How to Configure WhatsApp in TallyPrime to Send Invoices and Reports

How to Configure WhatsApp in TallyPrime to Send Invoices and Reports

TallyPrime allows businesses to send invoices, reports, reminder letters, and other documents directly to customers through WhatsApp. This guide explains the setup process and the steps for sharing documents safely.

This guide applies to TallyPrime Release 4.0 and later, subject to an active subscription and supported WhatsApp services. Menu names may vary slightly between releases.

What You Need Before Starting

Before configuring WhatsApp in TallyPrime, make sure that:

• You are using a supported TallyPrime release.

• Your TallyPrime subscription and required services are active.

• You have a valid business phone number.

• The number is registered with a WhatsApp Business Account.

• Your business verification and WhatsApp templates are approved.

• The customer’s WhatsApp number is available in the party ledger.

TallyPrime uses a registered Business WhatsApp number and approved message templates. Registration may require help from your Tally Partner and the supported WhatsApp service provider.

Step 1: Register Your Business WhatsApp Number

Complete the WhatsApp Business Account onboarding process before configuring TallyPrime. Keep your registered business number, business name, connected service login details, and approved WhatsApp templates ready.

If you have not registered a business number, contact your Tally Partner to discuss WhatsApp onboarding and subscription activation.

Step 2: Add the WhatsApp Number in TallyPrime

1. Open your company in TallyPrime.

2. Press Alt+M (Share).

3. Select Manage > WhatsApp Nos.

4. Choose Add New.

5. Enter the registered business WhatsApp number and business name.

6. Sign in when TallyPrime asks for your connected WhatsApp service credentials.

7. Save the details.

You can add more than one registered business WhatsApp number if the numbers are properly registered and activated.

Step 3: Set the Default WhatsApp Number for a Party

To avoid entering a customer’s number every time:

1. Press Alt+G (Go To).

2. Select Alter Master > Ledger.

3. Open the required customer ledger.

4. Press F12 (Configure).

5. Set Default WhatsApp No. to Yes.

6. Enter the customer’s primary WhatsApp number.

7. Save the ledger.

If a customer has multiple numbers, enable the multiple mobile number option and save the relevant contact names and numbers.

Step 4: Send an Invoice Through WhatsApp

1. Open the sales invoice or Sales Register.

2. Press Alt+M (Share).

3. Select Current under WhatsApp.

4. Select the recipient’s WhatsApp number.

5. Choose the file format and approved WhatsApp template.

6. Press C (Configure) if you want to include the company logo, GSTIN, or other details.

7. Press P (Preview) to check the invoice.

8. Press W (WhatsApp) to send it.

Always preview the invoice and verify the recipient number before sending.

Step 5: Send Reports Through WhatsApp

You can share reports such as Sales Register, Purchase Register, Day Book, Balance Sheet, Profit & Loss A/c, Bills Receivable, Bills Payable, ledger reports, and Confirmation of Accounts.

Open the required report, press Alt+M (Share), select WhatsApp > Current, choose the recipient and template, and press W (WhatsApp).

Step 6: Send Payment Reminders

1. Press Alt+G (Go To).

2. Open Bills Receivable.

3. Press Alt+M (Share).

4. Select WhatsApp > Current.

5. Configure the ageing range and reminder details.

6. Select the approved reminder template.

7. Press W (WhatsApp).

This is useful for following up on overdue invoices without manually preparing separate reminder documents.

Step 7: Share an Invoice Immediately After Saving

You can configure TallyPrime to show the WhatsApp sharing screen after saving a voucher:

1. Press Alt+G (Go To).

2. Select Alter Master > Voucher Type.

3. Open the Sales voucher type.

4. Press F12 (Configure).

5. Set Allow sharing voucher through WhatsApp after saving to Yes.

6. Set WhatsApp voucher after saving to Yes.

7. Save the configuration.

When you save a sales invoice, the WhatsApp screen will appear automatically.

Common WhatsApp Configuration Problems

WhatsApp number is not available: Check whether the number is registered with the WhatsApp Business Account and added correctly in TallyPrime.

Templates are not visible: Only approved templates are available. Create or modify the template through the connected WhatsApp service, wait for approval, and refresh the template list in TallyPrime.

The customer does not receive the message: Verify the customer’s WhatsApp number, country code, active subscription, and message status. Also check that the selected template matches the document type.

WhatsApp is unavailable: Confirm that the TallyPrime subscription is active, the company is not running in Education Mode, the registered number is connected, the user has sharing permission, and the internet connection is working.

Security and User Permissions

Administrators can restrict WhatsApp sharing for selected users. Review user roles when only authorised employees should send invoices or reports. You can restrict sending invoices, sharing financial reports, adding WhatsApp numbers, and sending documents to multiple customers.

Conclusion

Configuring WhatsApp in TallyPrime can make invoice sharing, payment follow-up, and report communication faster. Start by registering a business WhatsApp number, add it in TallyPrime, configure customer numbers, select approved templates, and test the process with one invoice.

WhatsApp availability, pricing, templates, and menu names may vary by TallyPrime release and service configuration. For the latest official steps, refer to TallyHelp: https://help.tallysolutions.com/whatsapp-documents/

Related guide: GSTR-2B reconciliation in TallyPrime: https://tallyexperttips.blogspot.com/2026/10/how-to-reconcile-gstr-2b-in-tallyprime.html