Send WhatsApp Leads to EspoCRM and Book the Meeting

By Alva Chew 6 min read Updated November 8, 2026

Yes. AeroChat writes directly into EspoCRM. It answers the lead, creates the Lead in EspoCRM with its source and consent, and books a meeting or call with the right person, logged against the lead, while they are still in the chat.

This recipe makes sure every lead who talks to you in chat ends up in EspoCRM, and that the ones who want to talk get a time in your team’s calendar straight away. Part of connecting EspoCRM to WhatsApp and AI chat.

What happens today

Leads ask on WhatsApp or the website chat whether someone can talk them through your offer. A salesperson replies when they can, asks when suits, waits for an answer and then types the lead and the meeting into EspoCRM. Leads who message in the evening wait until the next day, and some are never entered at all.

The flow that works

  1. AeroChat answers the lead’s question first.
  2. It asks for their name, company and email.
  3. It searches EspoCRM so a returning lead or contact is not added twice.
  4. It creates the Lead with the source, a description and their consent answer.
  5. If they want to talk, it checks the salesperson’s meetings and calls and offers free times.
  6. It creates the Meeting or Call linked to the lead and confirms it.

What it looks like on WhatsApp

Customer: Hello, do you install solar panels for small warehouses? I’d like someone to call me. (example)

AeroChat: Yes, we do commercial installs. Can I take your name, company and email?

Customer: Marco Rossi, Rossi Logistics, marco@example.com

AeroChat: Thanks, Marco. Sara can call you tomorrow at 11:00 or 14:30. Which works?

Customer: 14:30.

AeroChat: Done. Sara will call you tomorrow at 14:30 on this number.

In EspoCRM: a new Lead for Marco Rossi of Rossi Logistics with source Chat, and a Call tomorrow at 14:30 assigned to Sara and linked to the lead, with a note that he wants solar for a small warehouse.

The recipe

Copy this into AeroChat

When someone asks about our products or services, 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 our team can follow up?”
  2. Search EspoCRM for a Contact or Lead with the phone number they are messaging from, then with that email. If one exists, update any missing details and use it.
  3. If not, create a Lead with their name, company, email, phone number, source set to Chat (example), and a description of what they asked about.
  4. Ask once: “Would you like to hear about offers and news from us?” Record the answer on the Lead (example field).
  5. If they want to talk, ask whether they prefer a phone call or a video meeting. Read the Meetings and Calls of the user assigned to the lead, or Sara (example) for new leads, for the next five working days, and offer two free times within Monday to Friday 9:00 to 17:00 (example).
  6. Create a Call or a Meeting at the time they choose, assigned to that user and linked to the Lead, with a one-line description of what they want to discuss.
  7. Confirm the day, time and who will speak to them. If they ask for anything you cannot answer, hand the conversation to the assigned user.

Do not ask the same question twice. 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, default salesperson and hours to match your EspoCRM setup before you paste it.

What to connect

  • EspoCRM. An administrator goes to Administration, then API Users, and creates an API user with the API Key authentication method and a role that can read contacts, leads, meetings and calls and create leads, meetings and calls. Copy the API key from the user’s detail view and paste it in, with your EspoCRM address, when AeroChat asks.
  • Your knowledge base. Upload your products, services and areas you cover 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 EspoCRM, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from EspoCRM’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.
  • Who new leads are assigned to, and the hours they can be booked.
  • Whether leads can book a call, a video meeting or both.
  • Who gets the handover.

The result to expect

Every chat lead is in EspoCRM with its source and consent, and the ones ready to talk have a call or meeting in your salesperson’s calendar before anyone reads the message.

Measure it with your own numbers: leads created from chat, meetings and calls booked from chat, and the time from first message to first conversation, for a month before and after.

Next: open and update EspoCRM cases from chat.

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 EspoCRM connection behind it. See what each channel does on the EspoCRM integration page.

Send your first chat lead to EspoCRM

Paste the recipe, add your EspoCRM API key, and message your own number asking for a call.

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

More in this section

Open and Update EspoCRM Cases from WhatsApp

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