WhatsApp job sign-off with a Xero payment link: fast approvals and faster getting paid

Category: Case Studies & Playbooks • Niche: automations, WhatsApp workflows, payments

Contents

• Quick answer
• Who this is for
• How it works
• What you need
• Step-by-step: set up sign-off and payment links
  • A. Create a frictionless WhatsApp sign-off
  • B. Add a one-tap payment link from Xero
  • C. Optional: auto-file photos and PDFs
• Compliance and e-signatures in the UK
• Field tips from UK teams
• Troubleshooting
• FAQ

Quick answer

You can close jobs and get paid the same day by collecting a simple “I approve” reply in WhatsApp as your job sign‑off, then sending a Xero payment link customers can tap to pay by card or Apple Pay. The WhatsApp message thread becomes your evidence, and the payment link marks the Xero invoice paid automatically once funds clear.

Who this is for

• Sole traders and small construction firms wanting faster cash collection without extra apps.
• Site teams who already trade updates and photos over WhatsApp.
• Anyone using Xero who wants a clean “Pay now” link in the chat.

How it works

1. You finish the job and send before/after photos in WhatsApp.
2. Customer replies “I approve” (or uses your quick‑reply button if you use the WhatsApp Business app).
3. You send a Xero payment link or an online invoice with the Pay now button.
4. Customer pays by card or wallet. Xero updates the invoice to paid.

What you need

• WhatsApp or WhatsApp Business app.
• Xero with an online payment service connected (Stripe, GoCardless or your preferred provider). See Xero’s guide to accept online payments and how to create a payment link.
• A lightweight sign‑off template you paste into WhatsApp (script below).

Step-by-step: set up sign-off and payment links

A. Create a frictionless WhatsApp sign-off

Use a short message you can paste for every job. Keep it plain English and include what was done.

Copy this:

"Job complete at [address]. Works done: [bullet points]. Please reply ‘I approve’ to confirm the work is complete and satisfactory. Photos attached."

Why this works: Under UK law, electronic communications can evidence agreement. Keep the chat, photos and timestamps saved to the job file.

B. Add a one-tap payment link from Xero

• In Xero, connect a payment service then enable Pay now on invoices. Official how‑to: Add a payment service in Xero and Create a payment link.
• You can paste the payment link straight into WhatsApp. Or send the full online invoice URL so customers can view the breakdown before paying.
• Prefer a card‑only flow? Use Stripe with Xero so Pay now supports Apple Pay and major cards. See Accept Payments Using Stripe And Xero.

C. Optional: auto-file photos and PDFs

• After payment, save the WhatsApp transcript and photos to your project folder in Google Drive or SharePoint so any QS or warranty claim has clean evidence. Use file names like “2025‑09‑20_Smith_Approve_WhatsApp”.
• If you need formal e‑sign for larger jobs, send a DocuSign or Dropbox Sign link first, then follow with the Xero payment link.

Compliance and e-signatures in the UK

For day‑to‑day works, a written “I approve” in WhatsApp plus photos is usually fine evidence of completion and acceptance. For higher‑risk documents, use an e‑signature tool.

Key points and sources:

• Law Commission and MoJ confirm electronic signatures are valid if the signer intended to authenticate and formalities are met. See the UK guidance on electronic execution of documents.
• Deeds still need a witness physically present even if using e‑sign. Remote/video witnessing isn’t permitted for deeds. See the Law Commission’s project page: Electronic execution of documents.
• HM Land Registry sets specific rules for property documents. See Practice Guide 82.

If in doubt, use a recognised e‑signature service for the formal bit, then collect payment via Xero.

Field tips from UK teams

• Ask for the WhatsApp approval while you’re still on site. If they raise a snag, fix it there, then ask again.
• Use customer names in the message to avoid mix‑ups.
• Add a short video clip for hidden work before you close up.
• Save one canned message in WhatsApp Business to speed things up.
• When copy‑pasting the Xero link, add “Card and Apple Pay accepted” to nudge same‑day payment.

Troubleshooting

• Customer can’t open the link: send the full online invoice URL rather than the short link.
• Card not offered: check your Xero payment service is connected and enabled on that invoice template.
• Customer wants a pro‑forma: use Xero payment links to take a deposit, then issue the final invoice on completion.
• They need a formal sign‑off: send a DocuSign request. Once signed, attach it to the Xero invoice and send the Pay now link.

FAQ

Is a WhatsApp “I approve” valid?

For routine works, yes, it’s valid evidence that the customer accepted the work. For deeds or where statute needs a witness, use e‑signature with an in‑person witness. See electronic execution of documents and the Law Commission project page linked above.

Can I take payment inside WhatsApp?

In the UK, native WhatsApp Pay isn’t live for card rails like in some countries. The practical route is to paste a Xero payment link or online invoice link. It opens a secure page for card or wallet payment. See Xero’s accept online payments and create a payment link.

Will Apple Pay work?

If you use Stripe as your Xero payment service, customers usually see Apple Pay on supported devices and cards. See Xero x Stripe: Accept Payments Using Stripe And Xero.

Any cheap alternative to e‑sign tools?

For low‑risk jobs, keep WhatsApp approval plus photos. For anything contractual, try Dropbox Sign’s entry plan or DocuSign where a formal audit trail is needed.

Video: add a payment service in Xero