Send new quote requests to your sales WhatsApp
Every quote request arrives as a WhatsApp message your rep can reply to from their phone.
New Submission on your quote request form
Send a WhatsApp message to your sales number with the prospect's name, phone number and what they are after
One-directional. A submission triggers the action — nothing is written back into your form.
Field sales rarely happens at a desk. A rep who spends the day in WhatsApp will see a message there long before they open an inbox, and inbound quote requests go cold quickly — the first credible reply usually wins the job.
This sends the whole request as one chat message: who it is, how to reach them, what they want and roughly what they expect to spend. The rep can call back from the same phone without opening anything else.
Setting it up
- 1
Start from the Quote Request Form template and publish it, keeping Phone Number required — the rep will want to call back rather than type.
- 2
In Zapier, create a Zap with formformform's "New Submission" trigger and select your quote request form.
- 3
Add WhatsApp Notifications by Zapier as the action and choose Send Message. Messaging your own team's number needs no approved template, because they initiate the conversation by being your own recipient.
- 4
Set the recipient to the sales number that actually gets read — a shared team number beats an individual who might be on leave.
- 5
Build the message body from the mapped fields below, putting Full Name and Phone Number on the first line so the notification preview alone is actionable.
- 6
Add Estimated Budget last. It is the field that decides whether this is a five-minute call or a site visit.
- 7
Send a test submission, confirm the message arrives with every field populated, then switch the Zap on.
What maps where
Using the Quote Request Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | |
|---|---|
| Full Name | First line of the message body |
| Phone Number | Second line — tappable to call straight back |
| Service Type | Message body, as the subject line of the request |
| Project Description | Message body, truncated to keep the notification readable |
| Project Timeline | Message body, below the description |
| Estimated Budget | Final line of the message body |
Variations worth knowing
Add a Zapier filter on Service Type and run a separate WhatsApp step per line of business, so a roofing enquiry and a landscaping enquiry reach different numbers.
Filter on Estimated Budget and send anything above your threshold to a second number as well. The small jobs still arrive; the large ones get two chances to be seen.
If something isn't arriving
Phone Number is optional on the template as shipped. Open the field in the editor and mark it required, or the Zap will map an empty value whenever someone skips it.
Use a Zapier Formatter step to truncate Project Description to around 200 characters before the WhatsApp action. The full text is still in your responses view.
Frequently asked questions
Do I need an approved WhatsApp template for this?
Not for messaging your own team. Approved templates are required by the Business Cloud API when you message a customer outside the 24-hour service window; a message to your own sales number does not fall under that rule.
Can the rep reply to the prospect in WhatsApp?
They can call or message the number in the body, but not by replying to the notification — that thread goes back to the Zap, not the prospect. The flow is one direction: submission in, message out.
Does the submission still appear in formformform?
Yes. Every submission is stored in your responses view regardless of what the Zap does with it, so you can filter, search and export the full history later.
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Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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