Take Repeat Orders on WhatsApp as Xero Draft Invoices

This recipe takes a repeat order from a regular customer in chat and puts it into Xero as a draft invoice. It suits suppliers whose trade customers order the same things each week and are invoiced on account. Part of connecting Xero to WhatsApp and AI chat.

What happens today

A cafe owner messages on Sunday night: “same as last week but 2 more milk”. On Monday someone scrolls back to find last week’s order, retypes it into Xero with the change, and the delivery team works from that. A missed message means a missed delivery.

The flow that works

The customer asks to reorder, or lists what they want.
AeroChat matches them to their Xero contact and finds their most recent invoice.
It reads the last order back and applies their changes.
Once they confirm, it creates a draft invoice in Xero with the items and the delivery date they asked for.
Your team approves it in Xero as usual.

The recipe

Copy this into AeroChat

When an existing customer wants to place an order, follow these steps.

Match their phone number to a contact in Xero. If there is no match, hand the conversation to our sales team.

If they say “same as last time”, find their most recent invoice in Xero and read back the items and quantities. Apply any changes they ask for.

Match any new items to our items in Xero. If more than one could match, ask which one.

Ask for the delivery date. Our order cut-off is 6pm for next-day delivery (example).

Read back the final list and date and ask them to confirm.

Create a draft invoice in Xero for that contact with the items, quantities and our item prices, with the delivery date in the reference. Tell them the order is received and our team will confirm it.

Never approve the invoice or promise a delivery time beyond our cut-off rule. If they ask for credit, a discount or an item we do not stock, hand the conversation to our sales team. Reply in the customer’s language.

Change the cut-off time and the handover rules 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, past invoices and items, and creates draft invoices.
Phone numbers on contacts. Keep the ordering contact’s mobile number on each Xero contact.

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

Which customers can order this way, and your order cut-off.
Whether you approve every draft or only check the unusual ones.
Prices, credit limits and substitutions.

The result to expect

Weekend and late-night orders are waiting in Xero as drafts on Monday morning, already matched to items and confirmed by the customer. Nobody retypes an order from a chat thread.

Measure it with your own numbers: orders taken by chat, and order errors or missed orders, for a month before and after.

Take your first reorder in chat

Paste the recipe, approve access to Xero, and reorder your own last invoice from your phone.

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On Shopify? Install AeroChat from the Shopify App Store.