Connect AutoCount Accounting to WhatsApp and AI Chat
Yes. AeroChat works directly with AutoCount Accounting. It checks stock balances, answers invoice and outstanding balance questions, and creates sales orders, quotations and new customer accounts in AutoCount, through AutoCount’s AOTG API, on WhatsApp, Instagram, web chat and every other channel your customers use.
Your customers and trade buyers message you on WhatsApp to ask whether an item is in stock, what they still owe, or for a copy of an invoice. The answers are already in AutoCount, but someone has to open it, look them up and type them out. AeroChat reads them from AutoCount and replies in the chat. When a customer orders or asks for a quote, it creates the sales order or quotation in AutoCount, so your team picks it up in the system they already use. You describe the workflow in your own words, AeroChat builds it, and AutoCount stays your record of stock, sales and accounts.
What you can do with AutoCount and AeroChat
- Check stock in chat. AeroChat reads the stock item in AutoCount, with its balance quantity for each unit of measure, and tells the customer whether you have enough.
- Answer invoice questions and send a copy. AeroChat finds the customer’s sales invoices in AutoCount and gives the number, date, total and what is still outstanding. It can print the invoice with your report template and send the file in the chat.
- Tell customers their outstanding balance. AeroChat reads the customer’s account in AutoCount and their outstanding invoices, and replies with the balance and which invoices make it up.
- Create a sales order from the chat. When a trade customer orders, AeroChat creates the sales order in AutoCount under their account with the items, quantities and delivery address.
- Turn a quote request into a quotation. AeroChat creates a sales quotation in AutoCount with the items and quantities the customer asked for, so your team can price and send it.
- Open an account for a new customer. When a new business buyer gives their company details, AeroChat creates the debtor in AutoCount so the first order or quotation has an account to sit under.
What it looks like on WhatsApp
Customer: Hi, do you have 40 cartons of the A4 80gsm paper? And what’s my balance now? (example)
AeroChat: Yes, we have 126 cartons of A4 80gsm in stock. Your account shows RM 3,480 outstanding across two invoices: IV-10231 for RM 2,100 and IV-10288 for RM 1,380. Would you like me to place the order for 40 cartons?
Customer: Yes please, same delivery address.
AeroChat: Done. Sales order SO-04512 is in for 40 cartons. Our team will confirm the delivery date.
In AutoCount: AeroChat read the stock balance and the account, and created sales order SO-04512 under the customer’s debtor account.
Works on every chat channel
Your customers ask wherever they already message you. The same AutoCount connection and the same workflows run on each of these channels.
| Channel | What your customers can do |
|---|---|
| Ask about stock, invoices and balances, place an order or ask for a quote from your WhatsApp Business number. Voice notes are transcribed, so a spoken order works too. | |
| Do the same by direct message. | |
| Facebook Messenger | Do the same with your Facebook Page. |
| Telegram | Do the same with your business on Telegram. |
| Web chat | Check stock or ask for a quote in the chat on your website. |
| Write to your Gmail or Office 365 address and get the answer, or the invoice copy, by reply. |
How the connection works
AeroChat connects through AutoCount’s AOTG API, documented on the AutoCount Resource Center, with the full reference on AutoCount’s API page. Through it, AeroChat reads stock items, debtors, sales invoices and outstanding invoices, and creates sales orders, sales quotations and debtors. Each workflow uses only what its recipe asks for.
- What AeroChat reads from AutoCount: stock items with their balance quantity, price and unit of measure, debtor accounts with their outstanding amount and credit limit, sales invoices with their total and outstanding amount, and the outstanding invoices on an account.
- What AeroChat writes to AutoCount: new sales orders, sales quotations and debtor accounts, and printed copies of invoices using your report templates.
AOTG links the AutoCount Accounting account book on your own server to AutoCount’s cloud server. To set it up, you install the AOTG Client on the computer that hosts your AutoCount server, register an AOTG account and activate your account book. Once the account book is activated, AOTG generates an API key, which you find on the AOTG Subscription page under My Subscription and Account Book(s). AeroChat uses the API key with your AOTG user login to get access. Because your data stays on your own server, keep that computer on and connected for AeroChat to reach it.
Some AOTG requests are processed in the background. AeroChat checks the result in AOTG before it confirms anything in the chat.
