Sending documents to customers on WhatsApp
Send any invoice, receipt or voucher to the party on it from your own WhatsApp, with a secure link they can open, download and print without an account.
Open any document you have saved and choose Send. Kaalchakra prepares a secure link to that document and opens WhatsApp on your own phone or computer, already addressed to the party on it, with a short message ready to go. You read it, you press send — the message comes from your own number, in your own WhatsApp.
What the customer receives
A link. Opening it shows them the document on a page carrying your business name — no account, no sign-up, no app to install. They can download it as a PDF or print it straight from that page.
The link stops working on its own
Every link expires after 90 days. You can also switch one off at any time from the same Send window, and it stops working immediately — even for someone who already has it.
Which documents you can send
- Sales side — invoices, estimates and sale orders, to the customer.
- Purchase side — purchase bills, purchase estimates and purchase orders, to the supplier.
- Vouchers — receipts, payments, journals, and credit and debit notes, to the party they concern.
Sending the same document twice is fine. Each Send makes a fresh link, and the earlier one keeps working until it expires or you switch it off.
Where to find Send
- Straight after saving — the print preview that opens after you save carries a Send button.
- From a register — open Print / PDF on any row and send from there.
- Vouchers — on Transactions → Vouchers → Manage, tick one voucher and choose Send.
If the party has no mobile number saved
WhatsApp needs a mobile number, so the Send window tells you plainly when a party has none saved, or has a landline rather than a mobile. Add a mobile number on their account under Masters → Account and it will be ready next time. You can always Copy link instead and send it however suits you — email, SMS, or anything else.
On a journal or a note, the Send window lists every account the entry touches, and some of those are your own ledger heads rather than a customer or supplier — a tax head, for instance, or an expense account. Those are shown but cannot be sent a link, and the window says so, because a link is meant for the person on the other side of the transaction.
Turning it off for one customer
Open their account under Masters → Account and clear the WhatsApp option. WhatsApp is then no longer offered for that party, though you can still copy a link for them if they ask for one.
Switching a link off
Open Send on the same document again and switch the link off. Anyone who opens it afterwards is told the link is no longer active, and nothing of the document is left at that address.
A link works for anyone who has it
The link does not check who is opening it, so treat it like the document itself and send it only to people who should see it. If it reaches the wrong person, switch it off and send a fresh one.
Only message people who expect it
WhatsApp's own rules say you may message someone only if they gave you their number and agreed to hear from you. Having the number is not enough on its own. If people mark your messages as unwanted, WhatsApp restricts your number.
Which number it comes from
Your own. Kaalchakra opens WhatsApp on your device with the message ready; nothing is sent until you press send, and nothing goes out from a Kaalchakra number.
The WhatsApp settings page
There is a separate page at Administration → Setup → WhatsApp. It belongs to a different feature — one that would message parties automatically the moment a document is saved — and that feature is not switched on. If you open the page it will tell you so.
Nothing there affects Send
The switches on that page have no effect on the Send button described above. Send always works, from your own WhatsApp, whatever that page says.
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