Extract customer details and create invoices

Use Extract details in a conversation to read the customer's profile and recent messages, then create an invoice using the existing customer billing workflow.

Configure the button#

Open Settings → Inbox settings → Extraction & invoices, or Store → Extraction & invoices. Settings management permission is required to save changes.

1. Enable the AI extraction button and choose its label.
2. Choose the fields to extract: name, phone, location or address, and total amount.
3. Choose Show details for review or Create an invoice draft automatically.
4. Invoice amounts use Iraqi dinars (IQD). Enter the full dinar amount, without fractional dinars.
5. Set the invoice title, business name, footer note, and optional static QR URL and caption once. Check the preview, then select Save settings. Extraction uses this saved template automatically for every new invoice.

One configuration applies to the workspace. New invoices retain a copy of their appearance, so changing settings does not change existing invoices.

Review extracted details#

The button requires active AI Assist and permission to manage billing, reply to conversations, reveal customer details, and create work. Extraction uses AI credits. Human-only workspaces do not show the AI button.

Select the button to review suggested customer details and the total amount. Enter the amount or correct the name, phone or location as needed. The preview already includes the saved business name, invoice design, QR code and footer; you do not enter them again. A missing or invalid amount shows Enter amount in the preview and must be completed before creating a draft. Open Source evidence to see the supporting text. Fields stay blank when the assistant cannot find clear evidence. Complete missing information and correct mistakes before choosing Create invoice draft.

Automatic draft mode creates a draft after the button is pressed when a customer name and total are available. It does not run on every new message. If either field is missing, complete it during review. If new messages arrive during extraction, extract again.

After Create invoice draft succeeds, the review dialog closes and a confirmation tells you where to continue. It does not open the invoice approval screen. Find the linked order in Store → Orders → New and process it through the store's existing acceptance and preparation stages. Automatic draft results also offer Open order in Store. The order uses the reviewed customer details and total without adding invented products or stock changes. Older extraction invoices without a linked order offer Add order to Store; selecting it links one order without creating another invoice. If the invoice already has a delivery package, that package is linked and its delivery state is preserved.

Customer-shared delivery locations#

Enable Location / address in extraction settings. When a customer shares a delivery pin or a Google Maps, Apple Maps or Waze link, extraction can fill Customer Maps link separately from the written address. Check the pin in the invoice preview, correct or remove the link if needed, and create the draft. The saved business name and static QR design still apply; the customer pin does not replace your business QR.

WhatsApp static pins, Telegram pins and venues, and Messenger location attachments with coordinates are kept as Maps links in the conversation. Instagram pinned/current location cards are supported when Meta supplies an unambiguous destination, including cards resolved from a verified message ID. Instagram current/live cards and Telegram live positions are snapshots; an invoice or assigned package does not continuously follow the customer. Telegram embeds also retain Maps links behind text or captions.

Maps links received as customer message text work across supported channels, including web chat, email and SMS. If a channel omits the destination, ask the customer to paste a Maps link. Screenshots, unavailable location events and unrelated social or business links are not converted into delivery pins.

Extraction copies an evidenced customer link rather than inventing coordinates or geocoding an address. If the destination is unclear, review it before proceeding. Customer location on Maps opens the supplied destination beside the review fields or in the invoice viewer. The customer's address and Maps link remain delivery data and are not printed on the invoice. Customer link edits also update a linked Store order while it remains New.

When you choose Assign driver on the linked order, the customer's location link fills automatically alongside the name, phone, address and IQD amount. When a pin is available, a written street address is optional during assignment. The assigned driver can open or share the location from the package. Explicit shared coordinates work with Google Maps, Apple Maps and Waze; short links open the original provider because their coordinates are not available for conversion.

Customize and print#

Open the invoice from the extraction result, its store order, or View invoice in Billing. Select Customize on a draft to edit the customer's name, phone, address and Maps link, invoice title, business name, footer, and QR link. Customer edits also update a linked store order while it is new; after acceptance its customer details are locked. Approved and void invoices cannot be edited here.

Choose Print / Save PDF to print or use your browser's PDF destination. The invoice uses an 80 mm thermal receipt layout. Its height follows the content, with 4 mm of outer clear space and 2 mm of padding inside the 72 mm printable area, rather than stretching to a full office sheet. Select 80 mm paper in your printer settings and print at actual size. The receipt shows your saved business heading, invoice number and date, customer name and phone, IQD total, and optional centered QR and footer. It omits the customer's address, Maps link, order description, product list and quantity table. Customer location is still saved and passed to the assigned driver.

The QR retains clear space for scanning, with the saved caption and a short website name below it. Long URL parameters are not printed as text; the QR still encodes the complete saved link. Printing waits for the QR image and fonts before sizing the receipt. Save PDF uses the same narrow paper size.

The static QR opens the HTTP or HTTPS URL you choose, such as a social profile or website. It is not proof of payment or a dynamically generated payment link.

Approval and payment#

The draft appears in customer billing with an approval request and installment. For a linked Store order, Accept & approve invoice approves it when the order leaves New, in the same transaction. Accepting requires order update and approval decision permissions. Approval locks the invoice and does not mark it paid. Store cards, order details and driver assignment also offer Review / approve invoice, with approval in the viewer for permitted approvers. Older Ready orders whose invoices are still drafts approve during successful driver assignment. Standalone invoices use the same viewer or the existing Approvals page. Reusing the same extraction returns the existing invoice without creating another one.

Confirming the full invoice payment in Billing also marks its linked store order paid. Partial payments leave the order unpaid until the full total is confirmed. Adding a store order for an older invoice preserves any already confirmed payment.

If an online payment succeeds but the linked order's amount or link no longer matches, the payment stays confirmed and finance receives a review notice. Review the order before changing its payment state or confirming a driver cash handover.

See Drivers and cash-on-delivery for package assignment and cash verification.