Answer Invoice Ninja Invoice Questions on WhatsApp
This recipe answers invoice questions in chat from Invoice Ninja. It checks the person asking is your client, replies with the status, balance and payment link, and updates the client’s details when they change. Part of connecting Invoice Ninja to WhatsApp and AI chat.
What happens today
A client messages on WhatsApp to ask what is still open on their account and where to pay. You are with another client, so you reply later after logging in to Invoice Ninja and copying the portal link. Their accounts contact has changed too, so the next reminder goes to someone who left.
The flow that works
- The client asks about an invoice or what they owe.
- AeroChat matches the email or phone number to an Invoice Ninja client contact, or asks for the business name and billing email.
- It finds their invoices and replies with status, due dates, balances and the link to view and pay.
- It updates the client contact’s email or phone in Invoice Ninja 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 contact in Invoice Ninja. 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 a balance.
- Reply with each invoice number, date, due date, status and balance, and the total. Include the link to view and pay each invoice. Say whether a recent payment shows as received.
- If they say their billing email or phone number has changed, update the client contact in Invoice Ninja with the new details and confirm the change.
- If they dispute an amount or ask for more time, collect the invoice number and the reason, 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
- Invoice Ninja. Open Settings, then Account Management, Integrations and API tokens, and create a token for AeroChat. Paste it in when AeroChat asks. If you host Invoice Ninja yourself, add your web address too.
- Client contact details. Keep an email and phone number on each client contact in Invoice Ninja, 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 Invoice Ninja, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Invoice Ninja’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 client proves who they are.
- Which client details AeroChat can update.
- Which questions always come to you.
The result to expect
Clients get their balance and a link to pay while you are busy, and their details in Invoice Ninja stay current. You stop copying portal links for routine questions.
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 Invoice Ninja quotes.
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 Invoice Ninja connection behind it. See what each channel does on the Invoice Ninja integration page.
Answer your first invoice question from Invoice Ninja
Paste the recipe, add your Invoice Ninja token, and ask about a test invoice from your own phone.