Connect Apptivo to WhatsApp, Instagram, TikTok and AI Chat
Yes. AeroChat writes directly into Apptivo. It looks up your contacts, customers, leads and opportunities and writes new leads, contacts, opportunities and cases through Apptivo’s API, on WhatsApp, Instagram, web chat and every other channel your customers use.
Your customers ask questions on WhatsApp, Instagram, Messenger, TikTok, Telegram, web chat or email. AeroChat answers them, takes their details and records the result in Apptivo as it goes: the lead with its source and assignee, the opportunity when they are ready to buy, and a case when they report a problem. It connects through Apptivo’s public API. You describe the workflow in your own words, AeroChat builds it, and Apptivo stays the place your team works.
What you can do with Apptivo and AeroChat
- Turn new chat leads into Apptivo leads. When someone new messages, AeroChat answers, takes their details and creates a lead with the channel as the lead source, a status and an assignee.
- Open support cases from chat. AeroChat collects what went wrong and creates a case in Apptivo with a summary, description, type and priority, linked to the customer.
- Recognise returning customers. AeroChat searches your Apptivo contacts and customers by email or phone number and greets them with what it finds instead of starting from zero.
- Create an opportunity for a ready buyer. When a customer asks for a quote or confirms what they want, AeroChat creates an opportunity with the sales stage, amount and close date you set.
- Update an opportunity after the chat. AeroChat records the next step and moves the opportunity’s sales stage when the customer accepts or asks for changes.
- Keep contact details current. When a customer gives a new email, phone number or address, AeroChat updates their Apptivo contact.
What it looks like on WhatsApp
Customer: Hi, do you do office fit-outs? We’re moving into a 3,000 sq ft space. (example)
AeroChat: Yes, we handle full office fit-outs, from layout to furniture. When do you need to move in, and can I take your name, company and email?
Customer: By April. Kevin Lim, Orbit Analytics, kevin@orbit.example.
AeroChat: Thanks, Kevin. A project consultant will contact you today to arrange a site visit.
In Apptivo: a new lead for Kevin Lim at Orbit Analytics, lead source WhatsApp, status New, assigned to your consultant, with “3,000 sq ft fit-out, move-in by April” in the description.
Customer: The air conditioning you installed in our meeting room isn’t cooling. (example)
AeroChat: Sorry about that. Is the unit running but blowing warm air, or not turning on at all?
Customer: Running, but warm air.
AeroChat: Thanks. I’ve logged this with our service team as a priority, and they’ll contact you today to arrange a technician.
In Apptivo: a new case “Meeting room aircon blowing warm air” linked to the customer, type Service, priority High (example), assigned to the service team.
Works on every chat channel
Your leads and customers message you wherever they already are. The same Apptivo connection and the same workflows run on every channel AeroChat supports, and Apptivo stays the record whichever one they use.
| Channel | What your leads and customers can do |
|---|---|
| Message your WhatsApp Business number to ask about your products or services, ask for a quote, or report a problem, and land in Apptivo. Voice notes are transcribed, so a spoken request works too. | |
| Send the same requests by direct message. A comment on your post can get an automatic reply that moves the conversation to a DM. | |
| Facebook Messenger | Send the same requests to your Facebook Page. Comments on your Page posts can get an automatic reply too. |
| TikTok | Send the same requests by TikTok direct message or TikTok Shop buyer chat. Both arrive in the same TikTok inbox. |
| Telegram | Send the same requests to your business on Telegram. |
| Web chat | Do the same from the chat on your website, without leaving the page. |
| Write to your Gmail or Office 365 address and get the same answer the chat gives. |
How the connection works
AeroChat connects through Apptivo’s public API, documented in Apptivo’s developer API guide. Through it, AeroChat searches contacts, customers, leads and opportunities, reads your lead statuses, sources, sales stages and case types, and creates or updates leads, contacts, opportunities and cases.
- What AeroChat reads from Apptivo: contacts and customers found by search, leads and opportunities found by email, and your settings for lead sources, lead statuses, sales stages, case types, priorities and assignees.
- What AeroChat writes to Apptivo: new and updated leads, contacts, customers and opportunities, and new and updated cases.
