AutoCount Email&WhatsApp Plugin for Business Automation
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AutoCount Email & WhatsApp Plugin User Guide

What is AutoCount Email & WhatsApp Plugin?

The AutoCount Email & WhatsApp Plugin helps businesses send invoices, quotations, statements, and customer reminders directly from AutoCount Accounting through Email and WhatsApp. With features such as Batch Document Sending, Scheduled Delivery, Automated Reminders, Message Templates, and Delivery Tracking, businesses can simplify customer communication and reduce repetitive administrative work. For companies looking for email and whatsapp automation, this plugin provides a more efficient way to manage document delivery and customer follow-ups.

AutoCount Email & WhatsApp Plugin Video Guide

  • AutoCount Email & Whatsapp Plugin (EN)

Email & Whatsapp Plugin Setup

  • AutoCount Email & Whatsapp Plugin (CN)

电子邮件与 WhatsApp 插件设置

Why Use AutoCount Email & WhatsApp Plugin?

Manually sending customer documents and following up on outstanding payments can be time-consuming, especially for businesses handling large volumes of transactions.

The AutoCount Email & WhatsApp Plugin helps streamline these communication activities through flexible sending and automation features.

Save Time on Document Sending

Send multiple customer documents through Email or WhatsApp without preparing and sending every message individually.

Automate Customer Follow-Ups

Schedule reminders and automate eligible document notifications to reduce repetitive customer follow-up work.

Maintain Consistent Communication

Use reusable Email and WhatsApp message templates to maintain professional and consistent customer communication.

Improve Delivery Visibility

Monitor queued, completed, and failed sending activities through centralized dashboards and delivery tracking.

Key Features of AutoCount Email & WhatsApp Plugin

Multi-Channel Document Sending

Send supported AutoCount documents through Email, WhatsApp, or both channels according to business requirements.

Batch Sending & Scheduled Delivery

Send multiple customer documents in batches or schedule recurring delivery activities based on configured rules.

Automated Document & Payment Reminders

Configure automatic customer reminders using document conditions, reminder intervals, and maximum reminder counts.

Message Templates & Delivery Tracking

Maintain reusable communication templates and monitor sending progress, delivery errors, and retry activities.

Who Should Use AutoCount Email & WhatsApp Plugin?

Sales & Administration Teams

Ideal for employees who regularly send quotations, Sales Orders, Invoices, and other customer documents.

Accounts Receivable Departments

Suitable for finance teams that send statements, Invoices, and outstanding payment reminders to customers.

Customer Service Teams

Helps employees manage customer document communication and monitor sending activities more efficiently.

Businesses with High Document Volumes

Useful for trading, distribution, service, and other businesses that regularly send large numbers of customer documents and reminders.

How AutoCount Email & WhatsApp Plugin Works

A. Assign Access Rights

  1. Go to General Maintainance > Access Right Maintainance.
  1. Expand the SL Plugins section and select Email & WhatsApp Plugin.

 

  1. Click Set Group Access Rights.
  1. Select the relevant user group, example; Admin. Change the permission from Don’t Change to Add. Click OK.
  1. Click Yes to apply the access rights to all sub-commands.

B.1 First Time Setup Configuration

  1. Go to EmailWhatsApp >Account Book License
  1. Tick Enable message delivery for this account book to send the messages.
  2. Enter the license information issued for this account book.
  3. Click Activate & Connect.
  4. Confirm that the status is Licensed and Service Connected

B.2 Email Configuration

Configure the SMTP mailbox used for outgoing document emails. Confirm the sender address and test the connection before continuing.

  1. Open Email & WhatsApp > Email Configuration.
  1. Enter the SMTP host and port supplied by the email provider.
  2. Enable SSL when required by the provider.
  3. Enter the SMTP username, password, sender email, and sender name.
  4. Click Save SMTP or the equivalent save button.
  5. Use the test email action and verify delivery to a test mailbox.

B.3 WhatsApp Configuration

Connect the WhatsApp provider and confirm that the configured sender number can be used by the plugin.

