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WhatsApp invoices

Suppliers or staff can submit invoices by messaging SnapIt’s WhatsApp Business number. SnapIt identifies your workspace from the sender phone you linked in Settings. Supported attachments: JPG, PNG, PDF.

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For senders

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For workspace owners

1. Open Settings → WhatsApp.
2. Add each phone that should send invoices (staff or suppliers).
3. From that WhatsApp, send the SNAP-XXXX code shown in the app.
4. Open Invoices — WhatsApp-sourced invoices appear alongside web uploads.

Credits still apply when a linked sender’s file is accepted for processing. Adding, regenerating, or removing linked phones requires the workspace owner. A pending link is shown as Waiting, verification codes expire after 30 minutes, and Settings polls until the link becomes Verified. Non-owner members can view the settings but cannot manage links. WhatsApp uses the app’s JPG, PNG, and PDF upload types. There is no separate WhatsApp file-size limit; the deployment’s backend and extraction limits still apply. The displayed WhatsApp number and routing configuration are supplied by the operator, and the feature is disabled until WHATSAPP_ENABLED and the required Meta settings are configured.

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Payment assistant

Verified team members tap a nested menu. Send hello, help, or menu to open Home:

• Invoices — Summary, Pending, Overdue, Due soon, Needs review, Failed, Copies
• Vendors — suppliers, then All invoices, Pending, Overdue, Due soon, Products, or Contact
• Products — items seen on invoices; tap a row to open that supplier
• Credits — Balance, History, or Packages
• More — Send an invoice, and Stop reminders when payment actions are enabled

Lists include More (next page) and Back. Typed words still work as shortcuts into the same screens. If WhatsApp cannot show buttons or lists, SnapIt falls back to those text shortcuts. While a Yes / No confirmation is waiting, menu taps stay on that confirmation. Questions (only when the operator has enabled them): a verified phone can ask in ordinary words for the latest invoices, what is overdue, how many credits are left, or invoices from a supplier. SnapIt answers from that workspace’s invoices, vendors, and credits. Home, the typed shortcuts, and Yes / No stay on the same screens and confirmations. A request to mark an invoice paid, change a total, or buy credits leaves the invoice unchanged and returns to Home; use the payment buttons for those changes. Phones that are not verified on a workspace keep the usual upload guidance. Invoices: tap Invoices, then a list. Select a row for payment details, due date, line items, and a public view link. Send file returns the original photo or PDF. Needs review and Failed show why SnapIt flagged the invoice (low confidence, a validation problem, or a failed extraction) without naming models. Copies lists invoices SnapIt flagged as duplicates and shows which invoice each one matches. When payment actions are enabled, a copy offers Keep (treat it as a real invoice) or Ignore (leave it flagged and off unpaid lists); a needs-review invoice offers Mark reviewed or Reject; a failed extraction offers Reject. None of those show Mark paid. Already-paid invoices still show Send file. Vendors: tap Vendors or send vendors / vendor Acme. Open a supplier, then All invoices, Pending, Overdue, Due soon, Products, or Contact. Supplier Products shows recent items, last price, and how often they appear. Contact shows phone, email, and payment terms when those are saved. Products: workspace items with last price and supplier. An empty catalog offers Vendors. Credits: tap Credits, then Balance, History, or Packages. Buying stays in Settings → Billing. WhatsApp does not start checkout. Payment actions (only when the operator has enabled them):

1. Open an unpaid invoice (Home → Invoices → Pending, or a supplier’s unpaid list) and tap Mark paid.
2. Open a copy (Home → Invoices → Copies) and tap Keep or Ignore.
3. Open a needs-review invoice (Home → Invoices → Needs review) and tap Mark reviewed or Reject. A failed extraction offers Reject only.
4. On a supplier with unpaid invoices, tap Remind unpaid or Mark vendor paid.
5. Under More, tap Stop reminders to opt that phone out of payment reminders.

Each of those asks Yes or No before anything is sent, kept, reviewed, or marked paid. Keep, Mark reviewed, and Reject write only after Yes. Ignore Yes leaves the copy flagged and does not change the invoice. Field edits stay in the website. Shortcuts:

• hello, help, menu, commands, or ? — Home
• summary or today — outstanding, overdue, due soon, and invoices that need review
• pending / overdue / due soon — those invoice lists
• review — invoices that need review
• failed — failed extractions
• copies or duplicates — flagged copies
• file INV-XXXXXXXX — send the original invoice file
• vendors — list suppliers
• vendor Acme — find a supplier
• products — workspace product list
• credits — Credits submenu
• balance — remaining invoice credits
• credit history — recent credit transactions
• credit packs — packages and a Settings → Billing link
• INV-XXXXXXXX — invoice payment details
• keep INV-XXXXXXXX / ignore INV-XXXXXXXX — request confirmation to keep or leave a flagged copy
• review INV-XXXXXXXX / mark INV-XXXXXXXX reviewed — request confirmation to mark a flagged invoice reviewed
• reject INV-XXXXXXXX — request confirmation to reject a needs-review or failed invoice
• mark INV-XXXXXXXX paid — request confirmation before recording full payment
• record payment INV-XXXXXXXX 250.00 — request confirmation before recording a partial payment
• cancel — cancel a pending payment action
• unsubscribe — stop payment reminders for that phone

Payment actions are tenant-scoped and require an explicit Yes confirmation. SnapIt reports success only after the database transaction commits. Ambiguous, cross-workspace, already-paid, rejected, duplicate, and overpayment requests are rejected without changing the invoice. Mark paid, partial-payment, Keep / Ignore on a copy, Mark reviewed / Reject, Remind unpaid, Mark vendor paid, and Stop reminders stay hidden until the operator enables WhatsApp payment mutations. Team payment reminders require both the workspace WhatsApp the team setting and the individual phone’s Receive payment reminders opt-in. Inside Meta’s 24-hour session window SnapIt can send free-form text; outside it, the operator must configure an approved reminder template. Delivery attempts, provider message IDs, failures, retries, and sent/delivered/read states are visible to workspace owners under Settings → Reminders.

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What you do not set up yourself

Meta Developer apps, webhook tokens, and the SnapIt business number are operator steps.

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Related

• Upload and processing — same pipeline statuses in the UI
• Credits and billing — usage debit on accept