Page Contents
WhatsApp Integration – Output Books Bridge
1. Overview
Output Books Bridge enables you to connect your WhatsApp account with Output Books and send documents like invoices and reminders directly to customers.
2. WhatsApp Gateway Configuration
To enable WhatsApp communication, you must first configure the gateway.
Navigate to: Settings → Company Settings → WhatsApp Settings (bottom section)
Available Gateway Options
- None – Disables WhatsApp messaging
- Output Books Bridge – Recommended option for full WhatsApp integration using your mobile device
- Output Books (Only Invoice) – Limited support to send only invoices via WhatsApp
- Custom – Used for third-party/API-based integrations
Selecting Output Books Bridge (Recommended)
When you select Output Books Bridge, the system enables a secure connection between your system and your WhatsApp account using QR authentication.
Steps to Connect
- Click on Connect button
- A popup window with a QR Code will appear
- Open WhatsApp on your mobile phone
- Go to:
- ⋮ Menu → Linked Devices
- Tap Link a Device
- Scan the QR code displayed in Output Books
What Happens After Scanning?
- Your WhatsApp account gets securely linked to Output Books
- A session is created (similar to WhatsApp Web)
- No password is stored or shared
Note: This connection works as long as your WhatsApp session is active on your phone.
3. Features After Connection
Once WhatsApp is successfully connected using Output Books Bridge, the following capabilities become available:
3.1. Send Documents Instantly
- Share invoices, receipts, and reports directly to customer WhatsApp numbers
- PDF attachments are automatically included
3.2. Send Messages from All Modules
- WhatsApp option will be available in:
- Sales (Invoice, Receipt, etc.)
- Other transaction modules
- No need to manually download and send files
3.3. Automated Payment Reminders
- System can automatically send reminders for overdue invoices
- Messages are triggered based on configured schedule
3.4. Dynamic Message Personalization
- Messages are auto-filled with:
- Customer Name
- Invoice Number
- Amount
- Due Date
- Ensures professional and consistent communication
3.5. Real-Time Communication
- Messages are delivered instantly via your connected WhatsApp account
- Improves collection efficiency and customer response time
Note: Ensure your system and mobile device remain connected to the internet for uninterrupted service.
4. WhatsApp Message Template Setup
To ensure consistent and professional communication, you can define a default WhatsApp message template.
Navigate to: Settings → Default Content → Sales Invoice
How to Configure
- Enter your message in the WhatsApp Content section
- Use the Field Chooser (⋮ icon) to insert dynamic fields
Commonly Used Fields
- {CustomerName}
- {TransNumber}
- {TransDate}
- {Total}
- {Balance}
- {DueDate}
- {PDFUrl}
Example Template
Dear {CustomerName},
Thank you for your business. Please find your invoice details below: Invoice No: {TransNumber} Amount: {Total} Due Date: {DueDate}
Kindly make the payment at your earliest convenience.
How It Works
- When sending a message, these placeholders are automatically replaced with actual values
- Ensures accuracy and saves time (no manual typing required)
Tip: Keep the message short and clear for better readability on mobile devices.
5. Sending WhatsApp Messages from Transactions
You can send WhatsApp messages directly from any transaction screen.
Example: Sending Invoice
- Go to Sales → Invoice
- Find the required invoice
- Click on Action (⋮) in the row
- Select Send WhatsApp
What Happens Next?
- System picks the customer’s mobile number
- Applies the default WhatsApp template
- Attaches invoice PDF automatically
- Sends message instantly via your connected WhatsApp
Important Checks
- Customer mobile number must be saved correctly
- Include country code if required
- Ensure WhatsApp Bridge is connected
Note: This option is available in multiple modules wherever transactions exist.
6. Payment Reminder via WhatsApp
You can automate follow-ups for pending payments using WhatsApp reminders.
Navigate to: OBO → Payment Reminder
Configuration Steps
- Enable Auto Reminder Invoice Payment
- Set Reminder Time (e.g., 10:00 AM)
- Define when to start reminders:
- Example: After 15 days from due date
- Set repeat interval:
- Example: Every 7 days
- Enable Send WhatsApp option
- (Optional) Configure:
- Ignore inactive customers
- Minimum due amount condition
How It Works
- System checks for overdue invoices automatically
- Sends WhatsApp reminders based on your schedule
- Uses predefined message template
Benefits
- Improves payment collection
- Reduces manual follow-ups
- Maintains consistent communication
Tip: Combine Email + SMS + WhatsApp for better reach.
7. Important Notes
- Ensure mobile number is available for customers
- Keep WhatsApp session active (do not log out frequently)
- Bridge must remain connected for message delivery
8. Troubleshooting
QR Code Not Scanning
- Ensure proper lighting
- Keep phone steady
WhatsApp Disconnected
- Reconnect using QR code
Messages Not Sending
- Check Bridge connection
- Verify internet connection
- Ensure WhatsApp is active on mobile
