Send invoices on WhatsApp
Your team sends a photo, a PDF or a line of text on WhatsApp. Anfigo reads it, answers, and records it in Accounting as an expense.
Nobody types invoices in. A worker sends the invoice from their own phone, Anfigo reads the supplier, the amount, the date and the category, and the expense is in Anfigo Accounting right away. You check it, fix it or delete it there.
Who can send invoices
- A worker with Can send invoices on. In Anfigo Team, open People, open the person, tick Can send invoices and press Save.
- From the WhatsApp number on their worker record. Anfigo knows the property, the person and their home unit from that number.
- Anyone else records nothing. Anfigo answers: "This number isn't set up to send expenses. Ask your manager to add you in Anfigo Team."
Where to send them
To Anfigo's team line, one WhatsApp number. You find it at the top of Anfigo Team → People, in the line that starts "Your team sends invoices on WhatsApp to". Save it in your team's phones.
If that line says the invoices line is not switched on for your property yet, write to hello@anfigo.com and we switch it on.
What to send
- A photo of the invoice or the receipt.
- A PDF of the invoice.
- A line of text for something with no paper, like "15 tortillas". It becomes an expense with no picture.
What Anfigo answers
Every message gets a reply in the worker's language. For an invoice it could read:
"Recorded ✓ supplier · amount · date · category · unit. If something is wrong, reply no to delete it, or write another unit to move it."
- no deletes it. The worker can answer within two hours, and only until you edit it.
- Another unit, like "restaurant", moves it there.
- A photo it could not read well is kept anyway. The worker hears: "Got the receipt ✓ but I couldn't read it well. It's saved and your manager will check it."
- A possible repeat (the same day, amount, currency and supplier as one already recorded): Anfigo says "It looks like the one sent on…". If it is the same invoice, the worker replies no to delete it. Until someone deletes it, it counts.
Where it lands
Each expense goes to the sender's home unit (set on their worker record), on the date of the invoice. Accounting is kept by month, so the expense shows in the month of its own date.
Counted, Incomplete and Check this
- Counted — it has an amount, a currency, a category and a unit. It counts in every total at once. There is no approval step.
- Incomplete — something is missing, often the amount or the category. It does not count until someone fills it in.
- Check this — worth a look: a possible duplicate, no supplier name, an unusual date, a hard-to-read photo. A picture that does not look like an invoice, or could not be read, does not count until someone checks it against the picture and saves it.
Fixing or deleting an expense
- Open Accounting → Expenses. Press Incomplete to see only what does not count yet.
- Press a row. Edit the expense opens with the invoice picture beside the fields: supplier, date, unit, amount, currency, tax, category and what was bought.
- Fix what is wrong and press Save. Saving also clears Check this.
- Or press Delete. A deleted expense keeps its picture and leaves every total. Restore brings it back.
The Balance
Accounting → Balance shows money in minus the counted expenses, for every business unit and in total, next to the period before. Incomplete expenses are shown apart, not counted. Money in another currency is listed, never added.
Counting stock on WhatsApp
If the sender's home unit keeps stock items (Accounting → Inventory), the same line takes counts, like "vodka 3 bottles, limes 2 kg". Write each item as it is called in Inventory, with its measure.
Anfigo answers "Count saved ✓" and compares each item with the sales since its last count: what is missing, what is more, or that everything matches. An item's first count only opens it.
For a unit that keeps stock, the lines of an invoice come in as stock too. A line Anfigo cannot tie to an item waits in Inventory → To match.
