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WhatsApp invoice workflows for accounting firms

Clients already send invoice photos on WhatsApp. Runnrr helps firms design a reliable workflow that reads the invoice, checks what is actually missing in the accounting system, follows up in the same chat and updates the record when the document arrives.

  1. Read invoice photos and PDFs

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    Extract dates, invoice numbers, suppliers and amounts using optical character recognition (OCR). Keep the original document and route unclear fields for review.

  2. Check the accounting system for missing items

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    Match the document to the correct client and period. Use the system’s actual records to identify missing documents, rather than sending everyone the same reminder.

  3. Follow up in the same WhatsApp conversation

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    Ask for the specific missing invoice in the chat where the client shared their documents. Agree which messages need approval before sending.

  4. Update the accounting record and confirm the result

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    Enter approved information through an integration or computer use. Confirm the update succeeded before marking the item complete.

Chase missing documents before the deadline

Before a VAT or income-tax deadline, compare the documents received with the client’s actual missing-item list. Send a specific WhatsApp or email reminder, with a checklist and upload link that avoids a full portal login. When a document arrives, match it, update the list and stop chasing that item. Your firm agrees the deadlines and approval rules.

WhatsApp document collection for accountants in Portugal

Start with a TOConline workflow: check missing documents, follow up in the client’s WhatsApp conversation and confirm the accounting-system update. We can assess workflows around Primavera, PHC or ARTSOFT too. Product versions, available records and access determine what can be connected. Prepare the document collection around your existing accounting process; your accounting software and team remain responsible for statutory exports and filings.

Reliable execution means checking the result, not just attempting the action.

Test duplicate invoices, unreadable photos, wrong client matches, missing fields and failed updates. Agree review steps and recovery rules with your firm before running the workflow.

Discuss a workflow for a3, Sage or Holded

Talk to sales to assess your exact product, version and access. Connections, computer use and a client-facing experience under your firm’s brand are scoped and tested for your firm. This is a company workflow engagement, separate from the everyday routines in the Mac app.

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