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How to use

This guide has the same content as the How to use window inside the app. Each heading is one screen; follow the steps and your first message goes out within 10 minutes. Stuck? Use the WhatsApp button at the bottom right and we will set it up with you over screen share.

Getting started

Download, install and first login

  1. Download and open
    Download the zip from wappneo.com, unzip it into a folder (e.g. C:\WappNeo) and run WappNeoPlus.Desktop.exe. There is no installer; the app creates what it needs on first launch.
  2. Create your company account
    On the start screen choose Register and enter name, e-mail, phone and password. This account is the company administrator; team members can be added later under Settings › Users.
  3. Follow the setup wizard
    On first login a 6-step wizard opens: WhatsApp account, background link, company details, first message, ERP and reconciliation. Each step has a Go to screen button.
  4. Remember me
    The boxes on the login screen let you sign in without a password next time. Keep them off on shared computers.

Linking a WhatsApp account

WhatsApp Web and the background link

Our privacy promise: your WhatsApp conversations never reach us. Chats, contacts, saved messages and reports stay only on your computer. Our servers hold just the ERP queue, reconciliation records and your licence; message content is never transferred to WappNeo servers.
  1. Add an account
    Open WhatsApp Web from the left menu and click Add account. Give it a name (e.g. Accounting, Sales).
  2. Scan the first QR
    On your phone open WhatsApp › Linked devices › Link a device and scan the QR on screen. This is the WhatsApp Web session you chat in.
  3. Scan the second QR
    The background link (used for automatic sending, ticks and auto replies) asks for a second QR. Scan it the same way; the sidebar box shows Connected.
  4. Several accounts
    Repeat for every account. Each one appears with its own unread count; messages, bulk sends and ERP notifications can use any of them.

Company details

Logo, name, tax and contact details

  1. Fill in the form
    Settings › Company: company name, contact person, phone, e-mail, website, tax office and number, address.
  2. Upload your logo
    Choose a PNG or JPG; large images are resized automatically. The preview on the right shows what your customers will see on slips.
  3. Save
    The details are used on PDF slips, reconciliation pages and e-mails.

Saved messages

Templates with fields

  1. Create a template
    Saved Messages › New. Write the text and insert fields such as [ContactName] [Amount] [CurrentBalance] from the field list.
  2. Empty fields disappear
    A field the ERP does not send is removed together with its line, so no half sentences reach the customer.
  3. Attach a PDF type
    For ERP templates choose whether a PDF slip is added; use Sample slip to preview it.

Bulk messages

Excel and contact list

  1. Pick the source
    Bulk Messages: load an Excel file or choose contacts from the phone book by group.
  2. Map columns to fields
    Match Excel columns to [Name], [Balance], [Due] and so on; every recipient sees their own figures.
  3. Send with a delay
    At least 500 ms between messages (default 750) protects your account. Results are reported per batch under Reports.

Digital reconciliation

Send, collect answers, report

  1. Prepare the list
    Reconciliation › Send: choose the period, load customers from Excel or push them from the ERP.
  2. Send
    Pick the sending account and the template, then send. Each customer gets a link with YES / NO / REQUEST DETAILS.
  3. Follow the answers
    Answers are stored with date, time and record number as a digital signature and are listed in Reports › Reconciliation. You are notified on WhatsApp.

ERP integration

API key and queue

  1. Create an API key
    Settings › ERP / API › Create key: give it a name and an expiry. Company ID, key and secret are shown once; copy them with the buttons.
  2. Hand it to your ERP vendor
    The vendor sends one HTTPS POST to https://wappneo.com/api/erp/queue/add with the X-Erp-Key and X-Erp-Secret headers. Full documentation is in the app under ERP API.
  3. Open the queue
    Enable queue processing. Transactions created while the app is closed wait on the server and are sent at the next launch.
  4. Choose slip types
    In the table on the right tick the transaction types that should carry a PDF slip.

Reports and updates

Tracking and maintenance

  1. Reports
    Message history, ERP records, bulk batches, auto replies, reconciliation and user activity for 60 days, with tick status.
  2. Updates
    The app checks for a new version at start-up, downloads it, restarts and installs. The Update button in the sidebar checks manually.
  3. Language
    The flag button at the top right changes the interface language; the choice is remembered.
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