Send Invoice Copies on WhatsApp with Xero

This recipe answers “can you resend the invoice?” and “how much do we owe?” on WhatsApp, Instagram, Messenger or web chat, straight from Xero. It checks the person asking is on the account before it shares anything. Part of connecting Xero to WhatsApp and AI chat.

What happens today

A customer’s finance clerk messages: “pls resend inv for march, can’t find it”. Your salesperson sees it between visits and forwards it to accounts. Accounts finds the invoice in Xero, exports the PDF and emails it. The clerk replies that they also need the April one, and the loop starts again. Each request is small, and each one waits for two people.

The flow that works

The customer asks for an invoice, a statement of what is open, or their balance.
AeroChat matches the phone number or email to a contact in Xero. If there is no match, it asks for the company name and the email on the account.
It finds the invoices they asked for and replies with the number, date, amount due and due date.
It sends Xero’s link to view and pay each invoice online.
Disputes, credit requests and anything it cannot match go to your accounts team in the inbox.

The recipe

Copy this into AeroChat

When a customer asks for an invoice copy, a list of open invoices or their balance, follow these steps.

Match their phone number or email to a contact in Xero. If there is no match, ask for their company name and the email address on their account. Only continue if both match a Xero contact.

If they ask for a specific invoice, find it by invoice number, month or amount. If they ask what they owe, find all their authorised invoices that are not fully paid.

Reply with each invoice number, invoice date, due date and amount due, and the total owed. Mark any invoice that is past its due date.

Send the Xero online invoice link for each invoice so they can view, download and pay it.

If they say an amount is wrong, ask for a credit note, or ask for a payment plan, collect the details and hand the conversation to our accounts team.

Never share invoices with someone who does not match the contact. Never change, void or mark an invoice as paid. Reply in the customer’s language.

Change the matching rule and the handover cases 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 invoices and fetches the online invoice link. There is no key to copy.
Contact details in Xero. Keep the phone number and email of each customer’s accounts contact on their Xero contact, because that is how AeroChat matches the person asking.

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

How a customer proves they are on the account: phone number, email, or both.
Whether overdue invoices get a note about your payment terms.
Which questions always go to a person, such as disputes and credit.

AeroChat follows these as written. It shares only what Xero shows for that contact.

The result to expect

Invoice copies and balance questions get an answer in the chat within a minute, at any hour, and your accounts team stops exporting PDFs one request at a time. Because the link opens the invoice in Xero, customers can pay from the same message.

Measure it with your own numbers: invoice requests handled without your team, and days to payment on invoices sent by chat, for a month before and after you start.

Next: turn chat requests into Xero quotes.

Send your first invoice copy

Paste the recipe, approve access to Xero, and ask for your own latest invoice from your phone.

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On Shopify? Install AeroChat from the Shopify App Store.