Money
Tracking payments: sent, overdue and expired links
The payment ladder, the state of each link, and why a payment needs the gateway's confirmation even if the customer says “I transferred it.”
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- Approving a quote or contract: a step that stays with you
Approving a quote or contract: a step that stays with you
The system prepares the document and waits for your approval before sending it. Why approval is always manual, and how to approve from WhatsApp with a single message.
Daily work · 7 min read
The dashboard is in development.
This lesson shows how the dashboard will work once it reaches subscribers. Until then we handle the setup for you, and you get escalation and payment alerts on your WhatsApp plus a monthly report.
The system prepares the quote and contract in full, with a number, date and terms, then stops. It doesn't send anything to the customer until you approve it, even if every number is correct.
And there's no option in the settings that makes approval automatic. Here you'll learn why, and how to approve the document with a single message from your phone.
Approval by message
The document reaches you in your own conversation with the system. You reply with the word approved followed by the document number, and only then is it sent to the customer.
Why it's always manual
The document is a commitment that carries your signature
A wrong reply you fix with one sentence, but a wrong document stays in the customer's hands with its number and date. And AI, however good, misreads a number once in a thousand times.
One error in a thousand is acceptable in an answer to a question, but it isn't acceptable in a contract. So the work is split: the system prepares the document, the amount is calculated from your table with a fixed formula, and you approve.
| Step | Who does it |
|---|---|
| Gathering the customer's requirements | The system, in the conversation |
| Computing the total and the payment schedule | A fixed formula, no AI |
| Drafting and numbering the document | System |
| Approval and sending | You alone |
| Requesting the first payment link | The system, automatically after your approval |
Numbering
The document number starts with your business prefix
Each business has a prefix that appears in its document numbers. When you change it, the number you type after “approved” changes too, so the prefix and the approval command are saved together on the same screen.
After changing the prefix, type the document number as it now appears on the screen.
After approval
What happens in the next few seconds
- 1The document is sent to the customer.
As a file in the same conversation, on the channel they message you from.
- 2The payment schedule is calculated.
Directly from the contract total. The amount comes from the schedule, and nobody types it in a message.
- 3The first installment's payment link is requested.
If a payment gateway is enabled. Otherwise the bank transfer instructions stay as they are.
- 4Reminders begin.
If the payment doesn't arrive on time, the system reminds the customer, and tells you if it couldn't send the reminder.
After that, you follow the payment in the Payments screen.
Frequently asked
Why does the system not approve the document itself?
Because the document is a financial commitment with your signature on it, and a single mistake in a contract is enough to cost you. So approval is always manual, and there’s no setting that turns it off.
How do I approve from my phone?
The document reaches you in your own conversation with the system, and you reply with the word “approved” and the document number. Only then is it sent to the customer, and the first installment's payment link is requested if a payment gateway is enabled.
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Money
Daily work
Following conversations and when to step in yourself
The system replies on its own, and you see everything. How to read a conversation, what the “escalated” tag means, and what happens when you write yourself.
6 minOpen lesson