How to send invoices to customers on WhatsApp

Takkada can send the invoice PDF to your customer on WhatsApp the moment you create it, so the bill reaches them before you have put the phone down. You can also turn that off and share the PDF yourself. This guide covers both, and the states in between.

Before you start

• Automatic sending has to be available to your business. When it is not, the setting is on screen with the reason "This feature is not enabled for this business right now."
• Only a full-access member can change the business-wide setting. Everyone else sees "Only full-access members can change this setting."
• The customer needs a mobile number saved. No number, no automatic send — the switch is not even offered on that invoice.
• Each message costs a WhatsApp credit.
• Sharing the PDF yourself always works and costs no credits.

Turn automatic sending on

1. Open Settings and tap "Invoices" to reach the invoice settings screen.
2. Find the "Auto-send invoice via WhatsApp" row and read the line under it. That line is where the screen says a reason if the switch cannot be moved.
3. Turn the switch on. It is saved for the whole business at once, so every sales invoice anyone creates from now on offers to go out by itself.

From then on, every sales invoice you create offers to go out by itself.

An imported invoice is never sent this way — your customer already has that bill, so the app does not offer the switch rather than offering it and ignoring it.

Decide per invoice

The business setting is the default, not a command. On the last step of creating an invoice you get a switch, "Send invoice via WhatsApp", with the customer's number written under it. Leave it on to send, or turn it off for this one bill.

Two things you may see there:

• "Checking WhatsApp credits..." while the app confirms you have credits left.
• "Payment link is off for this party. Invoice will be sent without a payment link." The invoice still goes; it simply carries no pay link.

Share an invoice yourself

1. Open the saved invoice from the sales register and let its detail screen load.
2. Tap "Share" at the foot of that screen. Takkada builds the PDF first, so there is a moment before anything else happens.
3. Wait for "Invoice PDF generated successfully", then pick where to send it — WhatsApp, email, anything on your phone.

This is a normal share from your own device. It uses no credits, and Takkada learns nothing about what happens next, which matters when you go looking for the result later.

The switched-off and out-of-credits states

Switched off for the business. The row shows the reason instead of a subtitle and the switch will not move. Nothing is sent automatically; sharing by hand still works exactly as before.

Not a full-access member. The row says "Only full-access members can change this setting." You can still send the invoice by hand.

Credits exhausted. A card appears saying "Automated WhatsApp paused", with "WhatsApp credits are over for this business. Add a WhatsApp pack to continue automated WhatsApp messages." and, on the invoice settings screen, "Auto-send on WhatsApp stays off until credits are added." The setting is left as you had it — it is paused, not reset — and resumes when credits are added. Sharing by hand is unaffected.

Queued, sent and failed

An automatic send is queued, not instant. Takkada makes the PDF, hands the message to WhatsApp, and records the outcome. Open "Reminder History" to see these alongside your reminders; an invoice sent this way carries an "Auto Dispatch" mark.

The states mean:

• "Pending" — queued, no answer yet.
• "Sent" — WhatsApp accepted the message.
• "Failed" — WhatsApp refused it.
• "Not tracked" — you shared it yourself, from your own phone. Nothing comes back about those.

"Sent" is not a delivery receipt. It means the message was accepted for sending. Whether it arrived on the customer's phone, and whether they opened it, is not reported back to Takkada. If the invoice matters, confirm it with the customer.

If the PDF step itself goes wrong you get "Invoice created, but WhatsApp PDF failed". Read that carefully: your invoice was created and is safe in your books. Only the sending failed. Open the invoice and share it by hand.

When it does not look right

There is no send switch on the invoice. The party has no mobile number saved, or the invoice was imported rather than created here.

The switch is on but nothing reached the customer. Check the history first. A "Failed" entry means WhatsApp refused it — usually a bad number. A "Sent" entry means it was accepted, and the number is the next thing to check.

Everything stopped at once. Credits have run out. The screens say so.

You cannot change the setting. You are not a full-access member on this business, or the feature is not on for it. The row names which.

You shared the invoice by hand and the history shows nothing useful. That is expected. A manual share is marked "Not tracked" because nothing is reported back from your own phone.