Send WhatsApp Leads to Vtiger CRM

This recipe makes sure every lead who talks to you in chat ends up in Vtiger, with their details, a lead source and a summary of what they asked about. Part of connecting Vtiger to WhatsApp and AI chat.

What happens today

Enquiries arrive on WhatsApp and Instagram, and the person replying means to add them to Vtiger later. Some get added, some duplicate a contact already in Vtiger, and some stay in a phone. When you check where leads come from, chat hardly appears.

The flow that works

AeroChat answers the lead’s question first.
It asks for their name and email, if it does not have them.
It searches Vtiger for an existing contact or lead, so a returning customer is not added twice.
It creates or updates the lead with the lead source.
It adds a comment with a short summary of the conversation.

The recipe

Copy this into AeroChat

When someone 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 email, ask: “Can I take your name and email so our team can follow up?” Ask for their company name if they are buying for a business.

Search Vtiger for a contact with that email or phone number. Then search the leads.

If a contact exists, do not create a lead. Add the comment to the contact. If a lead exists, update its mobile number if it is missing.

If neither exists, create a lead with their first name, last name, email, mobile and company.

Set the lead source to Web Site and the lead status to Not Contacted (example values).

Add a comment to the record with a two-line summary of what they asked about and anything they said about budget or timing.

If they ask to speak to someone, hand the conversation to the assigned user on the record, or to our sales team if there is none.

Do not ask for their email more than once. If they do not want to share it, carry on helping and create the record with their phone number. Reply in the customer’s language.

Change the lead source and status values to the ones your Vtiger account uses before you paste it.

What to connect

Vtiger. Copy your username and access key from My Preferences, using a user who can create leads and see contacts. Paste them in with your Vtiger address when AeroChat asks.
Your knowledge base. Upload your product or service details to AeroChat so it can answer before it asks for details.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Vtiger, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Vtiger’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 fields AeroChat fills, and the values it uses.
When it asks for details: right away, or after answering.
Who gets the handover.

The result to expect

Every chat lead is in Vtiger with a source and a summary, without anyone typing it. Your team works chat leads in the same lists as every other lead, and duplicates stop piling up.

Measure it with your own numbers: leads created from chat, and deals that started in chat, for a month before and after.

Next: answer support case 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 Vtiger connection behind it. See what each channel does on the Vtiger integration page.

Send your first chat lead to Vtiger

Paste the recipe, add your Vtiger access key, and leave your own details in the chat.

Start your 7-day free trial. No credit card needed.

On Shopify? Install AeroChat from the Shopify App Store.