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Invoay ERP Multi-Store Integration

Summary​

For retail businesses, salons, spas, and multi-outlet clinics running Invoay POS & ERP, the Invoay Integration Hub (/dashboard/settings/invoay) establishes a real-time bridge between physical branch operations and WhatsApp Business messaging.

This integration empowers enterprise brands to operate a unified customer engagement hub while granting each individual physical store the autonomy to send automated billing receipts, appointment confirmations, and localized reminders from their own verified WhatsApp phone lines.

Accessing Invoay Integration Settings​

  1. Log in to your Wabixo/HDChat dashboard with Administrator rights.
  2. In the top navigation bar, click Settings (/dashboard/settings).
  3. Select Invoay Integration from the left-hand navigation menu.

1. Multi-Store Architecture & WhatsApp Line Binding​

Multi-outlet organizations typically encounter two distinct communication models:

Deployment ModelHow It WorksBest For
Centralized Brand LineAll physical branches route transactional alerts and customer chats through a single corporate WhatsApp number (e.g. +91 98765 00000).Corporate brands wanting centralized support agents and unified marketing broadcasts.
Store-Specific Multi-WABAEach physical store branch is linked to its own verified local WhatsApp Business line (e.g., South Extension Branch has one number, Indiranagar Branch has another).Franchises, regional salons, and stores where local front-desk cashiers manage direct customer relationships.

Linking Stores to WhatsApp Lines​

  1. Navigate to Settings › Invoay › Stores Tab.
  2. The dashboard displays the full catalog of your retail stores synchronized from Invoay ERP.
  3. For each physical store:
    • Store Name & Branch Code: Displays the registered Invoay store identifier.
    • Assigned WhatsApp Number: Select the specific WABA line from the dropdown selector.
    • Connection Status: Displays a live indicator confirming whether the POS terminal can communicate with the messaging server.
  4. Click Save Store Linking.

2. Automated Transactional Triggers from Invoay POS​

Once linked, everyday checkout operations inside Invoay Simple POS automatically trigger instant WhatsApp messages without cashier intervention:

1. Digital E-Bill & Invoice Dispatch​

  • Trigger: Cashier clicks Settle Bill on the Invoay POS counter.
  • WhatsApp Action: A clean digital invoice is instantly dispatched to the customer's WhatsApp with a secure PDF receipt download link, itemized summary, and loyalty points earned.

2. Appointment Booking Confirmations & Reminders​

  • Trigger: An appointment is scheduled or modified on the Invoay appointment calendar.
  • WhatsApp Action: The client receives an instant confirmation with date, time, reserved service, service provider name, and interactive buttons to [Confirm] or [Reschedule].

3. Membership & Package Balances​

  • Trigger: A customer purchases or redeems a prepaid service package.
  • WhatsApp Action: A real-time balance ledger is delivered showing remaining sessions, credit balance, and expiry date.

4. OTP Verification for Bill Discounts & Redemptions​

  • Trigger: Cashier applies an OTP-restricted promotional voucher or loyalty point redemption at checkout.
  • WhatsApp Action: An instant, high-priority WhatsApp authentication message delivers a 6-digit one-time passcode to the customer's mobile phone within 2 seconds.

3. Store Templates & Custom Message Overrides​

Under Settings › Invoay › Templates, administrators can control which Meta-approved WhatsApp templates are deployed for automated POS actions:

  • Central Default Template: The standardized corporate format applied across all stores.
  • Store-Level Overrides: Enable specific branches to append custom footers (such as local store manager contact numbers, parking instructions, or localized promotional offers).

4. Diagnostics & Connection Troubleshooting​

If a store counter reports that WhatsApp bills are not delivering:

  1. Verify Line Connection: In the Stores tab, check that the store's assigned WhatsApp number shows an Active green status.
  2. Inspect SAPI Upstream Sync: Click Test Sync next to the affected store to verify that the store's API key is valid and not expired.
  3. Template Approval Status: Ensure that the specific transactional template assigned to bill settlement is approved in your Meta Business Suite.