Help & guides

WaPay help and guides

Short, step-by-step guides with real demos. Or just ask WaPay on WhatsApp: it sends you the right guide.

Complete setupBank detailsVAT numberFirst invoiceMark paidRemindersQR code
One-message payment requests Full invoices in WhatsApp Your dashboard

Getting started

The few things to do before your first invoice.

Getting started· 2 min read

Complete your setup

The Complete setup page lists what WaPay needs from you, from connecting your bank to your first payment, and ticks each step off as you finish it.

  1. Open your WaPay chat and type or say “Complete setup”.
  2. WaPay replies with a Complete setup button. Tap it: you're signed in straight away.
  3. Work down the steps on the page. Each one has a How to link back to this guide.
Getting started· 2 min read

Add your bank details

Where online payments aren't available yet, your bank details are printed on every invoice so customers can pay you by bank transfer. Without them, an invoice just asks the customer to contact you.

  1. Open your WaPay chat and type or say “Add my bank details”.
  2. WaPay replies with a Complete setup button. Tap it: you're signed in straight away.
  3. Pick your bank, enter the account holder, number and type, then tap Save. Your next invoices show them.
Getting started· 1 min read

VAT number and rates

An invoice can only charge VAT if it shows your VAT number. Without a VAT number your rate stays at 0%.

  1. Tap Menu → Quick Payment. The message shows your VAT rate and how R2,500 splits.
  2. Tap Update VAT setting and pick a rate from the list.
  3. No VAT number saved yet? WaPay sends an Add VAT number button that signs you in to add it first.

Getting paid

How customers pay you, and recording payments.

Getting paid· 5 min read

Connect your bank to get paid onlineComing soon in South Africa

Online payments are coming soon in South Africa. Until then, add your bank details so customers can pay by EFT (see Add your bank details).

WebApp only
  1. Open Payment Methods in the WebApp.
  2. Choose how customers pay you: Pay by Bank, Cards or both.
  3. Follow the secure verification steps. You'll need your ID and your bank account.
  4. When verification finishes, payment links go out with your invoices automatically.
Open Payment Methods
Getting paid· 3 min read

Pay by BankComing soon in South Africa

Pay by Bank will let customers pay straight from their banking app, with lower fees than cards. It is coming soon in South Africa.

WebApp only
  1. Open Payment Methods and choose Pay by Bank (or Both).
  2. Confirm your account details and sign the mandate that covers WaPay's fee.
  3. Once it's active, your payment links offer customers Pay by Bank.
Open Payment Methods
Getting paid· 30 sec read

Send a payment request (Quick Payment)Coming soon in South Africa

Who it's for, how much, and what it's for. WaPay raises the invoice and sends it to your customer with your bank details. Payment links are coming soon in South Africa.

  1. Tap Menu → Quick Payment, or just start typing.
  2. Send the customer name, amount and what it's for, e.g. John Smith R2,500 kitchen repair.
  3. The amount is what the customer pays, VAT included. WaPay shows the VAT split for your rate.
  4. Check the summary and send. Reply PAID and the number when they pay.
Watch the demo
Getting paid· 20 sec read

Mark an invoice paid

When a customer pays you by bank transfer or cash, mark the invoice paid so the reminders stop.

  1. Reply PAID and the invoice number, e.g. PAID 12.
  2. WaPay confirms and stops the reminders for that invoice.

Invoices and quotes

Raising, sending and following up.

Invoices and quotes· 30 sec read

Send your first invoice

Say who it's for, the amount and what it's for. WaPay writes the invoice and sends it to your customer.

  1. Open your WaPay chat and hold the mic.
  2. Say: “Charge Linda Tolan 500 for Landscaping”. Prefer typing? Send Linda Tolan 500 landscaping.
  3. Check the summary WaPay sends back and confirm it.
  4. For several line items, choose Menu → Detailed Invoice.
Watch the demo
Invoices and quotes· 1 min read

Send a quote

Send a price your customer can accept or decline in one tap. An accepted quote goes straight into a booking.

WhatsApp only
  1. Tap Menu → Send Quote.
  2. Give the customer name, then the line items and the VAT rate.
  3. WaPay sends the quote. When the customer taps Accept, you're told and the booking starts.
  4. Track every quote on the Quotes page in the WebApp.
Open Quotes
Invoices and quotes· 1 min read

Payment reminders

WaPay sends a polite reminder with your bank details once a week for up to four weeks, and stops the moment the invoice is paid.

  1. Nothing to switch on: reminders start once an invoice is overdue.
  2. After four weeks WaPay stops and tells you, so you can follow up yourself.
  3. To send another, tap Send reminder on that message.
Watch the demo

Bookings

Working hours and booking jobs over WhatsApp.

Bookings· 2 min read

Set your working hours

Bookings are only offered inside your working hours, so customers never get a time you can't do.

