Moneybird via WhatsApp
Send a message or a photo of a receipt, and Schakel's AI assistant puts it in your Moneybird. You see what it will do first, and nothing is booked until you say yes. Invoices, quotes, receipts, hours and questions about your figures: it all works in WhatsApp, and in the chat in your dashboard too.
Your bookkeeping, in a chat
You send a message in plain language to the Schakel number, or type it in the chat in your dashboard. The AI assistant reads it, shows you exactly what it is about to do, and writes to Moneybird once you say yes. The phone here plays a real exchange.
New to this? Read how bookkeeping over WhatsApp works
- Invoices, receipts, hours, quotes and questions
- A preview first, the booking second
- Voice messages work on WhatsApp, and the dashboard chat does the same without it
Most of the bookkeeping that piles up is not big, it is just always at the wrong moment: a receipt in your coat pocket at the till, two hours you forget to write down, an invoice you only make once you are back behind your laptop. A message takes five seconds, and your phone is already in your hand.
Four things, four conversations
Every phone here plays a different exchange. The scripts are short on purpose: what matters is that the shape is always the same, a sentence from you and a preview back.
Things you can just say
Plain sentences, the way you would say them out loud. No syntax to learn and no keywords to remember. Under each group is what actually happens on the Moneybird side.
Invoices and quotes
A sales invoice or a quote with the contact, the lines and the VAT rate filled in.
- Create an invoice for Jan Janssen, painting a wall, 200 euro excl.
- Send the draft invoice for Van Dijk
- Quote for Van Dijk, repainting the hallway, 4,200
- Turn quote 2026-0031 into an invoice
What happens Creates the draft, sends it once a draft exists, credits it or turns a quote into an invoice. Sending, crediting and deleting always ask first, every time.
Receipts and supplier invoices
A photo or a PDF becomes a purchase invoice or a receipt, with the file attached.
- A photo of the till receipt
- The PDF your supplier mailed you
- Book this one under office costs
What happens Reads supplier, date, amounts and country off the document, picks the purchase VAT rate from the supplier's country, and attaches the file to the booking.
Hours
A time entry on the right project, written down while you still remember it.
- Log 3 hours on Van Beek Interieur, sanding the ceiling
- Log 90 minutes on Zeewind Webshop, sorting out stock
- Invoice everything still open for Van Dijk
What happens Writes the entry against the project, keeps billable and non-billable apart, and can turn the open hours of one customer into one invoice.
Questions
Read-only answers out of your own administration. Nothing changes when you ask.
- What is still outstanding
- How much have I invoiced this month
- What do I owe this quarter
- How many bank transactions are still unprocessed
What happens Outstanding invoices, revenue per period or per project, VAT for a quarter, cash in and out, unprocessed bank transactions and hours. A question never writes anything.
Contacts
The customer record behind the invoice, without opening Moneybird.
- Do I have Van Dijk in there yet
- What did I invoice Van Beek Interieur this year
- New customer: Bakkerij Zoetendaal, Dorpsstraat 12, Alkmaar
What happens Finds a contact, creates one, or lists what a customer was invoiced. Changing an existing contact always confirms first.
Steering it
The settings are conversational. You do not have to go and find a screen.
- Turn the monthly summary off
- No messages before 09:00
- Remember that Verfhandel Rijnmond is usually Duinzicht Schilderwerk
What happens Moves a notification switch, the quiet hours or the payment matching mode, and writes or removes a knowledge card. Every one of these confirms first.
How it protects your books
A chat that can write into your administration only works if it is predictable. These rules are the product, not settings you have to find.
- You see it first, anything that matters asks first
- By default you first see exactly what will be written: the contact, the lines, the VAT rate and the total, and only after your yes does it go to Moneybird. Auto-confirm is a choice you make per action. Sending an invoice or quote, crediting, deleting, registering a payment and changing a contact always ask, even if you set everything to automatic.
- It shows which project it picks
- For sales and hours it asks when it is unclear. For a purchase it may pick a project or category itself, and it marks that as a guess in the preview so you can correct it. Once you have answered, it offers to remember, so you only have to say it once.
- The file always comes along
- The photo or PDF you send is attached to the purchase invoice or receipt in Moneybird. Your downloads folder stays empty and there is nothing to dig up later.
- The supplier's country picks the VAT rate
- Supplier, date, amounts and country are read off the document itself, and the country is what decides the purchase VAT. A Chinese supplier does not quietly end up at 21%.
- Only your own number can reach your books
- You verify your phone number in your dashboard and confirm it with one click. Schakel then asks that number once more whether it was you. A message from any other number gets one fixed reply and does not touch your administration.
The assistant is an AI, not a human bookkeeper, and it can be wrong, which is why the confirmation exists. The language model behind it is DeepSeek, a provider outside the EU: your message, the receipt and the Moneybird data needed for the answer go to it. Details are in the privacy statement.
