Send Invoice Copies on WhatsApp with Zoho Books

This recipe answers invoice and balance questions in chat from Zoho Books. It checks the person asking is on the account, sends the invoice PDF and the amount due, and records any payment date they give. Part of connecting Zoho Books to WhatsApp and AI chat.

What happens today

A customer asks on WhatsApp for last month’s invoice and what they still owe. The salesperson who gets the message has no Zoho Books access, so they forward it to accounts. Accounts finds the invoice, downloads the PDF and sends it back through the salesperson. When the customer replies that they will pay on Friday, nobody writes it down.

The flow that works

The customer asks for an invoice or their balance.
AeroChat matches the phone number or email to a Zoho Books contact, 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.
It adds a comment to the invoice when the customer gives a payment date, and hands disputes to your accounts team.

The recipe

Copy this into AeroChat

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

Match their phone number or email to a contact in Zoho Books. 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 due.

Reply with each invoice number, date, due date and balance due, and the total. Mark any invoice that is overdue.

Send each invoice as a PDF in the chat.

If they say when they will pay, add a comment to the invoice in Zoho Books: “Customer said on chat they will pay on 14 November (example)”.

If they dispute an amount or ask for credit or more time, collect the details, add them as a comment on the invoice and hand the conversation to our accounts team.

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

Zoho Books. Approve AeroChat’s access to your Zoho Books organisation when AeroChat asks. It reads contacts and invoices, fetches invoice PDFs and adds invoice comments. There is no key to copy.
Customer contact details. Keep a phone number and email on each contact in Zoho Books, 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 Zoho Books, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Zoho Books’ 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 AeroChat logs payment promises as invoice comments.

The result to expect

Invoice requests get answered in the chat in under a minute, and your accounts team stops downloading and forwarding PDFs. Payment promises are on the invoice in Zoho Books, so follow-up starts from what the customer said.

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.

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 Zoho Books connection behind it. See what each channel does on the Zoho Books integration page.

Send your first invoice copy from Zoho Books

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

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On Shopify? Install AeroChat from the Shopify App Store.