WebApp only
  1. Open Availability in the WebApp.
  2. Set the days and hours you work.
  3. Save. Times outside these hours show as not available and can't be booked.
Open Availability
Bookings· 1 min read

Book a job

Offer a customer a time. They accept or ask for another, and both of you get a confirmation.

  1. Tap Menu → Book a Job, or say “Book a job”. An accepted quote starts this too.
  2. Pick the customer. WaPay suggests the first free time; tap Accept or Modify.
  3. The customer accepts or asks for another time. Any change comes back to you to approve.
  4. Once confirmed, you both get a confirmation.

Customers

Finding new customers and keeping track of them.

Customers· 1 min read

Your QR code

Customers scan your QR code to message you through WaPay, and you're told straight away who got in touch.

WebApp only
  1. Open QR Code in the WebApp.
  2. Download it for your van, cards or premises, or request a printed sticker.
  3. When someone scans it and sends the message, they're linked to you as a customer and you get an alert.
Open QR Code
Customers· 1 min read

Add a customer

Customers are added for you when you send them an invoice, quote or booking. You can also add one by hand.

  1. Invoice someone new, e.g. Aoife Byrne 120 window cleaning.
  2. WaPay doesn't know them yet, so it asks for their WhatsApp number.
  3. Send the number (or share their contact card). They're added and the invoice goes out.

Account

Your login and getting help.

Account· 1 min read

Change or reset your password

Reset your WebApp password at any time from the log-in page.

WebApp only
  1. Go to the WebApp log-in page and tap Forgot password.
  2. Enter your email. A reset code is sent to your WhatsApp.
  3. Enter the code and choose a new password. WaPay messages you whenever your password changes.
Open log in
Account· 30 sec read

Contact support

Tell the WaPay team about a problem without leaving WhatsApp. Simple questions get an answer straight away.

WhatsApp only
  1. Tap Menu → Contact Support, or just describe the problem, e.g. “my invoice is not getting paid”.
  2. Type the details or send a voice note.
  3. You get a ticket number, and the team replies in the same chat.
Email support
No guide matches that. Try another word, or ask WaPay on WhatsApp: tap Menu, then Contact Support.
Watch it

Video walkthroughs

The real product, end to end: the WhatsApp flows your customers see, and the dashboard you run your back office from.

01
WhatsApp · 30 seconds

One-message payment requests

Text WaPay your customer's name and the amount. We raise the invoice and send it to them before you've put your phone away.

  • Type "John Smith 250" — that's the whole input
  • VAT-compliant invoice generated automatically
  • Invoice with your bank details sent to the customer's WhatsApp
  • You get a real-time notification when they pay
02
WhatsApp · Native form

Full invoices, inside WhatsApp

When you need more than one line item, the in-chat Invoice Flow opens a native WhatsApp form. Line items, VAT rate, attachments — all without leaving WhatsApp.

  • Multiple line items with quantity and unit price
  • Per-line VAT rate (23% / 13.5% / 0%)
  • Attach photos of the work straight from your phone
  • Preview the totals before sending
03
Dashboard · Overview

Your back office, on one screen

The web dashboard is for when you want the bigger picture. Outstanding totals, received payments, customers, an onboarding checklist if you're new, and shortcuts into every workflow.

  • Onboarding checklist for new businesses
  • Live totals: outstanding, received this period, customers
  • Recent payments and overdue invoices at a glance
  • Mobile-friendly — works on the phone too
app.wapay.ai/dashboard
04
WhatsApp · Sign-up

No app. No forms. Just WhatsApp.

Scan the QR or tap a wa.me link and the conversation opens with WaPay. Send a voice note describing your business, or fill in the native WhatsApp sign-up form.

  • Voice note → Whisper transcription → fields filled in for you
  • Or use the in-chat sign-up form
  • WhatsApp number auto-verified
  • Magic link sent to set your password and you're in
🎤
WhatsApp sign-up
Voice note → transcription → confirm → registered
/demos/03-signup.mp4
05
Automation · Day 3 / 10 / 21

Gentle reminders, so you don't have to

When an invoice goes overdue, WaPay sends three polite WhatsApp reminders over 21 days — each with your bank details, so customers know how to pay. After that, we let you know it's time to follow up personally.

  • Day 3: helpful reminder
  • Day 10: a quick second nudge
  • Day 21: final automated reminder
  • Day 22+: we let you know to follow up directly
🔔
Reminder sequence
Three WhatsApp reminders on day 3, 10 and 21 — stitched as one screenshot or short clip
/demos/04-reminders.png
06
Dashboard · Tax time

VAT report, ready for your accountant

Pick a period. See VAT collected per rate. Export a clean CSV with every paid invoice, broken down line-by-line — straight to your accountant or SARS.

  • Filter by month, quarter, or custom range
  • Per-rate breakdown (23% / 13.5% / 0%)
  • One-click CSV export with invoice-level detail
  • Currency-aware for non-ZAR invoices
app.wapay.ai/vat
🧾
VAT report & export
Screenshot of /vat showing period filter + per-rate totals + Export CSV button
/demos/06-vat.png

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