  1. Open Email & WhatsApp > WhatsApp Configuration.
  1. Click Add Account >> A short name for the account, click OK
  1. Click Connect with QR >> scan the displayed QR code.
  2. Wait for the connected or ready status.

B.4 Settings

The Settings menu controls the maximum time allowed for one delivery host run.

  1. Open Email & WhatsApp > Settings.
  1. Under Delivery Host Runtime, enter the Host Timeout in seconds:

    ○ 30-300 seconds for testing or small batches.

    ○ 600 seconds for normal daily delivery.

    ○ 1,200 seconds for large batches or delivery runs with many Email/WhatsApp recipients.

  2. Click OK to save the setting.

A longer timeout gives the delivery host more time to complete a large send before it is treated as timed out. The allowed range is 30 to 1,200 seconds, and the setting applies to the next Schedule, Automation, or Manual Batch run.

C. Email Template

  1. Open Email & WhatsApp > Email Template.
  1. Click New to Create a Template.
  2. Enter the email subject and message body.
  3. Save the template and confirm it appears in the listing.

D. WhatsApp Template

WhatsApp messages must use a template that matches the provider or Meta-approved template contract where applicable.

  1. Open Email & WhatsApp > WhatsApp Template.
  1. Click New Template to Create Template.
  2. Enter the template name and the message.
  3. Save the template and confirm it appears in the listing.

E. Dashboard

Use the Dashboard as the starting point for daily operations and to review delivery activity across Email and WhatsApp.

  1. Open Email & WhatsApp > Dashboard.
  1. Review the summary counts and current delivery status.
  2. Open a campaign or batch to review its details.
  3. Refresh the dashboard after sending or recovering failed items.

F. Manual Batch

Manual Batch is used when an operator wants to select documents or recipients and queue a delivery immediately.

  1. Open Email & WhatsApp > Manual Batch.
  1. Select the document type, such as Credit Note, SOA, or Invoice.
  1. Enter the date range, as-at date, or debtor filter.
  2. Click Inquiry to display eligible rows.
  3. Review the recipient contact fields and select the delivery channel: Email, WhatsApp, or Both.
  4. Preview the selected rows and resolve any validation or duplicate warnings.
  5. Select the approved template and click Queue Batch or Send.
  1. Confirm the queue result and monitor progress from Live Progress.

Important: Check duplicate warnings and blocked or invalid recipients.

F.1 Invoice Print Listing - Manual Batch Sending

  1. Open Sales > Invoice > Print Invoice Listing.
  1. Apply the required filters and click Inquiry.
  2. Select the invoices to send and click Manual Batch.
  1. Select the report format and click ok.
  1. Click Manual Batch Button in preview.
  1. Select the debtors, edit the message body.
  1. Review the recipients, templates, channels, and combined PDF before confirming the send.

The plugin groups all selected invoices belonging to the same debtor into one PDF attachment, instead of sending a separate file for each invoice.

F.2 Force Reminder Now

For supported documents – Advanced Quotation, Sales Quotation, Sales Order, Delivery Order, and Sales Invoice, select the required rows and click Force Reminder Now to trigger reminders immediately.

The action bypasses the waiting period but still follows the configured open rule, maximum reminder count, template, report, and contact validation.

G. Scheduling Setup

Scheduling Setup creates recurring rules for document delivery by frequency, date, time, document type, and channel.

  1. Open Email & WhatsApp > Scheduling Setup.
  2. Click New Schedule.
  3. Select the document type and delivery channel.
  4. Choose the execution frequency and send date/time policy.
  5. Select the Report Format, Email & WhatsApp Template.
  6. Apply document filters where required.
  7. Click Inquiry to view the result.
  8. Validate Contact and preview result.
  1. Set sending policy, such as sending anytime, pausing outside permitted hours, or holding messages for review.

Set the WhatsApp queue pacing delay, for example 120 seconds between each WhatsApp message.

