WhatsApp in collection
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Collection comes with thirteen ready-made WhatsApp templates, worded like its e-mails. There is no separate WhatsApp switch: each alert rule of Collection has a Channel, and WhatsApp leaves when it reads WhatsApp or WhatsApp + Email. Receipts and discounts are sent by hand.
Ready-made templates
| Template | When it is sent | To whom | Switched by |
|---|---|---|---|
| Collections: Approvals Request (Debtor) | A contract waits for signatures, or the owner signed first | The debtor, with their approval link | Contract Status (To Approve), Signature Approval |
| Collections: Approvals Request (Owner) | A contract waits for signatures, or the debtor signed first | The owner, with their approval link | Contract Status (To Approve), Signature Approval |
| Collections: Under Collection | The contract moves to Under Collection | Roles ticked on the rule | Contract Status |
| Collections: Contract Collected | The contract moves to Collected | Roles ticked on the rule | Contract Status |
| Collections: Contract Cancelled | The contract is cancelled | Roles ticked on the rule | Contract Status |
| Collections: Installment Due (Debtor) | Daily, before or after an installment's due date | The debtor | Due Date |
| Collections: Installment Due (Owner) | Daily, before or after an installment's due date | The owner | Due Date |
| Collections: Installment Partially Paid | An installment becomes Partial Paid | Roles ticked on the rule | Installment Status |
| Collections: Installment Fully Paid | An installment becomes Paid | Roles ticked on the rule | Installment Status |
| Collections: Payment Receipt | By hand, from a payment in status Paid | The debtor or the owner | No switch |
| Collections: Discount Offer (Debtor) | By hand, from a discount not yet approved | The debtor | No switch |
| Collections: Discount Offer (Owner) | By hand, from a discount not yet approved | The owner | No switch |
| Collections: Discount Approved | By hand, from an approved discount | The debtor or the owner | No switch |
"Switched by" names the setting whose rules carry the Channel. Template names read in English in every language.
Before you start
- The Collection settings are for administrators; sending by hand needs the User right on WhatsApp.
- A message leaves through a connected line (Connect a WhatsApp line), to a party with a phone number on their contact.
- After installation every rule sends by e-mail only: nothing leaves by WhatsApp until you change a Channel.
Turn WhatsApp on for an alert
Open . In AUTO Notifications, Signature Approval, Contract Status, Installment Status and Due Date each have a Configure link to their rules. Each row is one alert: its trigger (a status, an event, or When and Days), its recipients (Debtor, Owner, Assigned To) and its Channel: Email, WhatsApp or WhatsApp + Email. Without a row, nothing is sent.
- Signature requests reach only the debtor and the owner, each with their own link.
- Due-date reminders go to the debtor and the owner, for unpaid installments of contracts Under Collection, once per installment and rule. A Before Due Date reminder is not sent once the due date has passed.
- Installment messages stop when the contract is cancelled.
Send by hand
Contracts, installments, payments and discounts have two actions, WhatsApp to Debtor and WhatsApp to Owner. Each writes to its reader, in their language, with the template the record calls for:
- a contract waiting for signatures: the reader's approval request; otherwise the template of its status;
- an installment Partial Paid or Paid: the template of that status; otherwise the reader's due-date reminder;
- a payment in status Paid: Collections: Payment Receipt;
- a discount: the reader's offer until it is approved, then Collections: Discount Approved.
A notice confirms the message is queued; a reader without a phone number stops the action with an error.
The weekly digest
Under Weekly Digest in the same settings, Weekly Due Digest (WhatsApp) sends the contacts in Send To one message every Sunday: the total due and overdue on contracts Under Collection, then one line per debtor and contract. It works apart from the e-mail digest, and its text is not a template.
Change the text
lists the same templates, read only, under Automated Collection messages. Open one there to change its wording, as WhatsApp templates explains.
FAQ
With WhatsApp + Email, does the debtor receive the alert twice?
Once by e-mail and once by WhatsApp, in the same words.
A late installment got no reminder.
Before Due Date reminders end at the due date: add an After Due Date reminder. No reminder is sent for a contract that is not Under Collection.
When does the digest leave?
Every Sunday at 08:00 UTC (11:00 in Riyadh), to recipients with a phone number, and only when something is due.
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