Turn WhatsApp Enquiries into Invoice Ninja Quotes
This recipe turns a price enquiry in chat into a client and a draft quote in Invoice Ninja, ready for you to review and send. Part of connecting Invoice Ninja to WhatsApp and AI chat.
What happens today
A prospect messages on your website chat asking what a project would cost. The details sit in the chat until you have time to create the client in Invoice Ninja and build the quote. A few days pass, and the prospect has gone with someone who replied the same day.
The flow that works
- AeroChat asks what they need, the deadline and their budget range.
- It finds the matching products in Invoice Ninja and gives your standard prices.
- It finds the client in Invoice Ninja by email, or creates the client and contact.
- It creates a draft quote with the items and a note of the request.
- It tells the prospect when to expect the final quote, and you review and send it from Invoice Ninja.
The recipe
Copy this into AeroChat
When someone asks for a price or a quote, follow these steps.
- Ask what they need, the deadline, and their budget range.
- Find the matching products in Invoice Ninja. Reply with our standard prices for those items, and say the final quote may change once we agree the scope.
- Ask for their name, business name, email and phone if we do not have them.
- Search Invoice Ninja for a client contact with that email. If there is none, create a client with their business name and a contact with their name, email and phone.
- Create a draft quote for that client with the items. Add a note with the deadline, budget range and anything else they asked for.
- Tell them I will review and send the quote within one working day (example). If they ask for something we do not list, hand the conversation to me.
Only quote prices from Invoice Ninja. Never promise a discount or a start date. Reply in the customer’s language.
Change the questions, the review time and the handover cases to your own before you paste it.
What to connect
- Invoice Ninja. Open Settings, then Account Management, Integrations and API tokens, and create a token for AeroChat. Paste it in when AeroChat asks. If you host Invoice Ninja yourself, add your web address too.
- Your products. Keep current prices on your products in Invoice Ninja, because that is where AeroChat reads them.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Invoice Ninja, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Invoice Ninja’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 questions AeroChat asks before it creates the quote.
- Which requests come straight to you.
- When you review and send the quote.
The result to expect
Every price enquiry from chat becomes a client and a draft quote in Invoice Ninja, with the details already filled in. You review and send instead of retyping, and prospects hear back the same day.
Measure it with your own numbers: time from enquiry to quote sent, and quotes approved, for a month before and after.
Next: answer invoice questions in 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 Invoice Ninja connection behind it. See what each channel does on the Invoice Ninja integration page.
Create your first quote from chat
Paste the recipe, add your Invoice Ninja token, and ask your own chat for a price.