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Creating invoices and quotes

The everyday way to make one: chat it in the way you'd type a WhatsApp message, and ChatBill writes it up. Invoices and quotes work exactly the same way, so every screenshot below applies to both: this guide only shows an invoice being made and calls out anywhere a quote differs. Each step shows the website on the left and the Android app on the right. Both run the same bot, so pick whichever one you're using.

  1. 1. Start from your dashboard

    + New invoice and + New quote sit at the top of your dashboard, above the money figures. Click whichever one matches what you're making.

    The ChatBill dashboard, showing the + New invoice and + New quote buttons above the summary tiles.
    Website
    The Android app's dashboard, showing the same + New invoice and + New quote buttons above the summary tiles.
    Android app

  2. 2. Choose how you want to make it

    A popup asks Chat it in or A saved client. Chatting it in is the way described here and needs nothing set up first. A saved client is for repeat customers whose details you've already stored, and that's its own guide. Both are on every plan.

    The New invoice popup, asking Invoice who? with buttons for Chat it in, A saved client, and Never mind.
    Website
    The same popup on the Android app, asking Invoice who? with buttons for Chat it in, A saved client, and Never mind.
    Android app

  3. 3. Tell it who it's for

    A short form asks for the customer's cellphone number (or email) and their name. Fill both in and continue: the chat that opens already has them filled in, so you only have to type the job.

    The chat screen opening with the message box already containing 'invoice, 0821234567, John Smith,' ready for the job to be added.
    Website
    The same chat screen opening on the Android app, with the message box already containing 'invoice, 0821234567, John Smith,' ready for the job to be added.
    Android app

  4. 4. Type the job, the way you'd say it

    Add what was done and what it costs, separated by commas, like geyser repair R850, 2 hours labour R400. Don't forget the R in front of a price. Send it, and ChatBill reads back what it understood as a summary before asking whether to go ahead.

    The bot's reply summarising the line items and total, then asking 'Shall I create the invoice? Reply yes or no, or send another item to add it.'
    Website
    The same summary and 'Shall I create the invoice? Reply yes or no.' on the Android app.
    Android app

  5. 5. Confirm, and it's done

    Reply yes (or tap the Yes button) and the invoice is created on the spot, numbered and ready. From here you can send it straight to your customer on WhatsApp, with the message already written.

    A quote says much the same thing, except it's clear that nothing is owed until the customer actually accepts it.

    The bot confirming 'Done. CB-1033 for John Smith: R1,650.00.' with a Send on WhatsApp button.
    Website
    The same 'Done. CB-1029 for John Smith: R1,610.00.' confirmation on the Android app, with a Send on WhatsApp button.
    Android app

  6. 6. Find it again anytime

    Every invoice and quote you make this way lands in your Invoices and Quotes lists. The chat is just a quicker way to write them, not a separate place they live. Open one to view the PDF, send it another way, or record a payment against it.

    An invoice's own page, showing the customer, issued and due dates, line items, subtotal, VAT and total, and buttons for View PDF, Send invoice, Record a payment and More actions.
    Website
    The same invoice on the Android app, showing the customer, the date it was issued, the line items, subtotal, VAT and total, and buttons for View PDF, WhatsApp and Send to email.
    Android app

  7. 7. Email it instead

    Send invoice (or Send quote) on that page opens a second way to reach your customer, alongside WhatsApp: type in their email address and ChatBill sends the PDF straight from your account, with the same link to view it online. It's ready to go the moment you land on this page; the address is only pre-filled if you already had one on file for that customer.

    Emailing needs your own email address confirmed first. See Verify your account if the option isn't there yet.

    The Send invoice page, with the Send it by email panel filled in with a customer's email address next to a Send by email button, and the Send it on WhatsApp panel below it.
    Website
    The Send to email dialog on the Android app, filled in with a customer's email address, with Send and Cancel buttons.
    Android app

  8. A quote, side by side

    The whole walkthrough above works the same way starting from + New quote instead. Its own page looks almost identical: a valid-until date in place of a due date, and Accepted/Declined buttons in place of Record a payment, since nothing is owed until the customer says yes.

    A quote's own page, showing the customer, issued and valid-until dates, line items, total, and buttons for View PDF, Send quote, Accepted and Declined.
    Website
    The same quote on the Android app, showing the customer, the issued and valid-until dates, the line items, subtotal, VAT and total, and the buttons for sending it.
    Android app
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