Create an invoice via WhatsApp
Type who, what and how much. The assistant puts a draft invoice in your Moneybird and shows you the preview first. Is an invoice via WhatsApp valid? The answer is further down: the message is not the invoice.
An AI assistant, not an accountant. It can make mistakes, so you always check the preview and say yes before anything lands in Moneybird.
No credit card. After the trial you drop back to the free plan.
Is an invoice via WhatsApp valid?
A WhatsApp message is not an invoice. When you write to the assistant "create an invoice for Jan Janssen, painting a wall, 200 euro excl.", you are giving an instruction. The invoice itself is made in Moneybird, by Moneybird, with your own template, VAT rates and invoice details. It is the same invoice as if you had made it in Moneybird yourself. Your customer receives it as a PDF by email the way you are used to, not as a WhatsApp message.
Whether an invoice meets the requirements therefore depends on the details in your Moneybird administration, such as your company details and VAT number, not on the channel through which you gave the instruction. Check those details in Moneybird. Schakel gives no legal or tax advice, so if you doubt which invoice details are mandatory, ask your accountant.
How the assistant prepares an invoice
The assistant looks up the contact in Moneybird, or creates it if it is new (with your yes, if that is how you set it up). It takes the VAT rate from your administration and asks about the project when needed. For sales it does not guess the project. Then you get a preview with contact, line, VAT, project and total.
Say yes and a draft invoice sits in Moneybird. A draft has no invoice number in Moneybird yet, so the assistant reports that the draft invoice for your customer is ready. The number comes when it is sent.
Sending is a separate step and always asks for your yes
An invoice that reaches your customer is the most sensitive thing the assistant does. That is why a message never directly produces a sent invoice. You say it explicitly ("send it") and confirm again. You cannot turn that off. The same goes for crediting and for registering a payment.
A draft you do not want can be deleted by the assistant, after your yes. A sent invoice cannot be deleted, you credit it. It cannot edit an existing invoice, for that you go to Moneybird.
An invoice in four steps
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Say what you want to invoice
Customer, description and amount, in ordinary sentences. Whether it is excl. or incl. VAT follows from what you say.
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Look at the preview
Contact, line, VAT, project and total are in it. Adjust what is off, for example "make it 2 hours".
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Say yes
Then the draft invoice is in Moneybird. Nothing has gone to your customer yet.
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Send it, if you want
Say "send it" and confirm. Moneybird sends it by email, or you choose manual sending.
This works
- Make a draft invoice with a preview first.
- Create a new contact if the customer does not exist yet.
- Send an existing draft, after your explicit yes.
- Register a payment on an invoice and credit a sent invoice, both after your yes.
- Delete a draft you no longer want.
This it does not do
- Edit an existing invoice. You do that in Moneybird.
- Delete a sent invoice. You credit it.
- Send a reminder or dunning letter to your customer.
- Send an invoice without you saying so and confirming.
Frequently asked questions
Is an invoice via WhatsApp valid?
The WhatsApp message is not an invoice but an instruction to the assistant. Moneybird makes the invoice itself, with your own details and template, and your customer receives it by email as usual. Check in Moneybird that your company details and VAT number are right. For legal or tax questions, ask your accountant.
Can an invoice be sent by accident?
No, not without you saying so. Sending an invoice always asks for your confirmation and cannot be turned off, not even when you set everything to automatic.
Why does my draft invoice have no number?
In Moneybird a draft only gets an invoice number when it is sent. The assistant therefore reports that the draft invoice is ready, without a number.
Can I have an existing invoice changed?
No. The assistant does not edit existing invoices. A draft that is wrong can be deleted so you make a new one, a sent invoice you credit.
Does it work for hours and quotes too?
Yes. You can log hours and turn them into an invoice, and a quote can be converted into an invoice after approval. Both ask for your yes.
Try the assistant on your own Moneybird
Connect Moneybird, send a first receipt and see the preview. 30 days free, no credit card.