Cloud Accounting has a function allowing you to send documents through Email or WhatsApp. With this function, you can directly send documents such as Invoices, Purchase Orders etc to the intended receiver within a few clicks.
*This function is available on Sales, Purchase and Cashbook transactions.
You can find and access this function at your transaction pages. It can also be accessed in 3 different ways:
Method 1
Transaction main page > “Arrow down” beside View on the transaction > Send Document.
Method 2
View transaction > Actions > Send Document.
Method 3
Edit transaction > “Arrow down” beside Save > Save and Send.
Scenario 1: Send Document to Email
This example will show how you can send an Invoice to the customer’s (receiver) email.
1. Go to your Invoice page. Assuming there is already some Invoices created. Click on the arrow down beside “View” > Send Document.
2. A small dialog will prompt for you to choose Email or WhatsApp. Click on Email.
3. A Send Document by Email dialog will appear. The email will be auto capture from your transaction’s Email column. If there is no email filled, it will show blank and you will need to fill in the receiver email.
4. Make any other amendment as required and choose your Document Format.
5. Once confirm, click on “Send” button.
6. It will then generate the document and send to the receiver. A success message will appear once the email is being sent.
7. You can then close this page by clicking on “Close This Page” button.
8. At the receiver email, they will receive an email a PDF file attached based on the Document Format that you had selected.
Scenario 2: Send Document to WhatsApp
This example will show how you can send an Invoice to the customer’s (receiver) WhatsApp.
1. Go to your Invoice page. Assuming there is already some Invoices created. Click on the arrow down beside “View” > Send Document.
2. A small dialog will prompt for you to choose Email or WhatsApp. Click on WhatsApp.
3. A Send Document by WhatsApp dialog will appear.
4. Make any other amendment as required and choose your Document Format.
5. Once confirmed, click on “Send” button.
6. It will then generate the document for sending purpose.
7. A page will appear for confirmation. Click on “Continue to Chat” to proceed.
8. If you do not have WhatsApp installed in your device, a selection will appear for you to “Download” or “Use WhatsApp Web”. If you already installed WhatsApp, go to Step 10.
9. For those that did not have WhatsApp installed. Click on “Use WhatsApp Web” to proceed.
10. It will prompt your WhatsApp and choose your receiver (This assumes that you had login to your WhatsApp already).
11. After selecting your receiver, click on the “Send button” (Right Arrow or Enter button) to send the message.
12. Your receiver should be able to receive this WhatsApp with a download link to download a PDF copy of the Invoice that you sent.
By: Jae Sen 211124