WhatsOS WhatsOS Your AI Business Messaging Platform

B2B & Internal Operations · Follow-up

Payment Reminder & Account Enquiry

Explain how to contact accounts and route an invoice question without exposing private balances.

For b2b & internal operations teams handling follow-up conversations.

Requires integration
Discuss this workflow →

What this chatbot helps with

  • Explain how to contact accounts and route an invoice question without exposing private balances.
  • Clarify invoice reference before the team follows up.
  • Organise question type, callback preference into a readable enquiry brief.
  • Explain what happens next and route exceptions to a person.
ILLUSTRATIVE CONVERSATION

A conversation with a next step

Hello, I have a question about payment reminder & account enquiry.
Which invoice reference does your question concern?
I’m enquiring about invoice reference. Could your team help me understand the options and process?
Would you like payment instructions or an accounts callback? You can skip anything you would rather discuss with a colleague.
I’d prefer to discuss the details with someone.
Of course. With your permission, I can pass your enquiry and preferred contact method to our team. They’ll confirm the next step.

Illustration only. Questions and replies must be adapted to the business’s approved process.

How the workflow works

  1. 01

    Customer enquiry

    Identify follow-up intent and explain the scope.

  2. 02

    Relevant questions

    Which invoice reference does your question concern?

  3. 03

    Captured details

    Invoice reference · Question type · Callback preference

  4. 04

    Next action

    Share the request with the responsible team for review and confirmation.

Information captured

Suggested fields to review during configuration. They are not automatically required.

  • Invoice reference
  • Question type
  • Callback preference

Explain why a detail is needed, let the visitor correct it, and use the minimum information necessary. Ask permission before arranging a follow-up.

Knowledge to provide

  • Approved business processes and team directories
  • Service-level expectations and escalation routes
  • Access, privacy and record-handling rules
  • Approved answers to “Which invoice reference does your question concern?” and “Would you like payment instructions or an accounts callback?”
  • A named team responsible for payment reminder & account enquiry enquiries

Give each source an owner and a review date. Remove outdated instructions before the workflow goes live.

Integrations and limits

Balances, payment status and reminders require authorised accounting data and configured messaging rules.

Without that connection, the assistant can explain the approved process and collect a request for staff. It should state what is known, what is requested and what still needs confirmation.

When staff takes over

Disputed invoices, bank-detail changes or payment verification.

Also hand over when the visitor asks for a person, information is missing or the same question remains unresolved. Pass the enquiry summary with the handoff so the visitor does not have to start again.

Set up with your team

  1. Discuss the workflow. Share your follow-up process and review the fields above with WhatsOS.
  2. Connect your business number. Use the existing Meta connection flow in WhatsOS and complete the account setup.
  3. Prepare approved knowledge. Supply service information and agree on the handoff owner. Confirm which actions your configuration actually supports.
  4. Test before enabling. Try normal enquiries, missing details, a request for a person and disputed invoices, bank-detail changes or payment verification.
  5. Review live enquiries. Use the team inbox to handle follow-ups and improve unclear answers.

Questions about payment reminder & account enquiry

What does the team need from the first conversation?

Start with invoice reference and question type. Collect the other suggested details only if they help the next action. Would you like payment instructions or an accounts callback?

Can it complete this request automatically?

Balances, payment status and reminders require authorised accounting data and configured messaging rules. The catalogue is an example, not a claim that the integration is already enabled for your account.

Which situations need a colleague?

Disputed invoices, bank-detail changes or payment verification. Agree on the responsible team and response expectations before launch.

Can we change the questions?

Yes. Review these prompts against your b2b & internal operations process. Which invoice reference does your question concern? may need a shorter form or additional context for your customers. Test changes with staff before enabling them.

Related workflows