To connect, an Apptivo administrator opens Business Settings and clicks API Access in the left panel. The API Key and Access Key are shown there. Copy both. Apptivo provides these keys on its Premium and Ultimate plans, with no extra activation. That is Apptivo’s requirement.
You describe the workflow in your own words, for example “when a new lead messages, ask what they need, create the lead in Apptivo with WhatsApp as the source and assign it to our sales team”. AeroChat builds the workflow as a draft and asks for the Apptivo keys by name. You enter them in the AeroChat dashboard. They never pass through the conversation.
Workflows to copy
Six ready-made workflows for Apptivo. Copy one into AeroChat, add your Apptivo keys, and it runs on every channel.
1. Turn a new chat lead into an Apptivo lead
Copy this into AeroChat
When someone new asks about our products or services, answer their question first from our knowledge base. Then ask for their name, company, email and what they need. Search Apptivo leads by their email. If there is no lead, create one with their name, company, email and phone number, lead source set to the channel they used, status New and assignee set to our sales team (example). Put a two-line summary of what they need in the description.
2. Open a support case
Copy this into AeroChat
When a customer reports a problem, ask what happened, which product or service it affects and when it started. Find the customer in Apptivo by their email or company name. Create a case with a short summary, the full description in their own words, their email, the customer linked, type Service and priority Normal, or High if they say it stops them working (example rule). Tell them our service team will contact them within one working day (example).
3. Recognise a returning customer
Copy this into AeroChat
When someone messages, search Apptivo contacts by the phone number they are messaging from, or by email if they give one. If you find them, greet them by name and ask how you can help. If they ask for their account manager, hand the conversation over. Never share details from another contact’s record.
4. Create an opportunity for a ready buyer
Copy this into AeroChat
When a customer asks for a quote or says they want to buy, confirm what they need, quantities and timing. Create an opportunity in Apptivo named with what they want, linked to their customer and contact, at the Proposal sales stage (example), with the amount from our price list if it is listed there and a close date 30 days from today (example). Assign it to the person who handles their account and tell the customer when to expect the quote.
5. Update an opportunity after the chat
Copy this into AeroChat
When a customer with an open opportunity says they accept the quote, update the opportunity to the Closed Won sales stage (example) and set the next step to “Send agreement”. If they ask for changes, set the next step to what they asked for and keep the stage. If they say they have gone elsewhere, hand the conversation to the assignee without changing anything.
6. Keep contact details current
Copy this into AeroChat
When a customer says their email, phone number or address has changed, find their contact in Apptivo by the phone number they are messaging from. Read back the new details to confirm, then update the contact. Never change a contact that does not match the person messaging.
Who uses it
Apptivo is a CRM and business suite used by small and mid-sized businesses such as service providers, contractors, consultancies, wholesalers and agencies that keep leads, opportunities and support cases in one system. The recipes above fit any of them once you change the stages, statuses and questions to your own. See more WhatsApp CRM workflows.
What stays in Apptivo
AeroChat handles the conversation. Apptivo stays the record: contacts, customers, leads, opportunities, cases, assignees, your other Apptivo apps and your reports. Every record AeroChat creates appears in Apptivo like any other, so your team works the same way. Keep your lead statuses, sales stages and case types up to date, so AeroChat uses values that exist.
WhatsApp workflows that use Apptivo
These end-to-end WhatsApp workflows run with Apptivo behind them. See them all in the WhatsApp workflows library.
- WhatsApp CRM workflows
- WhatsApp Review Requests After Every Visit or Order
- WhatsApp Win-Back Messages for Lapsed Customers
Questions
Does AeroChat work with Apptivo?
Yes. It connects through Apptivo’s public API with the API key and access key from your own Apptivo account. It is not an Apptivo product or listing.
Can WhatsApp leads go straight into Apptivo?
Yes. When a lead messages on WhatsApp, Instagram or any other channel, AeroChat creates the lead in Apptivo with the channel as its source, a status and an assignee.
Do I need a developer?
No. You describe the workflow, AeroChat builds it, and an Apptivo administrator copies the two keys from Business Settings into the dashboard.
Which plan do I need?
On the Apptivo side, API keys come with the Premium and Ultimate plans. On AeroChat, workflows via Skills are on every plan. Choose the plan by how many messages you get: 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 Apptivo to your chat
Paste the new-lead recipe, add your Apptivo keys, and message your own number asking about your services.
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