WhatsApp Invoice Copies and Balances From Your Accounts
Invoice questions on WhatsApp are the “can you resend invoice 1042” and “what do we owe you” messages that trade customers send every week. AeroChat finds the customer in Xero, QuickBooks Online or MYOB, sends the invoice copy or the statement of what is open, offers a payment link, and logs the request on the account.
What happens today
A buyer messages the sales rep for a copy of last month’s invoice. The rep forwards it to accounts, accounts finds it, exports the PDF and emails it back, and the rep tells the buyer to check their inbox.
Balance questions take longer, because someone has to add up the open invoices and credit notes by hand. Payment waits on all of it.
How it runs on WhatsApp
- The customer asks for an invoice copy, their balance or a statement.
- AeroChat finds the customer in your accounting system by their WhatsApp number. If there is no number or no match, it asks for the invoice number or the email their invoices go to.
- It reads the invoices on that account: numbers, dates, amounts, amounts paid and balance due.
- It sends the invoice they asked for, or lists the open invoices with the total balance.
- If there is a balance, it offers a payment link for it.
- It writes back: a note on the contact that a copy was sent on WhatsApp, and the payment against the invoice once it completes.
- If the customer queries a charge, asks for a credit note, or wants to change payment terms, it hands the conversation to your accounts team with the invoice numbers.
The recipe
Copy this into AeroChat
When a customer asks for an invoice copy, a statement or their balance, follow these steps.
- Find the customer in QuickBooks Online (example) by their WhatsApp number. If there is no number or no match, ask for the invoice number or the email their invoices go to.
- Only share invoices that belong to that customer. If the number they give belongs to another company, do not share it and hand over to our accounts team.
- If they ask for one invoice, send the copy with its date, total and balance due.
- If they ask what they owe, list the open invoices with the due date and balance of each, and the total.
- Ask if they want to pay now. If yes, send a payment link for the amount and record the payment against the invoice when it completes.
- Add a note to the customer: “Invoice copy sent on WhatsApp.”
- If they question a charge or ask for a credit note or different terms, hand the conversation to our accounts team.
Reply in the customer’s language.
Change the system name to the one you use. The steps stay the same.
Connect the systems behind it
- Xero: finds the contact, reads invoices and balances, and sends the online invoice link.
- QuickBooks Online: reads open invoices and sends the invoice PDF to the customer.
- MYOB: answers invoice and balance questions from your MYOB company file.
- Zoho Books: sends invoice copies and statements for businesses on Zoho.
- Airwallex payment links. Built in, for customers who want to pay the balance in the chat.
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 it costs on WhatsApp
The customer starts the conversation, so their messages are free and no template is needed. AeroChat’s replies, including the invoice copy, are service messages, free up to 1,000 a month per business phone number and then charged per message. Sending the copy and the balance in one reply instead of a back and forth now saves money. Rates vary by country and are set in Meta’s rate cards. AeroChat passes Meta’s WhatsApp fees through at cost.
Also on Instagram, Messenger, TikTok and web chat
The same workflow runs on Instagram, Facebook Messenger, TikTok (DMs and TikTok Shop buyer chat), Telegram, web chat and email, against the same accounting system.
Who uses it
B2B suppliers use it to take invoice questions off their sales reps. See the account and invoice questions workflow for suppliers.
Questions
Can I send invoices on WhatsApp?
Yes. When the customer asks, AeroChat sends the invoice copy or link from your accounting system in the chat. To send a new invoice to a customer who has not messaged in 24 hours, you need an approved template and their opt-in.
How does it make sure it sends the right customer’s invoice?
It matches the WhatsApp number or email to the contact in your accounting system and only shares invoices on that contact. If they don’t match, it hands over to your team.
Does answering invoice questions on WhatsApp cost anything?
The customer’s messages are free. Replies inside the 24-hour window are free up to 1,000 a month per business phone number, then charged per message at Meta’s rate for the customer’s country.
Answer invoice questions without opening the accounts
Start your 7-day free trial. No credit card needed.
On Shopify? Install AeroChat from the Shopify App Store.
Related: payment reminders and payment links.