WhatsApp Integration

What is the WhatsApp Module?

The WhatsApp module integrates Tawridy with the Meta Cloud API (WhatsApp Business API) to enable direct, contextual messaging with suppliers and customers without leaving the platform. You can distribute RFQs, send purchase orders, follow up on pending quotes, and send payment reminders, all through WhatsApp. Every message is threaded by entity (RFQ, PO, Supplier, Customer) so your team sees the full conversation history in context. Incoming supplier responses, including quoted prices sent as images or PDFs, are captured and can be processed by Tawridy's AI OCR engine to extract structured data automatically.

How It Connects

Direction	Module	Relationship
In	RFQs	RFQ details are used to compose and send WhatsApp distribution messages to shortlisted suppliers
In	Purchase Orders	Finalized POs are sent to suppliers as PDF attachments via WhatsApp
In	Suppliers	Supplier contact numbers and WhatsApp availability drive message routing
In	Customers	Customer contact numbers for invoice sharing and payment reminders
Out	AI Features	Incoming quote images/PDFs trigger AI OCR extraction for automated quote entry
Out	RFQ Comparison	Extracted supplier quotes feed directly into the comparison matrix
Out	Reports	Message delivery and response rates contribute to the Supplier Scorecard

Step-by-Step Guide

Initial Setup

1. Navigate to Admin > Settings > Integrations > WhatsApp.
2. Enter your WhatsApp Business Account ID and API Access Token from the Meta Business Manager.
3. Register and verify your Business Phone Number.
4. Upload your Message Templates (Meta requires pre-approved templates for outbound messages).
5. Configure the Webhook URL provided by Tawridy in your Meta App settings to receive incoming messages.
6. Click Test Connection to verify the integration.

Sending an RFQ via WhatsApp

1. Open an RFQ and navigate to the Suppliers tab.
2. Select one or more suppliers and click Send via WhatsApp.
3. Choose the RFQ Distribution template. The system auto-fills item details, quantities, and deadline.
4. Preview the message and click Send.
5. Each supplier receives a professional message with RFQ details and a link to respond.

Sending a Purchase Order

1. Open an approved PO and click Share > WhatsApp.
2. The system attaches the bilingual PO PDF to the message.
3. Select the PO Sending template, preview, and click Send.

Receiving Supplier Quotes

1. When a supplier responds with a quote (image or PDF) via WhatsApp, the message appears in the Thread View under the corresponding RFQ.
2. Click Extract with AI on the received attachment.
3. Review the AI-extracted line items (prices, lead times, terms).
4. Confirm and save. The quote is added to the RFQ comparison matrix.

Auto Follow-Up

1. Navigate to Admin > Settings > WhatsApp > Auto Follow-Up.
2. Enable the feature and configure the timing (e.g., 24 hours after initial send, 48 hours for second reminder).
3. Select the Follow-Up template.
4. The system automatically sends reminders to suppliers who have not responded within the configured window.

Key Fields Explained

Field	Description
business_account_id	Your WhatsApp Business Account ID from Meta Business Manager.
api_access_token	Authentication token for the Meta Cloud API. Stored encrypted.
phone_number_id	The registered phone number ID used to send/receive messages.
template_name	The Meta-approved message template identifier (e.g., rfq_distribution_v1).
thread_entity	The entity type this conversation is linked to: RFQ, PO, Supplier, or Customer.
thread_entity_id	The specific record ID the thread is associated with.
message_status	Delivery status: Sent, Delivered, Read, or Failed.
auto_followup_hours	Number of hours of inactivity before an automatic follow-up is triggered.

Tips & Best Practices

TIP

Pre-approve all your message templates with Meta before going live. Template approval can take 24-48 hours. Prepare templates for RFQ distribution, PO sending, follow-ups, and payment reminders in advance.

TIP

Use the Thread View to see the full conversation history for any RFQ or PO. This gives your team complete context without switching between apps.

WARNING

WhatsApp Business API has messaging limits based on your account tier. New accounts start with a lower limit (1,000 business-initiated conversations per day). Plan your bulk RFQ distributions accordingly and request a tier upgrade from Meta as your volume grows.

• Always include a clear deadline in your RFQ distribution messages so suppliers know when to respond.
• Enable read receipts tracking to know which suppliers have seen your message but not yet responded.
• Use auto follow-up judiciously. Two reminders are generally enough; excessive follow-ups can damage supplier relationships.
• Keep your API access token secure and rotate it periodically. Store it only in the Admin settings, never in shared documents.

FAQ

Q: Do I need a separate WhatsApp number for Tawridy? A: Yes. You need a dedicated phone number registered with WhatsApp Business API through Meta Business Manager. This cannot be a number already in use with the regular WhatsApp app.

Q: Can suppliers respond with free-form messages? A: Yes. While outbound messages use pre-approved templates, incoming messages are free-form. Suppliers can send text, images, PDFs, and voice messages. Text and document responses appear in the thread view, and attachments can be processed with AI OCR.

Q: What happens if a message fails to deliver? A: The message status shows Failed with an error code. Common reasons include invalid phone numbers, expired API tokens, or the recipient not being on WhatsApp. You can retry the send or switch to email delivery.

Q: Is WhatsApp messaging included in all subscription tiers? A: WhatsApp integration is available on Professional and Enterprise tiers. The number of messages per month may vary by plan. Check your subscription details in Admin > Settings.

Q: Can I use WhatsApp for internal team communication? A: The WhatsApp module is designed for external communication with suppliers and customers. For internal collaboration, use the platform's built-in comments and notes features on each document.