Automation · Sales and quoting
Quote over WhatsApp against live Alegra inventory
Step by step for an AI agent to quote over WhatsApp with the real prices and stock in Alegra, and send the formal PDF in the same conversation.
How do I quote over WhatsApp without having to open Alegra?
A Met connected to Alegra handles the WhatsApp conversation, identifies the customer by phone number, finds the product in your inventory, confirms list price and stock by warehouse, creates the formal quote in Alegra and returns the link to the PDF inside the same chat. This is not a separate quoting tool: the document is numbered in your own Alegra, with its sales rep assigned, exactly as if a person had built it. It takes one or two minutes of conversation and needs no custom development, only the Alegra API token.
Where it applies: Colombia, Mexico, Argentina. The quote works the same in all of them; the tax stamping afterwards depends on each country's regime and happens in Alegra.
What starts it
When the customer writes
Nobody schedules anything. Whichever Met you have assigned to the WhatsApp channel receives the message and runs the procedure inside the conversation, with the contact already resolved by phone number.
Nothing to set up. The Met assigned to that channel picks up the conversation and runs the procedure inside it.
Who runs it
Legra, Head of accounting
Finance and operations team
Legra is the Met seeded for Alegra: her trade is invoicing and the financial pulse of the business, and her tools are exactly the ones in the connector. Quoting is her everyday task.
Channels: WhatsApp
What you need connected
- Alegra Invoicing and ERP
- Meteor CRM CRM and sales
5 steps · 12 tools
The procedure, step by step
Each step shows the tool that runs. They belong to the real connector: if one of them stopped existing, this page would not build.
- 1
Identify the customer by phone number
Alegra's customer search takes a phone number as well as name, tax ID and email, and it normalizes the Colombian format before comparing. If the number does not come back, the Met asks for the minimum details and creates the customer before going on: you cannot quote a customer that does not exist in Alegra, and finding that out at the end means rebuilding the whole document.
- 2
Find the product with its real price and stock
The inventory listing brings name, reference, available stock by warehouse and prices in a single call, which is what saves you from asking product by product when the customer describes what they want in their own words. For a specific product, the price query returns every list (retail, wholesale) and the stock query returns availability by warehouse with its unit cost.
- 3
Create the formal quote in Alegra
The quote is a real Alegra document, not a nicely formatted message: it is numbered, with its customer, its line items, quantities and prices. If you work with field reps, the seller listing returns the identifier to assign the quote to the right one, so each pending queue is properly split from the start.
- 4
Send the PDF in the same conversation
The quote query returns the link to Alegra's formal PDF. The Met sends it over WhatsApp with the total and the validity date, and can pair it with a visual product card so the customer sees what they are buying without leaving the chat.
- 5
Leave the follow-up booked
A quote with no follow-up goes cold on its own. The Met leaves the internal note with what the customer asked for and schedules a reminder two or three days out; when the date arrives, the system sends the approved WhatsApp template. On the other side, the pending quote queue tells each rep what they have left open, filtered by their name.
Before you start
What you need ready
The Met solves none of these for you. If one is missing, the automation stops there.
-
An Alegra API token
In Alegra, under Settings, then Integrations, then API. It is stored encrypted per workspace, as the Base64 of your-email@company.com and your token.
-
A connected WhatsApp channel
A WhatsApp Business API line connected to the workspace, with the sales Met assigned to that channel. With no channel there is no conversation to handle.
-
Your Alegra inventory kept current
The Met reads what is already in your Alegra. If prices or stock are out of date there, they will be out of date in the conversation too, and a wrong figure is harder to walk back once it is in writing.
-
A WhatsApp template approved for the follow-up
You register it with Meta from the WhatsApp Business manager. You only need it if you are going to use the reminder: outside the 24 hour window Meta allows no other kind of message.
The limits
What this automation does NOT solve
Better said here than discovered halfway through the rollout.
-
It does not issue electronic invoices to the Colombian tax authority. The quote is a pre-invoice; the tax document is stamped in Alegra, reviewed by whoever should review it.
-
It does not negotiate discounts on its own. It quotes with the price lists that already exist in Alegra; a special price is authorized by a person.
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It does not reserve stock. The query says what is there at the moment of quoting, but the quote sets nothing aside: if two orders come in for the same product, both will see availability.
-
It does not collect. Going from the quote to the payment takes a separate charge, with a payment link or whichever method you already use.
FAQ
Questions about this automation
It lives in Alegra, with its own number and its formal PDF. What happens in the chat is the conversation; the document sits where your books are, and anyone on your team can open it without logging into Meteor.
The Met searches by phone, does not find them, asks for the minimum details and creates them in Alegra before quoting. They end up registered as a new customer, not as a loose chat contact.
Yes. The stock query returns availability by warehouse, so the Met can say which one can ship and which one is out, instead of a "yes, we have it" that falls apart later.
Yes. The Alegra API works in Colombia, Mexico, Argentina and other countries, and the inventory, pricing, customer and quote tools are the same. What changes by country is the tax regime of the final document.
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Want this automation running on your own data?
We will show it to you with your accounts connected, not with a canned demo.