Send Invoice Automation

The Send Invoice automation allows restaurants using Petpooja POS to automatically send invoices to customers via WhatsApp using Ownchat.

When a bill is generated in the POS system, the invoice event is triggered and a workflow sends the invoice details directly to the customer.

This automation helps businesses:

• Send invoices instantly

• Reduce manual work

• Improve customer experience

• Collect customer feedback automatically

Overview

The Send Invoice workflow connects Petpooja POS billing events with Ownchat Flow Builder automation.

Automation Flow

Petpooja POS ↓ Invoice Generated ↓ Event Sent to Ownchat ↓ Workflow Triggered ↓ Phone Number Validation ↓ Invoice Sent via WhatsApp ↓ Customer Feedback Request ↓ Feedback Evaluation

Prerequisites

Before configuring the workflow, ensure the following requirements are met.

Required Access

You must have access to:

• Ownchat account

• Flow Builder

• Integrations module

• Petpooja POS integration

POS Requirements

The POS system must capture:

• Customer phone number

• Order details

• Invoice data

Without the customer phone number, the invoice message cannot be delivered.

Accessing Petpooja POS Integration

Step 1: Open Integrations

1. Log in to Ownchat.

2. Navigate to the left sidebar.

3. Click Integrations.

Step 2: Select POS Integration

1. Locate Restaurant Billing & POS Software.

2. Click the Petpooja POS application card.

This opens the Application Details page.

Viewing Available Events

Petpooja sends multiple events to Ownchat.

Steps

1. Click the Petpooja POS App Card.

2. Click Available Events Count.

3. View the list of available POS events.

Example events:

• Invoice Created

• Order Created

• Order Updated

• Customer Added

Subscribing to the Invoice Event

To enable invoice automation, you must subscribe to the Invoice Created event.

Steps

1. Locate Invoice Created Event.

2. Click Subscribe.

If the event is not subscribed:

• Click the Subscribe button once

• The event becomes active

Once subscribed, Petpooja will start sending invoice data to Ownchat.

Creating the Workflow

Open Flow Builder

1. Navigate to Flow Builder.

2. Click Create Workflow.

The Create New Workflow window will appear.

Build Workflow from Scratch

Two options are available:

• Build from Scratch

• Use a Template

Steps

1. Select Build from Scratch.

2. Click Get Started.

The workflow builder canvas will open.

Adding the Trigger Event

The trigger event starts the automation when an invoice is generated.

Steps

1. Click Add Trigger.

2. Select Petpooja POS Event.

3. Choose the event:

Invoice Created

Phone Number Validation

Before sending the invoice message, the system must verify whether the customer phone number is valid for WhatsApp messaging.

Steps

1. Click Add Action.

2. Search for Phone Number Validation.

3. Select the action.

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Adding the Phone Number Variable

Add the customer phone number variable to validate the number.

Example variable:

customer_phone_number

Storing the Validation Response

Store the validation result in a response variable.

Example:

phone_validation_response

This variable stores whether the number is valid for WhatsApp messaging.

Handling Invalid Phone Numbers

Add a condition to check whether the number is valid.

Steps

1. Add If Statement action.

2. Check the validation variable.

Example logic:

phone_validation_response = true

If the condition is true, proceed with sending the invoice.

If false, stop the workflow or redirect to another action.

Sending the Invoice Message

Once the number is validated, send the invoice to the customer.

Steps

1. Add Send Message action.

2. Configure the invoice message.

Selecting Media Type

Invoices can be sent as media attachments.

Steps

1. In the message configuration section

2. Select Media Type

Choose:

URL

This allows the invoice to be sent using a link.

Adding Invoice URL

Add the invoice link variable.

Example:

{{invoice_url}}

Configuring Fallback URL

A fallback URL ensures the invoice can still be accessed if the primary URL fails.

Steps

1. Locate the Fallback URL field

2. Enter the backup invoice link

Example:

https://yourdomain.com/invoiceyourdomain.com

Adding Customer Feedback

After the invoice is sent, you can collect customer feedback.

Adding Share Feedback Button

A CTA button allows customers to submit feedback.

Steps

1. Add Send Message action

2. Select Interactive Message

3. Add a button

Example button text:

Share Feedback

When the customer clicks this button, the feedback workflow will begin.

Searching for Actions

Flow Builder allows you to quickly find actions.

Steps

1. Click Add Action

2. Use the Search field

3. Enter the required action name

Example:

If Statement

Creating Feedback Logic

To process customer responses, add a conditional logic action.

Steps

1. Click Add Action

2. Select If Statement

3. Define logic based on feedback responses.

Accessing Feedback Response Variables

Go to the Flow Builder feedback response section.

Copy the first feedback question variable.

Example:

feedback_response.question1

Paste it in the condition field after the dot.

Configuring Feedback Conditions

Configure the following settings.

Data Type

Select:

Number

Operator

Choose:

Greater Than or Equal To

Value

Disable Dynamic Value.

Enter:

3

Applying Logic for All Questions

Repeat the same configuration for all feedback questions.

Example conditions:

feedback_response.question1 >= 3 feedback_response.question2 >= 3 feedback_response.question3 >= 3

This ensures each response is evaluated correctly.

Completing the Feedback Workflow

After adding all conditions:

1. Click Add Action

2. Complete the feedback workflow

3. Save the configuration

Finally:

1. Click Publish Workflow

Testing the Workflow

Before going live, test the automation.

Steps

1. Generate a test invoice in Petpooja POS

2. Add a customer phone number

3. Verify that:

• Invoice message is sent

• Feedback button appears

• Feedback responses are evaluated

Troubleshooting

Invoice Message Not Sent

Possible reasons:

• Phone number missing

• Phone number validation failed

• Workflow not published

Workflow Not Triggering

Check:

• Petpooja integration status

• Event subscription

• Trigger configuration

Best Practices

Always Capture Customer Phone Number

Ensure billing staff capture the customer phone number during checkout.

Test the Workflow Regularly

Perform periodic test transactions.

Monitor Feedback Data

Use feedback responses to improve service quality.

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Summary

The Send Invoice automation allows restaurants using Petpooja POS to automatically send invoices via WhatsApp using Ownchat.

The workflow:

1. Detects invoice generation

2. Validates the phone number

3. Sends the invoice message

4. Requests customer feedback

5. Evaluates feedback responses

This automation improves operational efficiency and enhances customer communication.