QBM WhatsApp Business Integration — User Guide

1. Introduction

QBM includes WhatsApp Business integration, allowing you to send invoices, quotes, purchase orders, and other business documents directly to your customers and vendors via WhatsApp. This streamlines communication and provides fast delivery of important documents.

Key Features

• Send PDF documents directly from any Data Entry form that supports printing
• Automatic phone number detection and selection from customer/vendor/employee records
• Support for WhatsApp message templates
• Preview documents before sending
• Works with Sales Invoices, Quotes, Purchase Orders, Delivery Notes, Credit Notes, and more

How It Works (Summary)

2. Prerequisites

Meta Business Requirements

• A verified Meta Business account
• A registered WhatsApp Business phone number (Cloud API)
• At least one approved message template (required to initiate conversations)

QBM Requirements

• Administrator access to configure WhatsApp settings
• WhatsApp numbers entered for customers/vendors/employees you want to message

Information You Will Need

3. Setting Up WhatsApp in QBM

Follow these steps to configure WhatsApp integration in QBM.

3.1 Opening WhatsApp Settings

1. Go to the File menu and select Options (or press Ctrl+O).
2. Click the Integrations tab.
3. Click the WhatsApp sub-tab.

3.2 Enabling WhatsApp

1. Check the Enable checkbox at the top of the WhatsApp settings panel.
2. This activates WhatsApp integration features across QBM.

3.3 Required Settings

3.4 Optional Settings

The following settings are optional but may be used for reference or advanced features:

3.5 Adding Message Templates

Templates are pre-approved messages required by WhatsApp to initiate conversations. In QBM, the template name and language code must match Meta exactly.

1. In the Templates section, click on an empty row in the grid.
2. Enter the Template name exactly as it appears in Meta (case-sensitive), e.g., invoice_pdf.
3. Enter the Language Code, e.g., en for English or ar for Arabic.
4. Repeat for additional templates as needed.

3.6 Saving Settings

1. Click Save (or press Ctrl+S).
2. Close the Options window.

3.7 Confirming Setup

1. Open a Data Entry form that supports printing (e.g., Sales Invoice).
2. Click the WhatsApp button in the toolbar (green phone icon) or open Print Settings.
3. Confirm the WhatsApp tab is visible and templates appear in the Template dropdown.
4. If the WhatsApp tab is not visible, restart QBM and re-check the settings.

4. Configuring Customer/Vendor WhatsApp Numbers

For WhatsApp sending to work, a WhatsApp number must be entered in each customer/vendor/employee record you want to contact.

4.1 Adding WhatsApp Number to a Customer

1. Open Customer Details (Customers → Customer List → double-click a customer).
2. Go to the General tab.
3. Find the Address section.
4. Locate the WhatsApp field (next to Mobile).
5. Enter the WhatsApp number with country code.
6. Save the record.

Phone Number Format

4.2 Bulk Update WhatsApp Numbers (Optional)

If you have many records to update, use your standard QBM import/export process:

1. Export your customer/vendor list to Excel.
2. Add or update the WhatsApp column with correctly formatted numbers.
3. Import the updated file back into QBM.

5. Sending Documents via WhatsApp

Once WhatsApp is configured and customer numbers are entered, you can send documents directly from any printable Data Entry form.

5.1 Step-by-Step: Sending from Sales Invoice

1. Open or create a Sales Invoice (or any printable form).
2. Click the WhatsApp button in the toolbar (green phone icon), or click Print and select the WhatsApp tab.
3. The Print Settings dialog opens with two tabs: PDF and WhatsApp.
4. On the PDF tab:
   • Select your Printer (use "Microsoft Print to PDF" or your PDF printer)
   • Select your Print Template
   • Set the File location where the PDF will be saved (or use default)
5. On the WhatsApp tab:
   • Select the Phone Number from the dropdown (populated from customer's WhatsApp field)
   • Select a Template from the dropdown
6. (Optional) Click Preview to review the document before sending.
7. Click Send to generate the PDF and send it via WhatsApp.

5.2 Print Settings Dialog Reference

PDF Tab

WhatsApp Tab

5.3 Supported Document Types

WhatsApp sending is available for all Data Entry forms that support printing:

• Sales Invoices
• Quotes / Proforma Invoices
• Sales Orders
• Purchase Orders
• Delivery Notes
• Credit Notes / Debit Notes
• Payment Receipts
• Customer Statements
• And any other printable form...

6. Using Templates

WhatsApp Business API requires approved message templates for initiating conversations. Understanding how templates work is important for successful message delivery.

6.1 What Are Templates?

Templates are pre-approved message formats that you create in Meta Business Suite. They ensure compliance with WhatsApp policies and must be approved before use.

• Must be submitted and approved through Meta Business Suite
• Required when messaging customers who haven't messaged you in 24 hours
• Can include variables for personalization (e.g., customer name, invoice number)
• Must follow WhatsApp content policies

6.2 Template Categories

6.3 QBM-Compatible Invoice PDF Template

Use this structure when creating the invoice template in Meta. It keeps the message as a Utility template, uses a Document header for the PDF invoice, and matches the numbered variables that QBM sends with the message.

Hello {{1}},

Your invoice {{2}} dated {{3}} is attached as a PDF.

Total amount: {{4}}.

Thank you.

Sample Values for Meta Review

6.4 Common Language Codes

7. Troubleshooting

7.1 WhatsApp Button Not Visible

If the WhatsApp button doesn't appear in the toolbar:

• Verify WhatsApp is enabled in Options → Integrations → WhatsApp
• Check that Phone Number ID and Access Token are entered
• Restart QBM after saving settings
• Ensure you have the required permissions in QBM

7.2 No Phone Number in Dropdown

If the Phone Number dropdown is empty:

• Open the customer/vendor record
• Check that the WhatsApp field has a valid number
• Ensure the number format is correct (digits only, with country code)
• Save the record and try again

7.3 Message Failed to Send

If messages fail to send:

• Verify your Access Token is valid and not expired
• Check that the recipient's number is registered on WhatsApp
• Ensure you're using an approved template for new conversations
• Check your internet connection
• Review the error message for specific details

7.4 Template Errors

If template-related errors occur:

• Verify template name matches exactly (case-sensitive)
• Check that the language code is correct
• Ensure the template is Approved in Meta Business Suite (not Pending or Rejected)
• Confirm the template hasn't been paused or deleted

7.5 Common Error Messages

8. Frequently Asked Questions

9. Quick Reference

Setup Checklist

• Meta Business account created and verified
• WhatsApp Business phone number registered
• Permanent access token generated (not temporary)
• At least one message template approved
• QBM WhatsApp enabled in Options → Integrations → WhatsApp
• Phone Number ID entered in QBM
• Access Token entered in QBM
• Templates added to QBM (name + language code)
• Customer/Vendor WhatsApp numbers entered
• Test message sent successfully

Key Locations in QBM

Phone Number Format

Getting Help

• For QBM issues: Contact your system administrator or QBM support
• For Meta/WhatsApp issues: Visit Meta Business Suite
• For template help: WhatsApp Template Guidelines