Connecting WhatsApp — Templates and the Nightly Report

Every day a customer asks for their balance, another wants a statement, a third says send me the receipt — and every one of those is a message you type by hand. This episode is about making the software send them instead: one connection, a set of templates in your own words, and a nightly report that reaches the manager without anybody asking.

What you will learn

• How each user links their own WhatsApp with a QR code
• Why the connection is personal and what that means in practice
• How the ten ready templates and their variables work
• How to give a template its own language for foreign customers
• Which buttons in the software send messages directly
• How to set up and preview the nightly report send

Step by step

Link your WhatsApp

The whole thing is three layers: the connection, the templates, and where they are used.

The connection page shows a QR code. On your phone you go to settings, linked devices, link a device, and scan it. Same idea as WhatsApp Web — the only difference is that here it is the software holding the session, not a browser tab.

Treat the connection as personal

Each user links their own WhatsApp, and messages go from that user's number, not from some shared line.

Do not link the office's main number to a machine and then forget about it. The person whose number it is should know it is connected.

Adapt the message templates

You have ten ready templates in four groups: balance and statement, transactions, transfers and deposits, and reports. They already work as they are, but they are far more useful once they sound like you.

What makes a template a template is variables. Anywhere a real value belongs, you put a placeholder — the office name, the customer name, the account number, the date, the amount. When the message is sent, each placeholder is replaced with the real thing. When you rewrite a template, you type no name and no date, only the placeholders. That is exactly the point. Then save the template.

Set the template language

Each template has its own language. Pick English and it is not only the text that changes — the numbers and dates in the message follow that language too. So an Arabic-speaking customer and a Turkish one can each get the message in their own language, from the same software.

Send from the buttons in the software

On the statement page from reports and statements there are two buttons: send the balance as an image, and send the statement as a file. One click, and the customer has it — no copying, no typing, no wrong number.

Set up the nightly send

Every night at the hour you choose, the reports you picked go as a PDF to the management WhatsApp group.

First you set the hour, which user's connection sends it, and whether it should be one file or several. Then you choose which reports go out — twelve are ready, from the day's trades and transfers to the currency position and the jobs still open. Each one has its own settings: which currency, and how detailed.

Preview before it goes out

Before anything goes to the manager every night, you can see exactly what will go. Each report has its own preview button, plus one that shows you the final PDF as a whole. Look at it once, and after that you can stop worrying about it.

Tune the two extra settings

The profit message of the day sends a one-line profit summary separately from the PDF, and its wording comes from the templates again. The other setting decides whether a report with nothing in it should be sent at all — on a quiet day, an empty report is just noise.

Tips

• Write the templates once in your own words. The defaults work, but customers notice a message that sounds like your office.
• Never type a name, a date or an amount into a template — use the placeholders, or the message will be wrong for everybody except the customer you wrote it for.
• Preview the nightly PDF once before you trust it, then leave it alone.
• The in-app page help (the ? icon at the top of the page) has more detail.

FAQ

Does everyone in the office share one WhatsApp connection?

No, the connection is personal. Each user links their own WhatsApp, and messages go out from that user's own number rather than from a shared line.

What are variables in a template?

They are placeholders that stand in for real values — office name, customer name, account number, date, amount. You write them once in the template text, and when the message is actually sent each placeholder is replaced with the real value for that customer and that document.

Can a customer get messages in their own language?

Yes. Each template has its own language, and choosing a language changes more than the words — the numbers and dates in the message follow that language too. So Arabic-speaking and Turkish-speaking customers can each be served from the same software.

What goes out in the nightly send?

The reports you picked, as a PDF, to the management WhatsApp group at the hour you set. Twelve reports are ready, from the day's trades and transfers to the currency position and the jobs still open, and each has its own currency and detail settings. You can also switch off sending reports that are empty.