The WhatsApp integration feature allows you to send purchase bills and expense receipts directly from WhatsApp to your organization’s account in Wafeq. The documents will automatically appear in the Inbox, ready to be converted into an Expense or Bill without any manual data entry.
This feature is especially useful for companies that rely on WhatsApp as a primary channel for document exchange, where employees or suppliers frequently send receipts and invoices through chat. Without a structured process, these documents may be lost or recorded late in the accounting system.
With this integration, WhatsApp becomes a direct input channel into your accounting system, eliminating the need to download and manually upload files.
The steps are explained in detail below.
Prerequisite Before Getting Started
To use this feature, your phone number must:
Be added to your Wafeq account
Be successfully verified
To check this, click on your account menu at the top of the page, then select “My Account”, and ensure that your phone number appears with the status “Verified.”
If the number is not verified, click on “Verify.” A One-Time Password (OTP) will be sent to your phone. Enter the OTP in the designated field to complete the verification process. Once verified, your number will be ready to use the WhatsApp feature.
Sending a Document via WhatsApp
After confirming that your number is verified, open WhatsApp from the same verified number, then:
Search for the following WhatsApp number: 966115103390
Send a file (such as a PDF expense receipt)
Once the file is sent, the system will begin processing it and prompt you to select the language and the organization to which the document should be sent.
If your phone number is linked to multiple organizations, you can:
Type switch or the organization name to change the current organization
Type language to change the interaction language
Documents will always be routed to the organization selected in the chat.
Confirmation of Document Receipt
After sending the file, you will receive a confirmation message stating that:
The document has been saved to the selected organization, and you can access it from the Inbox through the provided link.
Viewing the Document in the Inbox
Click the Inbox link provided in WhatsApp, or navigate from the main menu and click “Inbox.”
You will find the document listed with a title indicating that it was received from WhatsApp, along with the date and time of receipt.
From this page, you can open the document and convert it into an Expense or Bill by clicking “Create Expense” or “Create Bill.”
Converting the Document into an Expense or Bill
After converting the WhatsApp document into an Expense or Bill, you will be redirected to the selected document page. The file you sent will already be attached, and its data may be automatically captured.
Complete the required details (account, payment method, date, amount, tax if applicable), then save and approve the transaction as usual.
With these simple steps, you can send your documents directly from WhatsApp into the system without any additional manual effort. There is no longer a need to download and re-upload files, and you reduce the risk of losing receipts or delaying their accounting registration.
This feature accelerates your accounting workflow by allowing incoming documents to be converted into Expenses or Bills within moments, while automatically storing them in your organization’s records.
WhatsApp is no longer just a communication tool, it becomes a secure and structured document intake channel that supports better financial organization and control.
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