Send WhatsApp Leads to Really Simple Systems
Yes. AeroChat writes directly into Really Simple Systems. It answers the lead, takes their details and creates the account, the contact and an opportunity in Really Simple Systems, with the channel as the source, while the lead is still in the chat.
This recipe makes sure every new lead who talks to you in chat ends up in Really Simple Systems with an opportunity your team can work. Part of connecting Really Simple Systems to WhatsApp and AI chat.
What happens today
Trade enquiries come in on WhatsApp and the website chat, often after hours. Someone replies the next day, and the account goes into the CRM later, if at all. Opportunities get created without a source or a value, and some enquiries live only in a salesperson’s phone. When you review the pipeline, chat leads are missing and you cannot tell how many there were.
The flow that works
- AeroChat answers the lead’s question first.
- It asks for their name, company and what they need.
- It searches Really Simple Systems by phone number and email, so an existing contact is not added twice.
- It creates the account and a contact under it.
- It creates an opportunity at your first stage, with the channel as the source and what they need in the description.
- It tells the lead what happens next.
What it looks like on WhatsApp
Customer: Hello, can you quote for 50 branded polo shirts for our staff? (example)
AeroChat: Yes, we can. Do you need embroidery or printing, and by when? Can I also take your name and company?
Customer: Embroidery, by the 20th. Lucy Chen, Bright Dental.
AeroChat: Thanks, Lucy. Our team will send your quote within one working day.
In Really Simple Systems: a new account for Bright Dental, a contact for Lucy Chen and an opportunity “50 embroidered polos, by the 20th” at the Enquiry stage, source WhatsApp.
The recipe
Copy this into AeroChat
When someone new 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 company, ask: “Can I take your name and company so our team can follow up?” Ask what they need, quantities and timing if they have not said.
- Search Really Simple Systems for a contact with the phone number they are messaging from. If they gave an email, search by email too.
- If the contact exists, use their account. If the account has an open opportunity for the same request, do not create another one. If there is no contact, search for an account with their company name, and create the account if there is none. Then create a contact under it with their name, phone number and email if given.
- Create an opportunity on the account at the Enquiry stage (example), named with what they asked for, with the source set to the channel they used. Put quantities, timing and any other details in the description.
- Assign the opportunity to Sam for orders under 100 units and to Priya for larger orders (example rule).
- Tell them who will follow up and by when. If they ask to speak to someone now, hand the conversation over.
Do not ask the same question twice. If they do not want to give a company name, use their own name for the account. Reply in the customer’s language.
Change the stage, sources and assignment rule to the ones your Really Simple Systems account uses before you paste it.
What to connect
- Really Simple Systems. An administrator goes to Settings, then Integrations, then API V4, enables API access for the user AeroChat will act as, and generates a key for that user under Manage API Keys and Alerts. Copy it straight away and paste it in when AeroChat asks. API access comes with the Professional and Enterprise plans.
- Your knowledge base. Upload your product details, minimum order quantities and lead times 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 Really Simple Systems, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from the public Really Simple Systems 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 opportunity.
- The stage new opportunities start at and the source values used.
- Who each opportunity is assigned to.
- Who gets the handover.
The result to expect
Every chat lead is in Really Simple Systems as an account, a contact and an opportunity with its source, at any hour, without anyone typing it. Your pipeline shows the real number of enquiries, and your team spends its time on quotes, not data entry.
Measure it with your own numbers: opportunities created from chat, and how many reach Won, for a month before and after.
Next: open and track Really Simple Systems cases from WhatsApp.
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 Really Simple Systems connection behind it. See what each channel does on the Really Simple Systems integration page.
Send your first chat lead to Really Simple Systems
Paste the recipe, add your Really Simple Systems key, and message your own number asking about your products.
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