Answer QuickBooks Invoice Status Questions on WhatsApp
Yes. AeroChat works directly with QuickBooks Online. When a customer asks about an invoice, AeroChat reads it in QuickBooks and tells them whether it is paid, partly paid, open or overdue, with the balance and due date, in the same chat.
This recipe answers “is my invoice paid?” and “was it sent?” from QuickBooks Online, without anyone opening the accounts. Part of connecting QuickBooks Online to WhatsApp and AI chat.
What happens today
A customer paid by bank transfer and asks whether you received it, or says they never got the invoice. Someone checks QuickBooks, looks at the balance and the email history, and replies. Until then the customer may pay twice or not at all.
The flow that works
- The customer asks about an invoice.
- AeroChat matches them to a customer in QuickBooks and finds the invoice by number or lists their recent ones.
- It reads the total, the balance and the due date.
- It tells them whether the invoice is paid, partly paid, open or overdue, and whether it was emailed.
- If they say they paid but the balance is still open, it collects the details and hands the conversation to your accounts team.
What it looks like on WhatsApp
Customer: We transferred payment for invoice 1071 on Friday. Has it gone through? (example)
AeroChat: Yes. Invoice 1071 for S$980.00 is fully paid, with no balance left. Thank you!
Customer: Great. And 1075? I don’t think we got it.
AeroChat: Invoice 1075 for S$415.00 was emailed to accounts@example.com and is due on 24 November. I can send the PDF here now.
In QuickBooks Online: nothing changes. AeroChat read both invoices.
The recipe
Copy this into AeroChat
When a customer asks about an invoice, follow these steps.
- Match their email or phone number to a customer in QuickBooks. If there is no match, ask for their company name and the email on their account, and only continue if it matches.
- If they give an invoice number, find that invoice for this customer. If not, list their invoices from the last 90 days (example) and ask which one they mean.
- Read the invoice’s total, balance and due date. If the balance is zero, tell them it is paid. If the balance is less than the total, tell them it is partly paid and what is left. If the balance equals the total, tell them it is open, and say it is overdue if the due date has passed.
- If they say they never received it, tell them whether it was emailed and to which address, and offer the PDF in the chat.
- If they say they paid but the balance is still open, ask when and how they paid, and hand the conversation to our accounts team with the invoice number.
Never change an invoice or record a payment. Reply in the customer’s language.
Change the time window and handover rules to match your accounts team before you paste it.
What to connect
- QuickBooks Online. Approve AeroChat’s access to your QuickBooks company when AeroChat asks. Intuit shows its own sign-in screen, where you pick the company and allow access. There is no key to copy.
QuickBooks applies payments to invoices when your team records them, so a bank transfer shows as paid once it has been recorded in QuickBooks.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect QuickBooks Online, then switch it on. If it built the connection from the public QuickBooks Online Accounting API 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 customer is before sharing invoice details.
- Whether it sends the invoice PDF in the chat on request.
- Who handles payments that are not showing yet.
The result to expect
Customers find out in seconds whether their invoice is paid or still open, and get a copy if they lost it. Your accounts team only checks the payments that are missing.
Measure it with your own numbers: invoice questions answered without your team, for a month before and after.
Next: answer balance questions, or send invoice copies in chat.
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 QuickBooks connection behind it. See what each channel does on the QuickBooks Online integration page.
Related guides
- Automate Payment Links in Chat
- Payment link
- WhatsApp payment reminder templates
- WhatsApp Payment Links That Confirm the Order When Paid
Answer invoice questions from QuickBooks
Paste the recipe, approve access to QuickBooks, and ask your own number about a test invoice.
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