Answer FreshBooks Invoice Questions on WhatsApp
This recipe answers invoice questions in chat from FreshBooks. It checks the person asking is your client, replies with the invoice status and amount due, and updates the client’s details when they change. Part of connecting FreshBooks to WhatsApp and AI chat.
What happens today
A client messages on WhatsApp to ask whether their last payment came through and what is still open. You are on a job, so you reply that evening after logging in to FreshBooks. Their accounts contact has changed too, so the next invoice goes to the old address and gets paid late.
The flow that works
- The client asks about an invoice or what they owe.
- AeroChat matches the email or phone number to a FreshBooks client, or asks for the business name and billing email.
- It finds their invoices and replies with status, due dates and amounts outstanding.
- It updates the client’s billing contact in FreshBooks when they give a new one.
- Disputes and requests for more time go to you.
The recipe
Copy this into AeroChat
When a client asks about an invoice, a payment or what they owe, follow these steps.
- Match their email or phone number to a client in FreshBooks. If there is no match, ask for their business name and the email we invoice. Only continue if both match.
- Find the invoice they asked about by number, month or amount, or find all their invoices with an amount outstanding.
- Reply with each invoice number, date, due date, status and amount outstanding, and the total. Say whether a recent payment shows as received.
- If they say their billing email or phone number has changed, update the client in FreshBooks with the new details and confirm the change.
- If they dispute an amount or ask for more time, collect the details and hand the conversation to me.
Never share invoices with someone who does not match the client. Never change an invoice or record a payment. Reply in the customer’s language.
Change the matching rule and the handover cases to your own before you paste it.
What to connect
- FreshBooks. Approve AeroChat’s access to your FreshBooks account when AeroChat asks. It reads clients, invoices and payments and updates client contact details. There is no key to copy.
- Client contact details. Keep an email and phone number on each client in FreshBooks, 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 FreshBooks, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from FreshBooks’ 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 client proves who they are.
- Which client details AeroChat can update.
- Which questions always come to you.
The result to expect
Clients get invoice answers while you are on a job, and their billing details in FreshBooks stay current. You stop looking up invoices for routine questions in the evening.
Measure it with your own numbers: invoice questions answered without you, and days to payment, for a month before and after.
Next: turn enquiries into FreshBooks estimates.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same FreshBooks connection behind it. See what each channel does on the FreshBooks integration page.
Answer your first invoice question from FreshBooks
Paste the recipe, approve access to FreshBooks, and ask about a test invoice from your own phone.