Sending documents via WhatsApp
Link your phone once with a code, then send receipts and PDFs to Kasklaar as a WhatsApp message, and use the caption as an instruction
Photographing a receipt and sending it is faster than emailing it. Link your WhatsApp number to your administration once; after that, every photo or PDF you send from that phone to the Kasklaar number lands in your Inbox, exactly like a forwarded email. The caption on the photo counts as an instruction for your agents.
Linking your phone
- Open Settings, Administration, WhatsApp and click Link your phone.
- Click Open WhatsApp with the code. On your phone, WhatsApp opens with the code already typed; on your computer, WhatsApp Web opens. Send the message.
- As soon as Kasklaar sees the code, the screen says Your phone is linked. The number then appears in the list, with the last four digits, your name and the date.
If the link does not work, under Or send it yourself you find the code and the Kasklaar number to type over yourself. A code works for 24 hours and once.
A phone belongs to one person and one administration. If you work with several administrations, link your phone to the one most receipts are for; link it to another later and it moves.
Sending a receipt or invoice
Send a photo or PDF as an ordinary WhatsApp message to the Kasklaar number. The document appears in your Inbox with source WhatsApp and is reviewed like any other document; see Reviewing documents in the Inbox. In the WhatsApp details block you see the sending number, the time and your caption.
What does and does not arrive:
- Photos and PDFs become documents, each photo separately, also from an album.
- Text messages, voice messages, videos and stickers do nothing. Kasklaar never replies either; you see in the Inbox whether it arrived.
- Messages from a number that is not linked are ignored.
The caption as an instruction
If you add a text to the photo such as "lunch with client, 50/50" or "book to car costs", your agents treat it as an instruction on the booking proposal, just like an instruction in the text of a forwarded email. See Instructions for what you can pass along.
A linked phone is already proven to be yours. That is why every caption is read, even if you set a safe word or trusted senders for email, or switched email instructions off entirely.
Unlinking a number
If you lost your phone or use a different number, click Unlink behind your own number in the list. Messages from that number then do nothing anymore. You cannot unlink a colleague's number; only that colleague can.
Frequently asked questions
My photo does not arrive. Check that your number is still in the list and that you are sending from that number. If you no longer have access to the administration, your message is ignored, even though the number is still listed.
Can I send several photos of one receipt? Each photo becomes its own document. Send a multi-page receipt as one PDF instead.
Do I get a confirmation in WhatsApp? No. Kasklaar sends nothing back; check the Inbox.
See also
- Forwarding documents to your Kasklaar address, for email and the trust level.
- Reviewing documents in the Inbox
- Instructions