Turn WhatsApp Quote Requests into Xero Quotes

This recipe turns a quote request in chat into a draft quote in Xero. AeroChat collects what the customer needs, prices it from your Xero items and leaves the quote for your team to check and send. Part of connecting Xero to WhatsApp and AI chat.

What happens today

A buyer sends a photo of a handwritten list and asks for a price on 40 cartons of one thing and 12 of another. Your salesperson types it into Xero later that day, checks the codes, and asks two follow-up questions the buyer could have answered at the start. The buyer has asked two other suppliers in the meantime.

The flow that works

The customer lists what they need, in a message, a photo or a voice note.
AeroChat matches each line to an item in Xero and asks about anything unclear, such as size or pack.
It confirms the list back and asks for the delivery address and the date they need it by.
It creates a draft quote in Xero against the customer’s contact, with your item prices.
Your team reviews the draft, adjusts it if needed, and sends it from Xero. AeroChat tells the customer when to expect it.

The recipe

Copy this into AeroChat

When a customer asks for a quote, follow these steps.

Match them to a contact in Xero by phone number or email. If they are new, ask for their company name, contact name and email, and create a Xero contact.

Ask for each item and quantity. Match each one to an item in Xero by name or code. If more than one item could match, ask which one they mean.

Read the list back with quantities and ask them to confirm. Ask for the delivery address and the date they need it.

Create a draft quote in Xero for that contact with the confirmed items, quantities and our item prices. Put the delivery address and date in the quote’s summary.

Tell the customer we have their request and our team will send the quote by email within one working day (example).

Never quote a price, discount or delivery date in the chat. Never send or approve the quote. If they ask for something we do not have as an item in Xero, note it on the quote and hand the conversation to our sales team.

Change the reply time and the handover rule to your own before you paste it.

What to connect

Xero. Approve AeroChat’s access to your Xero organisation when AeroChat asks. It reads contacts and items, and creates contacts and draft quotes.
Your items in Xero. Keep item names and codes the way customers say them, and keep sale prices up to date, because the draft quote uses them.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Xero, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Xero’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 price on every quote. AeroChat leaves it as a draft.
Discounts, minimum order quantities and delivery charges.
How quickly your team promises to send the quote.

The result to expect

Quote requests arrive in Xero complete, with the right items and a confirmed list, instead of as a photo someone has to decode. Your team spends its time on pricing and the quote goes out sooner.

Measure it with your own numbers: time from request to quote sent, and the share of quotes accepted, for a month before and after.

Next: take repeat orders as draft invoices.

Get your first quote request into Xero

Paste the recipe, approve access to Xero, and send your own number a list of three items.

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

On Shopify? Install AeroChat from the Shopify App Store.