Case study 5 · Chat-based invoicing and CRM automation
The problem
Our Singapore lead generation client from the previous case study also employs a team of workers in Malaysia to amend invoices, prepare quotations and keep their CRM up to date. These tasks are essential, but they take up a lot of time.
Every invoice meant opening the accounting platform, finding or creating the customer, and typing everything in manually. Keeping customer records in the CRM accurate was yet another job on top.
What we built
We integrated a workflow that lets the team create quotations and invoices straight from the chat apps they already use every day: WhatsApp and Telegram.
- Simple command options in the chat. The bot offers clear options for each command, which reduces confusion for the customer service team and makes it easy to adopt from day one.
- Automatic customer registration. When an agent creates the first invoice for a new client, the bot notices and registers a new customer profile in the company’s CRM, such as QuickBooks.
- Recognises existing customers. If the customer already exists, the bot simply creates the invoice as usual, based on the products the agent requested.
- Every record saved. Each invoice is automatically recorded in the CRM for future reference.
The result
Agents can now create quotations and invoices without opening the platform and typing everything in manually. It takes just a few taps in WhatsApp or Telegram, and it is accessible anywhere while they work.
The CRM stays accurate in the background, new customers are never missed, and the team spends far less time on admin and more time on the work that grows the business.
Is this you?
If your team is still typing invoices and customer details into your systems by hand, we can bring that work into the chat apps they already use. Reach out and we will show you how it could fit your workflow.