WhatsApp AI Accountant — User Manual

Digital Human by Al-Wahid ERP and Data Science

Live on the web: https://www.digitalaccounting.ai/user-guide

This guide explains how to use the AI accountant on WhatsApp: what you can ask, example phrases, and what the bot will do.

1. Getting started

Who is this bot?

When you greet it or ask who it is, it replies that it is a Digital Human trained by Al-Wahid ERP and Data Science. It helps with ERP automation, reporting, and day-to-day accounting tasks.

How to use it

1. Open WhatsApp and message the company AI accountant number.
2. Type in English, Roman Urdu, or Urdu script.
3. You can also send a voice note or (for expenses) an image.

What you can send

Important tip about names

Customer, supplier, item, and account names must match English names as stored in ERP (for example Ali, HBL - D). If you write a name only in Urdu script, the bot may ask you to confirm the English ERP name.

2. Language and PDF formats

List and summary table PDFs (customer list, receivables, etc.) are currently in English either way.

Examples

• Urdu: حارث کو 5000 روپے کی رسید بھیجیں → bilingual payment PDF
• Roman Urdu: haris ko 5000 ki payment receipt bhejo → standard PDF
• English: send payment receipt for Haris → standard PDF

3. Create documents

3.1 Sales invoice

Creates a draft sales invoice and sends a PDF.

You might say

• English: Create sales invoice for Ali, item HLI 100, qty 1
• Roman Urdu: Ali customer ke liye invoice banao item Widget qty 2
• Urdu: علی کے لیے سیلز انوائس بناؤ

What the bot does

1. Checks customer and item (asks if missing or unclear).
2. Creates a draft Sales Invoice in ERP.
3. Sends a confirmation message and PDF.

It may ask

• Customer name / which customer from a numbered list
• Item name / which item from a list
• Quantity if needed

3.2 Payment received (from a customer)

Creates a draft Payment Entry (Receive), sends a PDF, then asks if you want to submit or change it.

You might say

• English: Received 5000 from customer Ali in HBL
• Roman Urdu: customer Ali se 5000 receive kiye HBL mein
• Urdu: گاہک علی سے ۵۰۰۰ ایچ بی ایل میں وصول کیے

Routing tip: Name the customer (or client). If you say “received/paid” without a customer or supplier name, the bot treats it as a journal expense, not a payment entry.

Follow-up (payment review)
Bot asks: Do you want to submit this or want change in it?

3.3 Payment paid (to a supplier)

Same flow as receive, but for paying a supplier/vendor.

You might say

• English: Paid 5000 to supplier Alpha Rubber from HBL
• Roman Urdu: supplier Alpha Rubber ko 5000 payment karo HBL se

Follow-up: Same submit / change review as above.

3.4 Journal entry / office expense

Use this when money is paid or received without naming a customer or supplier (salary, rent, tea, utilities, petty cash, bank transfers between accounts, etc.).

You might say

• English: Paid 5000 for tea and 3000 rent from HBL
• Roman Urdu: office rent 15000 paid from HBL
• Urdu: 5000 کی چائے، 3000 کرایہ ادا کیا ہے ایچ بی ایل سے

What the bot does

• Maps expenses and the bank/cash account from the chart of accounts.
• Creates a Journal Entry and sends a PDF.
• There is no separate submit/review step like payments (JV is created in one go).

Amount tip: State each expense amount clearly. Example: tea 5000 and rent 3000 → total credit 8000. Do not rely on the bot guessing leftovers.

It may ask which account head to use if the name is unclear.

3.5 New customer

You might say

• Add new customer / naya customer banao / new customer add kro

Bot will ask

1. Customer name (English as in ERP)
2. Mobile number (10–15 digits)

Then it creates the customer. No PDF. Urdu name is filled automatically for bilingual prints.

3.6 New supplier / vendor

You might say

• Add new supplier / naya vendor banao / new supplier create kro

Same as customer: name + mobile → created in ERP. No PDF.

3.7 New item

You might say

• Create item / naya item banao / add new product

Bot asks for the English item name if you did not give one, then creates the item. No PDF.

4. Reports and ledgers

4.1 Quick answers (text only)

4.2 Ledger PDFs (general ledger style)

Default date range if you do not specify: about last 12 months to today.

Date phrases you can use

• Today: ajka / today
• This month: is month / this month
• Last month: pechly month / last month
• Last N months: last 3 months / last 6 months
• Custom: from 10 june 2026 to 11 june 2026

If the name is missing or matches several records, the bot asks you to pick from a list.

4.3 List and outstanding summary PDFs

5. Voucher by number (PDF or cancel)

If your message includes a voucher ID, the bot handles that first (even if another question was waiting).

5.1 Get PDF again

Send the voucher number (optionally with “bhejo” / “share”):

PDF format follows your message language (Bilingual for Urdu script, Standard for English/Roman Urdu).

5.2 Cancel or delete

Include the voucher number and a cancel word:

• English: cancel, delete, remove
• Roman Urdu: hatao, mitao, khatam, delete kr do

Example: ACC-PAY-2026-00033 cancel / ACC-JV-2026-00045 delete kr do

6. Confirmations and waiting

Party / account confirmation

If several customers, suppliers, items, or accounts match, the bot sends a numbered list. Reply with the number or the exact English name.

Payment review

After a draft payment, reply submit (or similar) or change (then say amount / account / party).

Time limit

Pending questions (missing fields, pick lists, payment review) expire after about 60 seconds if unanswered. The bot will remind you and you may need to start again.

One thing at a time

If the bot is waiting for your answer and you start a new create/report request, it may ask you to finish the previous question first.
Exception: Sending a voucher number (ACC-…) is allowed and clears that wait so it can fetch or cancel the voucher.

7. Voice and images

Voice

Speak as you would type (English, Roman Urdu, or Urdu). The bot transcribes the note and runs the same scenarios. Check the I heard: «…» line if something looks wrong, then send a correction.

Images

An image is currently handled as an expense / journal path. Add a caption such as:

Office rent 15000 paid from HBL

Without a useful caption, the bot has limited detail to work with.

8. Quick reference

9. Common mistakes

1. Payment vs journal — Say customer Ali or supplier Alpha if you want a Payment Entry. “Paid 5000 from HBL” alone becomes a journal.
2. Names must match ERP — Prefer English master names (Ali, not only علی) when creating or matching records.
3. Multiple amounts — Give each expense its own figure (5000 tea and 3000 rent), not only a vague total.
4. Urdu PDF — Use Urdu script in the message if you want the bilingual print format.
5. Pending timeout — Answer within about a minute, or ask again.

10. Need more help?

If something looks wrong (wrong amount, wrong account, wrong party):

1. Do not submit a draft payment until you check the PDF.
2. Use change on payment review, or cancel the voucher with its ACC-… number.
3. Contact your Al-Wahid ERP administrator for company setup (accounts, print formats, WhatsApp number).

This manual matches the WhatsApp AI accountant scenarios currently implemented for Al-Wahid ERP.