Book Callbacks from WhatsApp as Salesflare Tasks
Yes. AeroChat writes directly into Salesflare. It agrees a time with the customer in the chat, creates a task on their account with a reminder date and the owner assigned, and leaves an internal note so the owner knows what the call is about.
This recipe makes sure every “can someone call me” in chat becomes a Salesflare task for the right person, at the time the customer chose. Part of connecting Salesflare to WhatsApp and AI chat.
What happens today
A customer asks on WhatsApp for a call about their quote or for a copy of the contract. Whoever reads it means to pass it on, but the request stays in the chat. The account owner never sees it, the customer waits, and the follow-up happens days later or not at all.
The flow that works
- AeroChat finds the customer’s contact and account in Salesflare.
- It asks what they need and when suits them, within your hours.
- It creates a task on the account, with the reminder date set to that time and the account owner assigned.
- It adds an internal note with the details and mentions the owner.
- It confirms the time and the name of the person who will follow up.
What it looks like on WhatsApp
Customer: Can someone call me to go through the renewal terms? (example)
AeroChat: Of course. Kenji looks after your account. He can call you tomorrow at 10am or 4pm. Which suits you?
Customer: 4pm please. And can he bring the updated price list?
AeroChat: Done. Kenji will call you tomorrow at 4pm with the updated price list.
In Salesflare: a task “Call about renewal terms, send updated price list” on the customer’s account, assigned to Kenji, with a reminder tomorrow at 4pm, and an internal note mentioning Kenji with the request.
The recipe
Copy this into AeroChat
When a customer asks for a call, a meeting or for something our team has to send them, follow these steps.
- Search Salesflare contacts for the phone number they are messaging from, or the email they give. If there is no contact, create the account and contact as in our new-lead workflow.
- Read the account and its owner. If the account has no owner, use our sales lead (example).
- Ask what they want to discuss or receive, if they have not said.
- For a call, offer two times within our hours, Monday to Friday 9am to 6pm (example). For a document, tell them it will be sent within one working day (example).
- Create a task on the account describing exactly what they asked for, with the reminder date set to the time they chose or to the next working day for a document, assigned to the account owner.
- Add an internal note to the account with a one-line summary of the request and mention the account owner.
- Confirm the day, time and the name of the person who will follow up.
Never promise a time outside our hours. If they need help now, hand the conversation to the account owner. Reply in the customer’s language.
Change the hours, the fallback owner and the document timing to your own before you paste it.
What to connect
- Salesflare. Open Settings, then API keys, click the orange plus button to create a key for AeroChat and copy it. Paste it in when AeroChat asks. Make sure each account in Salesflare has an owner.
- Your knowledge base. Upload your opening hours and what your team can send, such as price lists and contracts, so AeroChat sets the right expectations.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Salesflare, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Salesflare’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
- The hours AeroChat may offer for calls.
- Who gets the task when an account has no owner.
- What your team promises to send, and how fast.
- When a request goes straight to a person instead of a task.
The result to expect
Every callback and document request from chat is a Salesflare task for the right person, at the right time, with the details written down. Customers get a confirmed time instead of “someone will get back to you”.
Measure it with your own numbers: callbacks requested in chat, and how many are completed on time, for a month before and after.
Next: send WhatsApp leads to Salesflare.
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 Salesflare connection behind it. See what each channel does on the Salesflare integration page.
Book your first callback in Salesflare
Paste the recipe, add your Salesflare key, and message your own number asking for a call.
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