You describe the workflow in your own words, for example “when a customer asks if we have an item, check the stock balance in AutoCount and offer to place the order”. AeroChat builds the workflow as a draft and asks for your AOTG API key and login by name. You enter them in the AeroChat dashboard. They never pass through the conversation.
Workflows to copy
Six ready-made workflows for AutoCount. Copy one into AeroChat, add your AOTG details, and it runs on every channel.
1. Check stock in chat
Copy this into AeroChat
When a customer asks whether we have an item, find the stock item in AutoCount by its code or description. Read the balance quantity for the unit they asked in, such as cartons or pieces. If we have enough, say so and offer to place the order. If not, tell them how many we have and offer to order the rest when stock arrives. If the item is discontinued, say so and suggest a similar item from our product list. Reply in the customer’s language.
2. Answer invoice questions and send a copy
Copy this into AeroChat
When a customer asks about an invoice, confirm who they are by their account number or the email on their account. Find their sales invoices in AutoCount. Give the invoice number, date, total and the amount still outstanding. If they ask for a copy, print the invoice with our standard invoice template and send the file in the chat. Never share another customer’s invoices.
3. Tell customers their outstanding balance
Copy this into AeroChat
When a customer asks what they owe, confirm who they are by their account number or the email on their account. Read their debtor account and outstanding invoices in AutoCount. Reply with the total outstanding and each invoice number, date and amount due. Add our bank details for payment from the knowledge base. If they dispute an amount, hand the conversation to our accounts team with the invoice numbers.
4. Create a sales order from the chat
Copy this into AeroChat
When an existing customer places an order, read back the items, quantities, prices and delivery address and ask them to confirm. Check stock for each item. Create a sales order in AutoCount under their debtor account with the items and quantities and their reference, such as a purchase order number. Send the sales order number in the chat and tell them our team will confirm the delivery date.
5. Turn a quote request into a quotation
Copy this into AeroChat
When a customer asks for a quote, collect the items, quantities, delivery location and the date they need them. Create a sales quotation in AutoCount under their debtor account with those items. Tell them the quotation number and that our sales team will send the priced quotation by the next working day (example).
6. Open an account for a new customer
Copy this into AeroChat
When a new business customer wants to order or get a quote, collect their company name, registration number, billing address, delivery address, contact email and phone number. Check AutoCount for an existing debtor with the same company name or email first. If there is none, create the debtor in AutoCount and continue with their order or quote. Tell them our team will confirm their credit terms.
Who uses it
Wholesalers, distributors, suppliers and retailers that run their books and stock in AutoCount use it to answer trade customers in chat. These pages go further:
- Product and stock questions for B2B suppliers
- Account and invoice questions for B2B suppliers
- Order placement for B2B suppliers
What stays in AutoCount
AutoCount stays your record of stock, sales, customers and accounts. Pricing, credit terms, delivery orders, invoices, payments and reports stay with AutoCount and your team.
AeroChat handles the conversation. It reads what your recipe asks for and creates sales orders, quotations and new accounts, and leaves the rest to AutoCount and your team.
WhatsApp workflows that use AutoCount
These end-to-end WhatsApp workflows run with AutoCount behind them. See them all in the WhatsApp workflows library.
Other accounting systems with their own pages: SQL Account, Bukku, Xero and QuickBooks Online.
Questions
Does AeroChat work with AutoCount Accounting?
Yes. It connects through AutoCount’s AOTG API with the API key and login from your own AOTG account. It is not an AutoCount product, and AeroChat has no partnership with AutoCount.
Can customers check stock in AutoCount through WhatsApp?
Yes. AeroChat reads the stock item’s balance quantity in AutoCount and replies in the WhatsApp chat, then offers to place the order.
Can AeroChat change my invoices or payments?
Not with these recipes. They read invoices and balances, print invoice copies, and create sales orders, quotations and new customer accounts. Invoicing and payments stay with your team.
Which plan do I need?
On the AutoCount side, you need AutoCount Accounting with the AOTG Client installed and your account book activated on AOTG. On the AeroChat side, workflows via Skills are on every plan, with a 7-day free trial. Choose by message volume: 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 AutoCount to your chat
Paste the stock check recipe, add your AOTG API key, and ask your own number whether you have an item in stock.
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 AutoCount for you, free. See plans.
On Shopify? Install AeroChat from the Shopify App Store.