Answer Invoice Questions on WhatsApp with Holded
This recipe answers “has my invoice been paid” and “can you send me the invoice again” in chat. AeroChat finds the invoice in Holded, gives the client the status, amount and due date, and can have Holded email it to them. Part of connecting Holded to WhatsApp and AI chat.
What happens today
Clients message to ask whether a payment arrived, what they still owe, or for a copy of an invoice they cannot find. Each request means someone opens Holded, searches the invoice and sends it by hand. Simple questions wait until the person who does the books has time.
The flow that works
- AeroChat asks for the invoice number, or finds the client’s contact in Holded by email.
- It looks up the invoice and checks that it belongs to that client.
- It tells them the amount, the due date and whether it is paid.
- If they need a copy, it asks Holded to email the invoice to the address on their contact.
- If they dispute an amount, it hands the conversation to your accounts team.
The recipe
Copy this into AeroChat
When a client asks about an invoice, a payment or what they owe, follow these steps.
- Ask for the invoice number. If they do not have it, ask for the email they use with us and find their contact in Holded.
- Look up the invoice by number, or list the contact’s invoices from the last 12 months (example).
- Only continue if the invoice belongs to the contact we found. If it does not, tell them you could not match it and hand the conversation to our accounts team.
- Tell them the invoice number, the total, the due date and whether it is paid, partly paid or unpaid.
- If they ask for a copy, ask Holded to email the invoice to the email address on their contact, and tell them which address it went to.
- If they say they have already paid, dispute an amount or ask for more time, hand the conversation to our accounts team with the invoice number.
Never send an invoice to an email address the client types in chat. Use the one on their Holded contact. Reply in the customer’s language.
Change the period and the accounts team to the ones your business uses before you paste it.
What to connect
- Holded. In Settings, go to Developers, then Credentials, and add an API token with access to Contacts and Sales. Copy it when it is shown and paste it in when AeroChat asks.
- Your team in AeroChat. Add your accounts colleagues as AeroChat users so the handover reaches them.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Holded, add your team, then switch it on. If it built the connection from Holded’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 AeroChat confirms who the client is before it shares invoice details.
- How far back it looks for invoices.
- Which questions go straight to your accounts team.
The result to expect
Clients get the status of an invoice, or a fresh copy in their inbox, in the same conversation. Your accounts team only sees the questions that need a person, such as disputes and payment terms.
Measure it with your own numbers: invoice questions answered without a handover, and time to first reply, for a month before and after.
Next: send chat leads to your Holded CRM.
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 Holded connection behind it. See what each channel does on the Holded integration page.
Answer your first invoice question from Holded
Paste the recipe, add your Holded API token, and ask about a test invoice from your own phone.