Bill sent and payment received messages to parties
When a credit bill is posted, the party is told the amount and the due date, with a link to the bill. When their payment is recorded, they get a thank-you with what is still due. Messages go by WhatsApp, SMS or email, whichever is set up first.
PLANSEvery plan
The problem it solves
- A party says they never got the bill, and the due date passes.
- Parties call to ask whether their payment reached you.
- Staff send bills from their own phones, so there is no record of what went out.
- Payment disputes start because the party's balance and yours differ.
How it works
- Post a credit bill. Bill Sent goes to the party at once, with a link to the bill. It reads: "Bill INV/2026/00123 of 18,400 from your firm, due on 30 Nov".
- Record a payment from the party, at the counter, on the web or in the app. Payment Received goes at once: "Received 10,000 with thanks. Still due: 8,400."
- Each message tries WhatsApp first, then SMS, then email, and uses the first one that is set up and has the party's number or address. A party with a login also sees it in the app.
- Your administrator switches each event on or off for each Entity and picks its channels and wording under Notifications.
Everything it does
Bill Sent
- When a bill is posted: credit bills only
- Not for bills paid now, and not for the cash customer
- Says the bill number, amount, your Entity's name and the due date
- Carries a link to the bill online
- Email subject: Bill and the number
Payment Received
- When a payment from a customer is posted, including the payment of a paid-now bill
- Not for the cash customer
- Says the amount and what the party still owes you
Order messages (Growth)
- Order Confirmed: the order number, amount and expected date
- Goods Dispatched: the order, challan, transporter, vehicle and LR
Channels
- WhatsApp, then SMS, then email: the first that works is used, the rest are skipped
- WhatsApp and SMS use message credits, and WhatsApp needs its message approved first
- In-app for parties with a login
- Messages go out at once, at any hour
- Every message sent or skipped, and why, is in the Delivery Log
Control
- Each event is on or off for each Entity, with its channels and their order
- Templates can be edited per channel and language
- Each party can switch off a channel, such as SMS, for themselves; the event stays on
Who uses it
Billing ClerkPosts bills and payments; the messages go by themselves.
Trade AdministratorSwitches events on or off, chooses channels and edits the wording.
PartyGets the bill and the receipt on WhatsApp, SMS or email.
Where you use it
- WhatsApp, SMS or email to the party
- Web: Notifications (events, channels, templates and the Delivery Log)
- Customer portal (Growth): the bill link opens there with the statement and online payment
What you control
Settings
- Bill Sent and Payment Received: on for every Entity
- Channel order: WhatsApp, SMS, email, then in-app
- Wording: one template per channel, editable
Notifications
- Bill Sent: to the party for each credit bill posted; WhatsApp, else SMS, else email; in-app when the party has a login
- Payment Received: to the party for each payment posted; WhatsApp, else SMS, else email; in-app when the party has a login
- Order Confirmed and Goods Dispatched (Growth): to the party, the same channels
Questions
Do I need my own WhatsApp number?
No. Messages can go from SmartMy's number using message credits. Your own WhatsApp number is an add-on.Will a party get the same bill on WhatsApp, SMS and email?
No. The first channel that works is used and the others are skipped, so the party gets one message.Can I stop messages for one party?
The party can switch off a channel for themselves. If every channel is off or the party has no number or email, nothing is sent and the Delivery Log says why.Is the bill PDF attached?
The message carries a link to the bill. In the app, Share bill sends the PDF through WhatsApp from the phone.Related features
BILLING AND STOCKQuick bill, paid now or on credit, with the party's last rateOne short bill form for the counter and the office. Pick the party or the cash customer, add items, see the rate you gave this party last time, and post. The stock leaves the shop and, when paid now, the payment is recorded in the same step.BILLING AND STOCKReturns and receipts against billsGoods coming back are a return on the bill: the stock goes back into the shop and the party's balance comes down. Money coming in is a receipt, set against the party's bills, and the party gets a thank-you with what is still due.BILLING AND STOCKThe owner's daily summaryEvery evening the owner and the Trade Managers get one short message for each Entity. It has today's sales by shop, returns, money collected, purchases and what parties owe you. During the day, the Today screen in the app shows the same figures live.ORDERS, PURCHASE AND CREDITPayment reminders and payments dueParties are reminded a few days before a bill falls due, and every week once it is overdue, with a link to the bill. On the other side, Payments Due lists the supplier bills you have to pay.CUSTOMERS, BROKERS AND REPORTSCustomer portal: bills, statement and paying onlineYour credit parties log in to see what they owe, what is overdue, every bill and return, and their statement for any period. A bill opens its own page, where the party pays online.ACROSS SMARTMY TRADENotificationsParties hear when a credit bill is made, a payment comes in, or an order is confirmed or dispatched. They also hear when a bill falls due or a cheque bounces. The owner gets the day's summary each evening. Email and the in-app inbox need no set-up; WhatsApp and SMS use your message credits.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.