The Inbox isn't just for messaging — it's a command center for acting on a contact without ever leaving the conversation. Right from an open chat you can add an opportunity, create a task, jot a note, apply a tag, or send a quick payment link. These quick actions keep everything tied to the right contact so your team stays organized and your follow-up stays fast.
Each action below is a shortcut into a larger area of Aesthetix CRM. For the complete workflows, see the dedicated guides on Pipelines & Opportunities, Tasks, Contacts, and Payments.
Capture a potential deal the moment it surfaces in a conversation, then track it through your sales pipeline. Adding an opportunity from the Inbox lets you record key details — pipeline stage, value, source, and more — without breaking your flow.
⚠️ One opportunity per contact, per pipeline. Aesthetix CRM allows only a single active opportunity for a contact within a given pipeline. Before creating a new one, check whether the contact already has an opportunity in that pipeline and move the existing one rather than creating a duplicate.
Step 1: Open the Inbox. Click the Inbox section to view your conversations.
Step 2: Select the contact. Choose the specific contact you want to work with.
Step 3: Open Opportunities. Click the Opportunities option for that contact.
Step 4: Add an opportunity. Click the Add An Opportunity button.
Step 5: Name the opportunity. Enter your preferred Opportunity Name.
Step 6: Choose the pipeline. Select the pipeline from the options provided.
Step 7: Choose the stage. Select the appropriate stage within that pipeline.
Step 8: Set the status. Indicate the current status of the opportunity.
Step 9: Enter the value. Input the monetary value of the opportunity.
Step 10: Assign an owner. Choose the owner from the provided list.
Step 11: Add followers. Add any followers who should stay in the loop (optional).
Step 12: Enter the business name. Add the Business Name if applicable.
Step 13: Add the source. Provide the source of this opportunity.
Step 14: Add tags. Apply any relevant tags (optional).
Step 15: Set the lead status. State the current lead status.
Step 16: Add treatment of interest. Note the current treatment of interest, if known (optional).
Step 17: Create. Click the Create button to finish.
Why is my opportunity not saving? Make sure you've selected both a pipeline and a stage — these are required. Also confirm the contact doesn't already have an opportunity in the same pipeline, since only one is allowed per contact per pipeline.
For pipeline setup, stages, and full opportunity management, see the Pipelines & Opportunities guide.
Turn a conversation into an actionable to-do. Creating a task from the Inbox lets you schedule follow-up calls, set reminders, and delegate work to teammates — all tied to the right contact.
Step 1: Open the Inbox. Select the Inbox to view your messages.
Step 2: Select the contact. Identify the specific contact you want to create a task for.
Step 3: Open Tasks. Choose the Task option for the selected contact.
Step 4: Add a task. Click the Add Task button.
Step 5: Enter a title. Give the task a clear title.
Step 6: Add a description. Provide a thorough description so anyone picking it up knows what to do.
Step 7: Assign the task. Assign it to your preferred team member.
Step 8: Set the due date. Select the appropriate due date.
Step 9: Create the task. Confirm the details and click Create Task.
Can I assign a task to someone else on my team? Yes — use the assignee field in Step 7 to hand the task to any team member.
For managing, filtering, and completing tasks across your account, see the Tasks guide.
Keep a running record of what matters about a contact — preferences, meeting summaries, or action items — right alongside the conversation.
Step 1: Open the Inbox. Click your Inbox.
Step 2: Select the contact. Choose the contact you'd like to focus on.
Step 3: Open Notes. Click Notes for the selected contact.
Step 4: Add a note. Click Add Note.
Step 5: Write the note. In the space provided, type the description for your note.
Step 6: Create the note. Click Create Note to save it.
Where do my notes show up? Notes are attached to the contact record, so anyone on your team viewing that contact can see them. Learn more in the Contacts guide.
Tags help you categorize and prioritize conversations, streamline follow-ups, and trigger automations. You can apply a tag to a contact directly from the conversation.
Step 1: Open the Inbox. Click Inbox.
Step 2: Select a conversation. Choose a conversation from the list.
Step 3: Open tags. Click Tags to explore the available options.
Step 4: Add a new tag. Click Add New Tag.
Step 5: Select a tag. Choose your desired tag from the list.
Step 6: Apply the tag. Confirm your selection to apply the tag to the contact.
Do tags trigger automations? Yes — tags can be used to start workflows. Applying a tag here can kick off any automation configured to fire on that tag. See the Contacts guide for tag management.
Request payment from a client without leaving the chat. The quick payment link lets you build a simple invoice — items, prices, due date — and send it by SMS or email in seconds.
Step 1: Open the Inbox. Select Inbox.
Step 2: Choose the recipient. Select the contact you want to send the payment link to.
Step 3: Click the money icon. To request payment, click the money icon at the lower-left corner of your active chatbox. A popup window opens where you can enter the payment request details.
Step 4: Provide the item name. In the item field, specify the product or service being billed. Clear item names give your client an accurate, easy-to-understand breakdown of the charges.
Step 5: Add the item price. Enter the cost associated with that product or service to keep the transaction transparent.
Step 6: Add more items (optional). If the request covers multiple products or services, click the + Add an Item button beneath the filled item and price fields to open another section. Enter the added item's name and price, and repeat for each product or service on the request.
Step 7: Delete an item (optional). To remove an item, click the large red X button to the right of that item. This can't be undone once completed, so confirm before removing.
Step 8: Review the total. Once all items are added, double-check the total being requested from your client to keep billing accurate and build trust with a clear, exact summary.
Step 9: Set the invoice due date. Click the Select date box under Invoice Due Date and choose the intended due date from the calendar.
Step 10: Open additional options. Click the blue Additional Options button beneath the due date to reveal more invoice settings.
Step 11: Choose the payment mode. Use the toggle to set the payment mode to Test or Live, then save your changes. Test mode lets you trial the payment process in a controlled environment before going live, ensuring a smooth experience for your clients.
Step 12: Preview the invoice (optional). Click Preview to see how the invoice will appear to your client. This opens the invoice in another browser tab.
Step 13: Generate the link. Click Copy link and mark as sent to produce the payment link for requests sent via both email and SMS.
Step 14: Share the link. The SMS link can be shared through SMS chat; if email is selected as an additional channel, the payment link is also sent to your client's email. To confirm the link works, paste it into your browser or send it to yourself as a test run before sending to the client.
Step 15: Send the invoice. Click to send the invoice to your client.
Step 16: Schedule the send (optional). To send later, click to set a schedule for the SMS/email, choose the date and time, and confirm the scheduled send.
Can I test a payment link before sending it to a client? Yes — use Test mode in Step 11 and the Preview in Step 12, and send the link to yourself as a trial run before delivering it to your client.
For invoicing, payment processing, and financial settings, see the Payments guide.
