Send QuickBooks Invoices from WhatsApp
Yes. AeroChat works directly with QuickBooks Online. When a customer confirms an order in chat, AeroChat creates the invoice in QuickBooks from your products and services list, emails it through QuickBooks, and shares the PDF in the same chat, with the online pay link if you take payments in QuickBooks.
This recipe turns an order agreed in chat into a QuickBooks invoice straight away, so nobody retypes it and the customer has it in the conversation. Part of connecting QuickBooks Online to WhatsApp and AI chat.
What happens today
A trade customer orders on WhatsApp. Someone writes it down, opens QuickBooks later, creates the invoice line by line and emails it. Prices get typed wrong, invoices go out a day late, and the customer messages again to ask where it is.
The flow that works
- AeroChat reads back the items, quantities and prices and asks the customer to confirm.
- It matches the customer in QuickBooks, or asks for their details if they are new.
- It creates the invoice with each item from your products and services list.
- It emails the invoice through QuickBooks to the customer’s billing email.
- It shares the invoice number, total, due date and PDF in the chat, plus the pay link if online payment is on.
What it looks like on WhatsApp
Customer: Please send us 10 cases of the sparkling water and 5 cases of the cold brew. (example)
AeroChat: 10 cases of sparkling water at S$28.00 and 5 cases of cold brew at S$46.00, S$510.00 before GST. Shall I invoice it to your usual account?
Customer: Yes please.
AeroChat: Done. Invoice 1082 for S$555.90 including GST is due on 11 December. I’ve emailed it to accounts@example.com and the PDF is attached here.
In QuickBooks Online: invoice 1082 is created for the customer with two lines and shows as emailed.
The recipe
Copy this into AeroChat
When a customer confirms an order and wants an invoice, follow these steps.
- Read back each item, quantity and price from our QuickBooks products and services list, and the total before tax. Ask the customer to confirm.
- Match their email or phone number to a customer in QuickBooks. If there is no match, ask for their company name, billing email and address, and create the customer.
- Create an invoice for that customer with each item as a line, using our usual payment terms.
- Send the invoice through QuickBooks to the customer’s billing email.
- In the chat, share the invoice number, the total, the due date and the invoice PDF. If the invoice has an online pay link, share it too.
- If they ask for an item that is not on our list, or a price different from the list, do not invoice it. Tell them our team will reply and hand the conversation over.
Never offer a discount. Never change an invoice after it is sent. Reply in the customer’s language.
Change the payment terms, the handover rules and the wording to match your business 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.
- Your products and services list. Keep it up to date in QuickBooks, because AeroChat uses those items and prices on every invoice.
QuickBooks adds an online pay link to an invoice only when your company takes online payments in QuickBooks and the customer has a valid email. Without it, the PDF carries your usual payment instructions.
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
- Which customers AeroChat can invoice directly, and which need a quote first.
- Your payment terms and whether new customers are invoiced on the spot.
- Who handles items or prices that are not on your list.
The result to expect
Orders agreed in chat get an accurate QuickBooks invoice in minutes, and the customer has it in the conversation and their inbox. Nobody retypes orders into QuickBooks.
Measure it with your own numbers: time from order to invoice, and invoices corrected after sending, for a month before and after.
Next: answer invoice status questions, or turn chat requests into QuickBooks 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 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
Send your first QuickBooks invoice from chat
Paste the recipe, approve access to QuickBooks, and place a small test order from your own number.
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