Yes, you can send an invoice on WhatsApp by attaching it as a PDF, including a brief message indicating what the invoice is for and a payment link, but only if you want your client to pay through the same chat.
There’s no need for anything too complicated to do it properly. This guide will walk you through how to send an invoice on WhatsApp using Billing+, what to write in your message, how to share a payment link, and how to send a receipt once your client pays.
Can You Send an Invoice on WhatsApp?
Yes, you can. You can send an invoice on WhatsApp as a PDF attachment, in the same way that you might send the invoice by email. The channel you use makes no difference as to whether the invoice is valid; it is the information included on the invoice itself that matters.
All you have to do is include your name or business name, your client’s details, a unique invoice number, the date issued, a clear description of the goods or services, the amount due, the payment due date, and the accepted payment method. All these details are all explained in details in our guide on how to invoice someone.
Step-by-Step From Billing Plus
Billing+ lets you create an invoice and share it with your client through WhatsApp without having to download and re-upload the document manually. This step-by-step process is for both new and existing users.
Step 1: Create Your Invoice
Sign up or log in to your Billing+ account and create an invoice. Add your client’s details, invoice number, description of the goods or services, quantity, price, applicable tax, and payment due date. This will be easy for you because all the details you need to include are already in the template; all you need to do is fill in the appropriate details that are relevant to the invoice.
Step 2: Review the Invoice
Before sharing it, check that all the details included in the invoice are correct. If you’ve connected a payment gateway, confirm that the invoice includes the payment option.
Step 3: Share the Invoice on WhatsApp
At the bottom of the created invoice, you will see the WhatsApp icon. Click WhatsApp, select the client’s contact, and send the invoice.
Step 4: Update the Payment Status
Once your client pays and you’ve confirmed that the money has arrived, update the invoice status in Billing+. Don’t mark an invoice as paid based only on a client’s message or payment screenshot. Always make sure you have received the account before changing the status of the invoice.
Keeping the status current makes it easier to distinguish paid invoices from outstanding ones. You can also track and record invoices sent through WhatsApp to keep your records organised.
What to Write in the WhatsApp Message (3 Templates)
Your invoice message doesn’t have to be very long or lengthy at all. Greet the client, identify the invoice, state the amount and due date, and explain how they can pay. Keep the tone polite and professional.
Here are three messages you can adapt to different clients.
1. Simple Service Invoice
Use this when sending an invoice for a completed service or one-off project.
Hello [Name], please find attached invoice INV-0042 for [service], totalling ₦50,000. Payment is due on [date]. You can pay by bank transfer using the details on the invoice. Please confirm once paid. Thank you.
2. Professional Services Invoice With a Payment Link
Use this when invoicing a client in another country or offering online payment.
Good afternoon [Name], invoice INV-0043 for [project], totalling $850, is attached. Payment is due on [date]. You can pay using this link: [payment link]. Please let me know if you have any questions.
3. Recurring Client Invoice
Use this when billing a regular client for a monthly service or ongoing arrangement.
Hello [Name], your invoice for [month] is attached: INV-0044, totalling ₦25,000 and due on the 15th. You can complete payment using this link: [payment link]. Thanks as always.
Make sure to always double-check the invoice number, amount, recipient, and payment link before sending. A small mistake can create unnecessary back-and-forth with your client, eventually leading to unnecessary delays.
Add a Payment Link So They Pay From the Chat
A payment link gives your client another way to pay without having to copy bank details from the invoice. When they tap the link, they are taken to a payment page where they can choose an available payment method.
With Billing+, you can generate a payment link on an invoice once you’ve connected your payment gateway account. You can then share the invoice and its payment link through WhatsApp, email, or Instagram DM. The money goes directly to your own gateway account; Billing+ does not hold the payment.
Billing+ supports seven payment gateways: Paystack, Flutterwave, Monnify, OPay, Stripe, GoCardless, and PayPal. Depending on the gateway and the options available to your client, they can pay by bank transfer, card, mobile money, or QR.
A payment link isn’t compulsory. You can still include your bank details on an invoice if your client prefers a direct transfer. However, it’s worth understanding the differences between using an invoice payment link and sending your bank details before choosing how to collect payment.
Sending Receipts on WhatsApp Too
An invoice is a document that shows the customer how much they owe you. A receipt is proof that you’ve received money from a customer. After a customer has paid, you can send the receipt through WhatsApp to show that you have received the money, with the sme process as sending an invoice.
Billing+ also supports part payments. When a client pays in instalments, you can record each payment and generate a separate receipt for it. The creation of receipts in the app is automatic once you change the status from unpaid to partially paid or fully paid
You can share the receipt with the client through WhatsApp using the app’s sharing option, just as you would with an invoice.
Frequently Asked Questions
1. How do I send an invoice on WhatsApp?
Create your invoice, save or share it as a PDF, and attach it to a WhatsApp message. With Billing+, you can create the invoice and share it directly through WhatsApp without downloading and re-uploading the document.
2. Can I take payments through WhatsApp?
You can share an invoice payment link in a WhatsApp chat, but the client completes the payment on the payment gateway’s checkout page. The money goes directly to your connected gateway account, not to WhatsApp or Billing+.
3. Is WhatsApp invoicing secure?
WhatsApp uses end-to-end encryption to protect messages and attachments, but this does not guarantee that a payment is safe. Check the recipient’s number before sending, use a trusted payment gateway, and avoid sharing sensitive financial information in group chats.
4. When should I send invoices on WhatsApp?
Send an invoice when you’ve completed the agreed work, delivered the goods, or reached the billing date agreed with your client. Include the payment due date so the client knows when to pay.
Final Thoughts
Sending an invoice on WhatsApp can make billing more convenient for you and your client. Attach a clear invoice, include a short message, and add a payment link if you want your client to pay through the chat. Once payment arrives, send a receipt and update your records.
With Billing+, you can create invoices and share them through WhatsApp, then send receipts when clients pay. Free on iPhone, Android, and web. Make your first invoice in 10 seconds