  1. Save the rule.
  2. Use Edit, or Delete to maintain an existing rule.
  3. Use Rule Progress to review schedule-specific runs.

Tip: Review recipients, phone numbers, email addresses, and attachments before queueing.

H. Automation Setup

Automation Setup defines automatic delivery rules for Quotation, Invoice, Sales Order, Delivery Order and debtor reminders.

  1. Open Email & WhatsApp > Automation Setup.
  1. Click New Automation Rule.
  2. Select the document type and enable the Auto-Send after Approval to send the reminder immediately after save.
    Important: Auto Send After Approval applies only to documents created after this setting is enabled.
  1. Configure the delivery channel, template, attachment, and recipient fields.
  1. For reminders, select the reminder basis and attachment option where required.
    Reminder On → Enable this option to activate automatic reminders.
    Reminder Days → Set the number of days before or after the due date to trigger the reminder.
    Test Minutes → Set the waiting period used for testing the reminder rule.
    Max Reminder → Set the maximum number of reminders allowed for one document.
    Open Rule → Select the document status that qualifies for a reminder.
  1. Save the rule and confirm the automation is active.
  1. Review the resulting deliveries from Dashboard or Live Progress.

I. Live Progress

Live Progress provides the operational view of queued, processing, completed, and failed Email and WhatsApp deliveries.

  1. Open Email & WhatsApp > Live Progress.
  1. Review the batch, recipient, and current status columns.
  2. Select a row to view the message, PDF, provider, or error details.
  3. Use Inquiry to obtain the latest service status.
  4. Select failed recipients and use Retry or Resend when appropriate.
  5. Confirm that recovered rows move to the expected completed status.

Important: Confirm the account book is licensed and service-connected.

Benefits of AutoCount Email & WhatsApp Plugin

Faster Customer Document Delivery

Send multiple customer documents through Email and WhatsApp using batch sending and scheduled delivery functions.

 

Reduced Manual Follow-Up Work

Automate eligible document notifications and payment reminders to reduce repetitive administrative tasks.

 

More Consistent Customer Communication

Maintain professional messaging through reusable templates and controlled reminder settings.

Better Communication Monitoring

Review sending activities, identify failed records, and manage eligible retries through centralized delivery tracking.

Conclusion

The AutoCount Email & WhatsApp Plugin helps businesses simplify customer document delivery and communication within AutoCount Accounting.

By combining multi-channel sending, batch processing, scheduled delivery, automated reminders, reusable templates, and delivery monitoring, businesses can reduce manual work and improve communication consistency.

For businesses looking for email and whatsapp automation, this plugin provides a practical solution for managing customer notifications and document follow-ups more efficiently.

Frequently Asked Questions

What is Email and Whatsapp automation?

Email and WhatsApp automation refers to using configured rules and software workflows to send messages or documents without manually preparing each communication.

The plugin supports sending various AutoCount documents through eligible functions, including Quotations, Sales Orders, Delivery Orders, Invoices, Credit Notes, and Statements of Account. Availability depends on the selected sending function.

Yes. Supported sending functions allow users to select Email, WhatsApp, or Both as the communication channel.

Yes. Manual Batch supports sending multiple eligible customer documents. The Invoice Print Listing workflow can combine selected Invoices belonging to the same debtor into one PDF attachment.

Yes. Scheduling Setup allows recurring delivery rules based on the relevant document type, frequency, date, time, and communication channel.

Simplify Your Customer Communication Today!

Still sending customer Invoices, Statements of Account, and payment reminders manually?

With the AutoCount Email & WhatsApp Plugin, your business can send documents in batches, schedule communications, automate eligible reminders, and monitor delivery activities more efficiently.

Reduce repetitive work and create a more organized customer communication process within AutoCount Accounting.

Looking for an email and WhatsApp automation solution for your business?

Contact SL Software Solutions Sdn. Bhd. to learn how the AutoCount Email & WhatsApp Plugin can improve your daily document sending and customer follow-up workflows.

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