Connect QuickBooks Online to WhatsApp, Instagram, TikTok and AI Chat
Customers message you to ask for an invoice copy, check what they owe, or get a price. In a business that runs on QuickBooks Online, the answer is already there. AeroChat answers those messages on WhatsApp, Instagram, Messenger, TikTok, Telegram, web chat or email by reading and writing your QuickBooks company through its public API. You describe the workflow in your own words, and AeroChat builds it.
What you can do with QuickBooks Online and AeroChat
- Send invoice copies and balances in chat. AeroChat checks who is asking, finds the invoice and sends it to them.
- Turn chat requests into QuickBooks estimates. AeroChat collects items and quantities and creates an estimate for your team to review and send.
- Answer payment questions. AeroChat checks whether an invoice has a payment against it and replies with the balance.
- Add new customers. When a new customer gives their details in chat, AeroChat creates the customer in QuickBooks.
- Answer price questions from your products and services list, so the chat and your invoices use the same prices.
Works on every chat channel
Your customers message you wherever they already are. The same QuickBooks Online connection and the same workflows run on every channel AeroChat supports, and QuickBooks Online stays the record whichever one they use.
| Channel | What your customers can do |
|---|---|
| Message your WhatsApp Business number to get an invoice copy, check what they owe or ask for a price. 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 the public QuickBooks Online Accounting API. It reads customers, invoices, payments, estimates and items, and it can create customers and estimates and fetch an invoice as a PDF. Each workflow uses only what its recipe asks for.
To connect, approve AeroChat’s access to your QuickBooks company when AeroChat asks. Intuit shows its own sign-in screen, where you pick the company and allow access. There is no key to copy, and you can disconnect at any time from your QuickBooks settings.
You describe the workflow in your own words. AeroChat builds it as a draft, works out which QuickBooks calls it needs, and asks you to connect. Keys and credentials are entered in the AeroChat dashboard and never pass through the conversation.
Workflows to copy
Copy this into AeroChat
When a customer asks for an invoice copy or their balance, match their phone number or email to a customer in QuickBooks. If there is no match, ask for their company name and the email on their account, and only continue if it matches. Reply with each open invoice number, due date and balance, and send the invoice PDF in the chat. If they dispute an amount, hand the conversation to our accounts team. Never change an invoice.
Copy this into AeroChat
When someone asks what a product costs, find it in our QuickBooks products and services list and reply with its name and sale price. If it is not on the list, say our team will reply and hand over. Never offer a discount.
Who uses it
Suppliers, distributors and service businesses that invoice from QuickBooks Online use it for account and order questions. These recipes use QuickBooks Online:
- B2B suppliers and distributors, for trade customers who message to order, ask for stock and check their accounts.
- Account and invoice questions
- Order placement
- Quote requests
- Order status and delivery
- Product and stock questions
What stays in QuickBooks Online
QuickBooks stays your record. Invoices, estimates, customers and payments live there, and your team still sends estimates, records payments and follows up overdue accounts.
AeroChat handles the conversation. It reads what QuickBooks holds and creates only the customers and estimates your recipe asks for. It never records a payment or changes an invoice.
WhatsApp workflows that use QuickBooks Online
These end-to-end WhatsApp workflows run with QuickBooks Online behind them. See them all in the WhatsApp workflows library.
- WhatsApp Invoice Copies and Balances From Your Accounts
- WhatsApp Payment Reminders Linked to Your Accounting System
- WhatsApp Quote Requests Turned Into Draft Quotes
Questions
Does AeroChat work with QuickBooks Online?
Yes. AeroChat connects through the public QuickBooks Online API. You approve access to your company and describe what you want in your own words.
Can customers get invoices on WhatsApp?
Yes. AeroChat matches the customer to their QuickBooks customer record and sends the invoice PDF in the chat.
Do I need a developer?
No. You describe the workflow in your own words, approve access to QuickBooks when asked, and switch it on. AeroChat builds the QuickBooks connection from your description and shows a checklist of what is left to do.
Which plan do I need?
Workflows via Skills are on every plan. Choose by message volume: Starter covers 500 AI responses a month and 3 seats, Growth covers 2,000 responses and 10 seats and adds payment links and broadcasts, and Advanced covers 5,000 responses and 25 seats.
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 QuickBooks Online and try it
Paste the first recipe, approve access to QuickBooks, and ask your own number for your latest invoice.