Send WhatsApp Leads to Insightly
This recipe makes sure every lead who talks to you in chat ends up in Insightly, with their details, a source and a note of what they asked about. Part of connecting Insightly to WhatsApp and AI chat.
What happens today
Leads arrive on WhatsApp and the website chat, and someone means to add them to Insightly later. Some never get added, others get added without a source, and the sales team cannot tell which channel is working.
The flow that works
- AeroChat answers the lead’s question first.
- It asks for their name and email, if it does not have them.
- It searches Insightly for a contact or lead with that email.
- It creates or updates the lead, with Chat as the source.
- It adds a note with a short summary of the conversation.
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.
- If we do not have their name and email, ask: “Can I take your name and email so our team can follow up?”
- Search Insightly for a contact with that email, then for a lead with that email.
- If a contact exists, add the note to the contact and do not create a lead. If a lead exists, update its phone number if it is missing. If neither exists, create a lead with their name, email, phone number and organisation if they gave one.
- Set the lead source to Chat and the lead status to Open – Not Contacted (example values).
- Add a note to the record with a two-line summary of what they asked about and anything they said about quantities, budget or timing.
- If they ask to speak to someone, hand the conversation to the record owner, or to our sales team if there is none.
Do not ask for their email more than once. If they do not want to share it, carry on helping and create the lead with their phone number. Reply in the customer’s language.
Change the lead source and status values to the ones your Insightly account uses before you paste it.
What to connect
- Insightly. Copy your API key and API URL from User Settings, in the API section. Paste them in when AeroChat asks.
- Your knowledge base. Upload your product or service details to AeroChat so it can answer before it asks for details.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Insightly, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Insightly’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 lead fields AeroChat fills, and the values it uses.
- When it asks for details: right away, or after answering.
- Who gets the handover.
The result to expect
Every chat lead is in Insightly with a source and a note, without anyone typing it. Your lead reports show chat next to your other channels.
Measure it with your own numbers: leads created from chat, and leads converted to opportunities, for a month before and after.
Next: send WhatsApp leads to Insightly.
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 Insightly connection behind it. See what each channel does on the Insightly integration page.
Send your first chat lead to Insightly
Paste the recipe, add your Insightly key, and leave your own details in the chat.
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On Shopify? Install AeroChat from the Shopify App Store.