Answer QuickBooks Customer Balance Questions on WhatsApp
Yes. AeroChat works directly with QuickBooks Online. When a customer asks what they owe, AeroChat finds them in QuickBooks, reads their open balance and lists the unpaid invoices behind it, with due dates, in the same chat.
This recipe answers balance questions from QuickBooks Online, so trade customers and repeat buyers know what is outstanding without waiting for your accounts team. Part of connecting QuickBooks Online to WhatsApp and AI chat.
What happens today
A customer messages before placing their next order: “What’s my balance with you?”. The person in chat forwards it to whoever does the accounts, who opens QuickBooks, checks the customer and replies later. Customers who want to pay wait, and reorders stall until the balance is clear.
The flow that works
- The customer asks what they owe.
- AeroChat matches them to a customer in QuickBooks and confirms who they are.
- It reads the customer’s open balance.
- It finds the invoices that still have a balance and lists each one with its due date, marking any that are overdue.
- If they dispute an amount, it hands the conversation to your accounts team.
What it looks like on WhatsApp
Customer: Hi, what’s our outstanding balance? We want to clear it before the next order. (example)
AeroChat: Your open balance is S$2,180.00 across two invoices. Invoice 1043 for S$1,420.00 was due on 31 October and is overdue. Invoice 1068 for S$760.00 is due on 20 November. Would you like a copy of either invoice?
In QuickBooks Online: nothing changes. AeroChat read the customer’s balance and their open invoices.
The recipe
Copy this into AeroChat
When a customer asks what they owe or what their balance is, follow these steps.
- Match their email or phone number 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.
- Read the customer’s open balance. If it is zero, tell them they have nothing outstanding and thank them.
- Find their invoices that still have a balance. For each one, tell them the invoice number, the balance and the due date. Say which ones are overdue.
- If they ask for a copy, send the invoice PDF in the chat.
- If they say they have already paid or dispute an amount, collect the details and hand the conversation to our accounts team.
Never change an invoice or record a payment. Never share another customer’s balance. Reply in the customer’s language.
Change the handover rules and wording to match your accounts team before you paste it.
What to connect
- QuickBooks Online. 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.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect QuickBooks Online, then switch it on. If it built the connection from the public QuickBooks Online Accounting API 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
- How AeroChat confirms who the customer is before sharing a balance.
- Whether it mentions overdue invoices when a customer places a new order.
- Who handles disputes and payments that are not showing.
The result to expect
Customers know their balance in seconds and can pay before the next order. Your accounts team only handles disputes, with the details already collected.
Measure it with your own numbers: balance questions answered without your team, and days to payment on open invoices, for a month before and after.
Next: answer invoice status questions, or see account and invoice questions for B2B suppliers.
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 QuickBooks connection behind it. See what each channel does on the QuickBooks Online integration page.
Answer balance questions from QuickBooks
Paste the recipe, approve access to QuickBooks, and ask your own number what a test customer owes.
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