Send Invoice Copies on WhatsApp with QuickBooks Online

This recipe answers invoice and balance questions in chat from QuickBooks Online. It checks the person asking is on the account, then sends the invoice PDF and the amount still due. Part of connecting QuickBooks Online to WhatsApp and AI chat.

What happens today

A customer asks on WhatsApp for two invoices from last quarter. The person who reads the chat does not have QuickBooks access, so they forward it. Someone in accounts finds the invoices, downloads the PDFs and sends them back through the salesperson. The customer pays a week later than they would have.

The flow that works

The customer asks for an invoice or their balance.
AeroChat matches the phone number or email to a QuickBooks customer, or asks for the company name and account email.
It finds the invoices and replies with numbers, due dates and balances.
It sends each invoice as a PDF in the chat.
Disputes and credit requests go to your accounts team.

The recipe

Copy this into AeroChat

When a customer asks for an invoice copy, their open invoices or their balance, follow these steps.

Match their phone number or email to a customer in QuickBooks. If there is no match, ask for their company name and the email on their account. Only continue if both match.

Find the invoice they asked for by number, month or amount, or find all their invoices with a balance still due.

Reply with each invoice number, date, due date and balance due, and the total. Mark any invoice past its due date.

Send each invoice as a PDF in the chat.

If they dispute an amount or ask for credit or more time, collect the details and hand the conversation to our accounts team.

Never share invoices with someone who does not match the customer. 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

QuickBooks Online. Approve AeroChat’s access to your company when AeroChat asks. It reads customers and invoices and fetches invoice PDFs. There is no key to copy.
Customer contact details. Keep a phone number and email on each customer in QuickBooks, 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 QuickBooks Online, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from QuickBooks Online’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 customer proves they are on the account.
Which questions always go to a person.
Whether overdue invoices get a note about your payment terms.

The result to expect

Invoice requests get answered in the chat in under a minute, and your accounts team stops downloading and forwarding PDFs. Customers who have the invoice in hand pay sooner.

Measure it with your own numbers: invoice requests handled without your team, and days to payment, for a month before and after.

Next: turn chat requests into estimates.

Send your first invoice copy

Paste the recipe, approve access to QuickBooks, and ask for your own latest invoice from your phone.

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