It gets to know your business
Which project a purchase belongs to is a fact about your business, not something a model can work out from a receipt. So you state it once, as a knowledge card, and from then on it is context the assistant always has.
- Subject
- One Moneybird project, or a rule that belongs to no project at all.
- In your own words
- Free text, not a form. "Billed per hour, invoice at the end of every sprint" is a valid card.
- Written by
- You, the guided setup, or the assistant after it asked you a question and you answered.
- On or off
- A card can be switched off without deleting it, so you can try the effect of taking a rule away.
Cards are edited in your dashboard, and the assistant asks you before it remembers something.
- The cards are handed to the model as fact
- Every active card goes into the instruction the assistant is given for your administration, above your message. That is why a card changes the answer: it is not a search the model may or may not do, it is context it always has.
- It writes them itself, and says so
- When it asks which project something belongs to, it offers to remember your answer. Every card records who wrote it, so a rule the assistant taught itself is one you can find and take away rather than a mystery you have to argue with.
- One card per subject, not one long note
- A card is a row. You edit one without rewriting the rest, the assistant can add one without touching the others, and on a big administration only the relevant cards need to be carried.
- They work with WhatsApp switched off
- The cards decide which project an automation books against, so they still do their job when the only interface you use is the chat in your dashboard.
What changes in a week
| Task | By hand | With Schakel |
|---|---|---|
| Invoicing on the move | Waiting until you are back at your laptop | One message, confirm, done |
| Receipts | A pile that waits for the weekend | Photo it, booked with the file attached |
| VAT on foreign purchases | Working it out yourself | Rate follows the supplier's country |
| Keeping hours | Reconstructed afterwards | Logged the moment it happens |
| Knowing what is outstanding | Log in and go looking | Ask, and get an answer |
| Assigning a project | Corrected later | Asked once, remembered after that |
How you begin
- Step one
Connect Moneybird. You authorise Schakel from inside Moneybird, so no password is ever asked for or stored, and you can revoke the access again at any moment.
- Step two
Pick your administration. If you keep more than one set of books, you choose which one the invoices, receipts and hours land in.
- Step three
Add your number (optional). You verify it in your dashboard with a code, link it with one click and confirm the question that arrives on that number. If the verification does not work, you can send a short code to the Schakel number instead. The chat in your dashboard can do everything too.
- Step four
Send your first message. Start small, a photo of a receipt is enough. You see what it intends to book before you confirm anything.
Try it for 30 days, free
The assistant is live. Connect your Moneybird, start with a photo of a receipt, and add WhatsApp when you want it on your phone.
30 days, no credit card. After that you fall back to the free plan unless you pick another. Your number belongs to your own account, and a message from another number gets one fixed reply.
What you need
- A Moneybird administration (you connect from Moneybird itself, no password)
- A Schakel account, 30 days free without a credit card
- Optional: a WhatsApp number. Without one, the chat in your dashboard works.
Not sure how to get those keys? Step by step:
Where it runs
On app.schakel.app, with your own Schakel account. No webshop required.
Then from €10 a month billed yearly, or stay on free. See the tiers
Start 30 days freeConnect a different pair
WhatsApp and Moneybird is one of many. Pick two systems and see what travels between them.
Common questions
Can I connect Moneybird to WhatsApp?
Yes. You connect your Moneybird administration to Schakel and optionally add your WhatsApp number. After that you message the Schakel number and the AI assistant replies. You can try it free for 30 days, no credit card.
Is the invoice sent immediately?
No. An invoice lands as a draft in Moneybird, and a draft has no invoice number there yet. You send it yourself or with a new instruction in the chat, and sending always asks for your yes first.
Is anything booked without me seeing it?
By default you see a preview first and nothing is booked until you say yes. Auto-confirm is a choice you make per action. Sending, crediting, deleting, registering a payment and changing a contact always ask first, even if you set everything to automatic.
Is this a bookkeeper?
No, it is an AI assistant that works with your Moneybird, not a person and not an accountant. It can be wrong, which is why the confirmation exists. It does not file VAT returns or give advice, the VAT figures are an indication.
Can I send a photo of a receipt?
Yes. A photo or PDF of a receipt or supplier invoice is read, the VAT rate follows the supplier's country, the file is attached to the booking and duplicate invoices are recognised. Photos can be jpg, png, webp or gif up to 5 MB, and reading a photo takes about half a minute.
Does it work for quotes too?
Yes. You can have quotes created, sent and turned into an invoice. It can also log hours, look up contacts and answer questions about outstanding invoices, revenue and unprocessed bank transactions.
Can anyone else create bookings through my number?
Only the number you linked. You verify it in your dashboard and confirm it on that number. A message from another number gets one fixed reply ("not linked") and does not touch your administration. STOP ends it immediately.
Where do my messages and data go?
The language model is DeepSeek, a provider outside the EU, and WhatsApp runs through Meta. Voice messages are processed with Cloudflare Workers AI. The privacy statement lists exactly what goes where.