Run your business from the WaPay web app
Invoicing software for small businesses and sole traders, in your browser. Invoices, quotes, bookings, bills, payments, VAT reports and analytics in one place, with WhatsApp alongside for the jobs you'd rather do by voice note.
Dashboard and analytics for your business
Open the web app and the dashboard shows what's outstanding, what's come in and how fast customers pay. Money in by month, your top customers and the next 30 days of expected cash sit side by side. Analytics breaks it down further, with Overview, P&L, Revenue, Expenditure and Cash tabs, on an accrual or cash basis.
Invoices and quotes in one searchable list
Every invoice and quote lands in a grid you can search, filter, group by customer or status, and export. Create an invoice in the browser with VAT worked out per line, or send it from WhatsApp by voice note; either way it's numbered, sent with a payment link and filed here. Quotes you send show whether they're out, accepted or declined.
Payments matched to invoices automatically
Payments has two tabs: Received and Outstanding. Each payment is matched to its invoice the moment it lands, with what the customer paid, the fees and what reached your bank shown line by line. Outstanding groups unpaid invoices by age, and you can tick a few customers and send each a reminder in one go.
A VAT report you can hand straight over
Pick a period and the VAT report totals VAT on sales and VAT on purchases, rate by rate, with the net position at the bottom. The detail lists every invoice and bill behind the numbers, and one click exports it to CSV for your accountant or your return.
Supplier bills from a photo, email or PDF
Photograph a supplier bill on WhatsApp, forward it to your WaPay email inbox, or upload a batch of PDFs in the web app. WaPay reads the supplier, dates and VAT, and the bill waits for you to approve and mark paid. Purchase VAT flows into the VAT report on its own.
Bookings and working hours
Set your working hours once in Availability; times outside them are blocked for bookings. Bookings agreed on WhatsApp appear here with the customer, time, address and history, and you can create, move or cancel one in the browser. When the job's done, raise its invoice from the booking in one click.
Every customer and their history
Customers keeps names, WhatsApp numbers, addresses and every quote, invoice and payment together. Open one to see what they owe, what they've paid and what you quoted last time, or tap their number to open a WhatsApp chat.
Team access with the right permissions
Invite people from Team and give each one a role. Owner has full access. Admin can do everything except billing and payment settings. Employee creates and sends invoices, quotes and bookings. Viewer gets read-only access to the dashboard and VAT reports, which suits an accountant.
A price list you set once
Save the services and items you sell most, with a price and unit, then drop them into quotes and invoices instead of retyping them.
Accounting integrations
Direct connections to Xero, QuickBooks and Sage are coming soon; open Integrations to be told the day yours is ready. Until then, the CSV exports from Invoices, Payments and the VAT report import into any of them.
Settings, payment methods and setup
Profile holds your business details, logo, VAT number and default VAT rate, and your bank account. Payment Methods is where you connect card payments and Pay by Bank. New accounts get a Complete setup checklist that ticks off each step, from your bank to your first payment.
WhatsApp vs web app: use whichever suits the moment
It's one account and one set of records. Send an invoice by voice note from the car park, then check it in the browser that evening.
| Job | On WhatsApp | In the web app |
|---|---|---|
| Send an invoice | Voice note or a short text | Form with VAT per line |
| Send a quote | Voice note or a short text | Track status in Quotes |
| See who owes you | Ask “What am I owed?” | Outstanding tab, grouped by age |
| Send payment reminders | Automatic, or tap Send reminder | Tick customers, send in one go |
| Capture a supplier bill | Send a photo | Upload PDFs or forward by email |
| Book a job | Agree a time in the chat | Create or move it in Bookings |
| VAT report and exports | — | Period report, CSV export |
| Team access and roles | — | Owner, Admin, Employee, Viewer |
Web app questions
Do I need WhatsApp to use WaPay?
You sign up with your WhatsApp number, and WhatsApp is where WaPay sends your customers their quotes, invoices and payment links. Day to day you can run the business from either surface: send a voice note on WhatsApp, or do the same job in the web app in your browser.
Is there a mobile app?
There is no app-store app to download. The web app works in any phone, tablet or computer browser and can be added to your home screen, and on your phone WhatsApp covers the quick jobs.
Can my accountant log in?
Yes. Invite them from Team with the Viewer role: read-only access to the dashboard and VAT reports, nothing they can change. Owner, Admin and Employee roles are there for the rest of your team.
Does it export to Xero, QuickBooks or Sage?
Direct connections to Xero, QuickBooks and Sage are coming soon; you can ask to be told the day yours is ready from Integrations. Today, the VAT report, invoices and payments all export to CSV, which every accounting package can import.
More how-tos in Help & guides, or see every feature.
