Answer Invoice Questions on WhatsApp with Teamleader Focus
This recipe answers “is my invoice paid” and “what do I still owe” in chat. AeroChat finds the client’s invoices in Teamleader Focus and gives them the status, amount and due date, and passes disputes to your finance team. Part of connecting Teamleader Focus to WhatsApp and AI chat.
What happens today
Clients message to ask whether their payment arrived, which invoice is still open or when one is due. Whoever reads it has to open Teamleader, search the client and check each invoice. Simple questions wait for the one person who has time to look.
The flow that works
- AeroChat finds the client in Teamleader Focus by the email they use with you.
- It lists their invoices and reads the status, amount and due date of each.
- It tells them which are paid and which are outstanding or overdue.
- It adds a note to the client’s record that they asked.
- If they dispute an amount or say they have paid, it hands the conversation to your finance 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 email address they use with us, if we do not have it. Find their contact or company in Teamleader Focus.
- If the email matches no contact, tell them you could not find an account with that email and hand the conversation to our finance team.
- List their invoices from the last 12 months (example). If they gave an invoice number, look up that invoice only.
- Tell them, for each invoice they ask about, the invoice number, the amount, the due date and whether it is paid, outstanding or overdue.
- If an invoice is outstanding, tell them the payment details printed on the invoice, and offer to have our finance team resend it.
- Add a note to the contact: “Asked about invoices on chat” and the date.
- If they say they have already paid, dispute an amount or ask for a payment plan, hand the conversation to our finance team with the invoice number.
Only share invoices that belong to the contact or company found by their email. Reply in the customer’s language.
Change the period and the finance team to the ones your business uses before you paste it.
What to connect
- Teamleader Focus. An admin creates an integration for private use on the Teamleader Marketplace build page with the contacts, companies, invoices and notes scopes, and copies its client ID and secret. Paste them in when AeroChat asks, then approve the access in Teamleader.
- Your team in AeroChat. Add your finance 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 Teamleader Focus, add your team, then switch it on. If it built the connection from Teamleader Focus’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 far back AeroChat looks for invoices.
- How it confirms who the client is before sharing invoice details.
- Which questions go straight to finance.
The result to expect
Clients get the status of their invoices in the same conversation, straight from Teamleader Focus. Your finance team only sees the questions that need a person, such as disputes and payment plans.
Measure it with your own numbers: invoice questions answered without a handover, and time to first reply, for a month before and after.
Next: turn chat leads into deals.
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 Teamleader Focus connection behind it. See what each channel does on the Teamleader Focus integration page.
Answer your first invoice question from Teamleader Focus
Paste the recipe, connect your Teamleader integration, and ask about a test invoice from your own phone.