Instagram Workflows for Customer Service and Sales

Your customers message you on Instagram. AeroChat answers there and does the work behind each conversation in the systems you already use: your CRM, calendar, store, booking system or accounts. Each workflow below shows the flow, a recipe to copy into AeroChat, the systems it connects to and the Instagram rules that apply.

Automated replies

• Instagram Auto Reply That Answers the Customer’s Question: Set up an Instagram auto reply that answers the question in the DM. AeroChat replies from your knowledge base and checks stock, prices or open slots in your own systems first.
• Instagram Welcome Message for New DM Conversations: An Instagram welcome message that greets new customers, answers their first question and adds them to HubSpot, Mailchimp or Klaviyo. Returning customers are greeted by name.
• Instagram DM Automation That Finishes the Sale or Booking: Instagram DM automation that answers, recommends from your catalogue, books, takes payment by link and updates your CRM. AeroChat runs the whole conversation across your systems.
• Instagram After Hours Replies That Answer and Book: Instagram after hours replies that answer the question, book the slot in Google Calendar or Calendly and queue anything else for your team in HubSpot for the morning.

Comments, stories, Live and campaigns

• Instagram Comment to DM Automation for Posts, Reels and Ads: Comment to DM automation for Instagram: AeroChat sends a private reply to each comment, answers in the DM, sends the link and adds the lead to Klaviyo, Mailchimp or HubSpot.
• Instagram Story Reply Automation for Product Questions: Instagram story reply automation that answers product questions with live stock and price, sends the link, and logs story mentions so your team can reshare them.
• Instagram Live Comment Replies Sent to Each Buyer’s DMs: Instagram Live comment replies sent privately while you broadcast. AeroChat answers price and size questions with live stock, sends the payment link and logs every order.
• Instagram Keyword DMs for Giveaways and Product Launches: Run Instagram giveaways and launches on keyword DMs. AeroChat replies to each keyword, records entries in Google Sheets without duplicates and adds opted-in fans to Klaviyo or Mailchimp.

Ads that open a DM

• Instagram Ads That Open a DM, Answered and Qualified: Run ads that open an Instagram DM and answer every lead in seconds. AeroChat qualifies, books and records each lead in HubSpot, Pipedrive or GoHighLevel within Meta’s 7-day window.

Leads and sales

• Instagram Lead Generation Straight Into Your CRM: Turn Instagram DMs, comments and ad clicks into CRM leads. AeroChat answers first, takes the details, checks HubSpot, Pipedrive or Salesforce for duplicates and logs the chat.
• Instagram Lead Qualification Scored Into Your CRM: Qualify Instagram DM leads with your own questions on budget, timing and need. AeroChat scores the answers, updates HubSpot, Pipedrive or Salesforce and routes hot leads to sales.
• Instagram Product Questions Answered From Your Catalogue: Answer price, size, stock and ingredient questions in Instagram DMs and comments from your live store data. AeroChat reads Shopify, a Google Sheet or Square and replies in seconds.
• Instagram Product Recommendations From Your Catalogue: Recommend the right product in Instagram DMs. AeroChat asks what the customer needs, picks in-stock items from Shopify or your product sheet, sends the links and records the interest.
• Instagram Payment Links That Confirm the Order When Paid: Send a payment link in Instagram DMs for the exact amount, then confirm the order or booking once Airwallex, Stripe or HitPay shows it paid, and update your store or sheet.
• Instagram CRM Integration That Reads and Writes Your Records: Connect Instagram DMs to HubSpot, Salesforce, Zoho CRM, Pipedrive, GoHighLevel or Keap. AeroChat reads the customer’s record mid-chat and writes contacts, deals and notes back.

Bookings

• Instagram Booking Connected to Your Calendar: Let customers book from your Instagram DMs. AeroChat reads free slots in Google Calendar, Calendly, Acuity, Phorest or Cliniko, books the one they pick and confirms it in the chat.

Orders and service

• Instagram Customer Service Connected to Your Own Systems: Instagram customer service for your own customers: AeroChat checks orders and bookings, makes changes, logs each case in HubSpot, Zoho CRM or Freshsales and hands over to your team.
• Instagram Order Tracking That Answers From Your Store: Answer “where is my order?” in Instagram DMs. AeroChat finds the order by order number or email, reads the status and tracking link from your store, and hands problems to your team.
• Instagram Returns and Refunds Checked Against Your Policy: Handle return and refund requests in Instagram DMs. AeroChat checks the order against your return window, collects photos, and refunds through Shopify, Stripe or HitPay up to your limit.
• Instagram Human Handover to Your Team Inbox and CRM Owner: AeroChat handles Instagram DMs and hands over to the right person when your rules say so, routed by the owner in HubSpot or Pipedrive, with a summary so nobody asks twice.

Meta’s rules on Instagram

Source: Meta, Instagram messaging API and private replies documentation, checked 30 October 2026.

The same workflows on WhatsApp and other channels

Every workflow here also runs on WhatsApp, TikTok (DMs and TikTok Shop buyer chat), Telegram, web chat and email with the same connections. See the WhatsApp workflows library, every CRM AeroChat connects to on WhatsApp CRM integration, and all systems on the Integrations page.

Start with one workflow

Pick the Instagram conversation your team repeats most, paste its recipe into AeroChat and connect the system behind it.

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On Shopify? Install AeroChat from the Shopify App Store.