# WhatsApp in sales and invoicing

The ready-made WhatsApp templates of Sales and Invoicing, when each one is sent and to whom, the setting that switches it, and the Send entry of quotations and invoices.

Sales and Invoicing come with thirteen ready-made WhatsApp templates. Ten leave by themselves, each with its own switch in the WhatsApp settings; three are sent by hand from the record.

## Ready-made templates {#ready-made-templates}

| Template | When it is sent | To whom | Switched by |
|---|---|---|---|
| **Quotation: Send** | By hand, from a quotation or an order | The customer | No switch |
| **Sale: Order Confirmed (Customer)** | A quotation is confirmed | The customer | **Order Confirmed**, on |
| **Sale: Order Confirmed (Internal)** | A quotation is confirmed | The salesperson and the sales team leader | **Order Confirmed (Internal)**, on |
| **Sale: Quotation Cancelled** | A quotation or an order is cancelled | The customer | **Quotation Cancelled**, on |
| **Sale: Customer Viewed Quotation** | The online quotation is opened, at most once an hour | The salesperson | **Quotation Viewed**, on |
| **Sale: Quotation Expiry Warning** | Daily, some days before the quotation expires | The customer and the salesperson | **Expiry Warning**, on |
| **Sale: Quotations Expiring Soon Digest** | Daily, one list of the quotations about to expire | Each salesperson and sales team leader | **Expiring-Soon Digest**, on |
| **Invoice: Send** | By hand, from an invoice, a credit note or a bill | The contact of the document | No switch |
| **Payment: Send Receipt** | By hand, from a payment in status **Paid** | The contact of the payment | No switch |
| **Payment: Receipt (auto on post)** | A customer payment moves to **In Process** | The customer | **Payment Receipt on Post**, off |
| **Invoice: Auto Send Invoice on Fully Paid** | A customer invoice becomes **Paid** | The customer | **Invoice Fully Paid**, off |
| **Client Overdue Balances Reminder** | Weekly | Each customer with unpaid invoices past due | **Client Overdue Balances Reminder**, off |
| **Internal Total Overdue Reminder** | Weekly, with the total all customers owe | The contacts in **Send to:** | **Internal Total Overdue Reminder**, off |

"On" and "off": the state after installation. Template names read in English in every language.

## Before you start {#before-you-start}

- The switches need the **Administrator** right on WhatsApp; sending by hand needs the **User** right.
- A message leaves through a connected line ([Connect a WhatsApp line](connect-a-whatsapp-line)), to a contact with a phone number who is not on the blacklist ([Consent and blacklist](consent-and-blacklist)).

## Sales {#sales}

Open **WhatsApp/Configuration/Settings** and scroll to **Automated Sale messages**. Each checkbox switches one template; while it is ticked, the **Template** line under it opens that template.

![The Automated Sale messages group, one switch per ready-made template.](https://jaah.app/web/image/13282-7e0a839f/whatsapp-whatsapp-in-sales-and-invoicing-sale_settings-en.png)

- **Days before expiry** (3): how many days before the quotation's **Expiration** the warning leaves; 0 means on the day itself. A quotation is warned once per expiration date.
- **Before (day)** (7): the window of the daily list. A salesperson receives their own quotations; a sales team leader receives the whole team's.

![Days before expiry sets when the expiry warning leaves; Before (day) sets the window of the daily list.](https://jaah.app/web/image/13286-24a7f002/whatsapp-whatsapp-in-sales-and-invoicing-sale_expiry-en.png)

Click **Save** to apply. Switching a message off archives its template.

To send a quotation by hand, choose the **Send** with the WhatsApp icon in its **Actions** menu; the other **Send** is the e-mail. The composer opens with **Quotation: Send** and the PDF ([Send from any record](send-from-any-record)). A quotation carries the link to sign it online ([Get the client's signature](/docs/quotations/get-the-client-signature)), an order a link to follow it. Once the message leaves, a quotation moves to **Quotation Sent**, as with an e-mail. On a phone, **Actions** sits at the top of the form, with the same entries.

![The Send entry with the WhatsApp icon sends the quotation by WhatsApp; the plain Send is the e-mail.](https://jaah.app/web/image/13298-c40f143b/whatsapp-whatsapp-in-sales-and-invoicing-quotation_send-en.png)

## Invoicing {#invoicing}

**Automated Finance messages**, in the same settings, holds the four automatic accounting messages.

![The four automatic accounting messages, all off after installation.](https://jaah.app/web/image/13290-29249f44/whatsapp-whatsapp-in-sales-and-invoicing-finance_settings-en.png)

**Internal Total Overdue Reminder** asks for its recipients in **Send to:**. Both weekly reminders run on a schedule, and a scheduled template sends only from the line set in its own **Account**: open each one in **WhatsApp/Templates** and choose your line, or the weekly run sends nothing (see [Why does a scheduled template send nothing?](whatsapp-templates#schedule-sends-nothing)). With the line set, the first message leaves one week after you switch the reminder on.

![The internal reminder goes to the contacts listed in Send to.](https://jaah.app/web/image/13294-06b2158b/whatsapp-whatsapp-in-sales-and-invoicing-finance_send_to-en.png)

On an invoice, a credit note or a vendor bill, the **Send** with the WhatsApp icon of the **Actions** menu opens the composer with **Invoice: Send** and the PDF; the text tells a draft from a paid invoice. On a payment in status **Paid**, the same entry sends **Payment: Send Receipt** with the receipt. The e-mail way is in [Send an invoice by e-mail](/docs/customer-invoices/send-an-invoice).

![On an invoice, the same entry opens the composer with Invoice: Send and the PDF.](https://jaah.app/web/image/13300-7785be48/whatsapp-whatsapp-in-sales-and-invoicing-invoice_send-en.png)

## Change the text {#change-the-text}

Each **Template** link opens the template; its wording is edited there, as [WhatsApp templates](whatsapp-templates) explains.

## FAQ {#faq}

### At what time do the daily messages leave? {#time}

The expiry warnings at 08:00 UTC (11:00 in Riyadh), the expiring-soon lists at 07:30 UTC.

### Does our own preview count as a view? {#preview}

Yes. Opening the quotation's online page, **Preview** included, tells the salesperson while it is still a quotation, at most once an hour.

### A payment did not send its receipt. {#no-receipt}

**Payment Receipt on Post** reacts to a payment that moves to **In Process**. A payment recorded straight as **Paid** never does: send its receipt by hand.

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- Source: https://jaah.app/docs/whatsapp/whatsapp-in-sales-and-invoicing
- Updated: 2026-10-27
- Version: WhatsApp 19.0.2.3.9
- Verified: 2026-10-27