start your 7-day free trial. No credit card needed.
Sign up for an annual plan on Growth or above and we’ll set up your workflows and connect Apptivo for you, free. See plans.