Send Payment Request Messages via Zalo from Invoices

Guide Info

Target audience: Accounts Receivable Staff

Reading time: 5-7 minutes on first read

Outcome: Send payment request messages via Zalo from customer invoices and verify message content

Warning

The screenshots on this page use hypothetical sample data. The Zalo accounts, contacts, conversations and messages shown are illustrative only and do not belong to any real person or business.

Note

Out of scope for this guide:

• Create or submit new ZBS message templates: see Create and Manage ZBS Message Templates (Admin/IT)

• Manage customer links with Zalo: see Manage Zalo Partner Links

• Send ZBS templates from sales orders: see Send ZBS Message Templates from Sales Orders

—

When to Use This Guide

Use this guide when accounting staff needs to send a payment reminder from an invoice via Zalo.

Example used throughout this guide: Invoice INV/2026/00014 from Minh Chau Company carries an outstanding balance of 12,500,000 VND. AR staff Linh opens the invoice, checks its Payment Reference, opens the Zalo composer in the chatter, selects the Payment Request template, verifies the preview shows the correct invoice number and amount due, then clicks Send. Sending from the invoice reduces retyping. Linh still checks the payment reference before sending so the customer can use the correct bank transfer memo. The Zalo OA Integration for Accounting module (viin_zalo_account) brings the pre-built Payment Request template.

Important

The Payment Request template pulls the amount still due on the invoice, not the invoice total. For a partially paid invoice the message shows the remaining amount; for a fully paid invoice the amount due is 0, so do not send a payment request.

Quick Flow

1. Open the invoice needing a payment reminder.

2. In the chatter, click Send message, then the Zalo icon (Send by Zalo) in the composer.

3. Click Send Template to open the Send Zalo Message dialog.

4. Select the Payment Request template.

5. Verify the preview, then click Send.

6. Open the conversation to confirm the message was sent correctly.

—

Step 1 — Check Invoice Before Sending

Go to Invoicing ‣ Customers ‣ Invoices and open the invoice needing a payment reminder.

Before sending, quickly verify:

1. The invoice has a customer assigned.

2. The amount still due is correct.

3. The Payment Reference field (in the Other Info tab) has content used for reconciliation when the customer makes payment.

4. The customer record has a Zalo link or phone number.

Warning

Do not send if Payment Reference is empty or incorrect. An incorrect bank transfer memo can make it harder for accounting to match the payment to the invoice.

—

Step 2 — Open the Zalo Send Dialog from the Invoice

The Zalo icon appears in the chatter composer when the invoice has a suitable recipient — for example, if the customer has linked Zalo or has a phone number on their record.

In the chatter, click Send message. The composer shows a speech-bubble icon with the tooltip Send by Zalo. Click it: a small window lists the recipients (To:), a text box, and the buttons Send Template and Send. Send would send the text you typed as a free-text message, so do not use it for a payment request. Click Send Template to open the Send Zalo Message dialog.

—

Step 3 — Select the Payment Request Template

In Send Zalo Message, select the ZBS Template as Payment Request. The dialog opens with the first approved invoice template already selected, which is not necessarily this one.

The template appears when:

1. Template status is Approved.

2. Template applies to Invoices.

3. You are allowed to use the template: its Users list is empty or includes you.

The Payment Request template pulls data from the invoice:

Content on Message	Data Source from Invoice
Customer Name	Customer on invoice
Invoice Number	Invoice code
Amount Due	Amount still due on the invoice
Due Date	Invoice due date
Payment Status	Invoice payment status (for example Not Paid or Paid)
Payment Note	Payment Reference (sent to Zalo with the message; the preview in Viindoo does not display it)
Bank Account (payment box)	The bank account Admin set in the template
Details Button	Invoice portal link

Ask the customer to use the Payment Reference as the bank transfer memo. Accounting can use it to help match the payment to the invoice; the message itself does not reconcile a payment.

Note

Only an Approved template can be sent. Approval alone does not fill missing data: the parameters and invoice fields must also be correct. Check the preview again before sending.

—

Step 4 — Check Preview and Send

Before clicking Send, verify:

1. Recipient is the correct customer on the invoice.

2. Invoice number matches the open document.

3. The amount due is correct for the payment request, and the Payment Reference of the invoice is filled in.

4. Details button links to the invoice on the portal.

5. No empty variables or unreplaced placeholder text remains.

Tip

• Invoice not yet paid: send normally.

• Invoice partially paid: the message shows the remaining amount; double-check it in the preview.

• Invoice fully paid: don’t resend the payment request.

Tip

Verify before clicking Send:

• Preview shows the correct invoice number and amount due for the open document.

• Recipient is the correct customer on the invoice (not a temporary contact or wrong contact).

• No placeholder text like <customer_name> or empty fields remain in the preview.

Click Send to dispatch the message.

—

Step 5 — Verify Send Result

After sending, open the Zalo conversation to check the message just sent.

Tip

Verify the send completed correctly before continuing with receivables:

• Zalo conversation opened shows the correct customer from the invoice.

• Sent message displays the correct invoice number, amount due, and payment box.

• Customer can click the details button if the invoice has a suitable portal link.

• If the system reports an error, don’t resend multiple times before checking the cause — this avoids the customer receiving duplicate payment requests.

See also

To understand the flow of recording customer payments and reconciling bank statements after the customer makes payment, see How to follow customer invoicing, payment and reconciliation and Steps in the bank reconciliation process.

—

Alternative: Send the Invoice PDF with Send

The Send button in the invoice header also offers Zalo. In the Send dialog, tick by Zalo: the option appears when the company has a connected OA and the customer has a connected Zalo link. The dialog then shows the Recipient, the Zalo OA and a Message Preview.

When you click Send, Viindoo first posts the preview text (invoice number, total, payment reference and portal link) in the customer’s Zalo conversation, then sends the invoice PDF. If Zalo does not accept the PDF (type, size, or a conversation outside the 7-day window), Viindoo sends the approved Payment Request template instead and writes a note in the chatter of the invoice when nothing could be sent. Customers whose contact record has the invoice sending method by Zalo get this option preselected.

—

Quick Issue Resolution

Symptom	Quick Fix
Zalo icon not visible in the chatter composer	Open the composer with Send message, then check the invoice customer; update phone number or verify the link at Manage Zalo Partner Links.
Payment Request template not visible	Verify template is Approved, applies to Invoices, and you are allowed to use it; if needed, report to Admin at Create and Manage ZBS Message Templates (Admin/IT).
Preview missing amount due, or showing a placeholder instead of the bank account	Update invoice data; if still wrong, ask Admin to verify the template parameters and the bank account of the template at Create and Manage ZBS Message Templates (Admin/IT).
Send fails or OA reports token/quota error	Check logs and OA status at Monitor and Troubleshoot Zalo.
Customer already paid but still receives reminder	Verify payment status and reconcile statement before sending another request.
Recipient is not the correct customer	Stop sending immediately; recheck the link at Manage Zalo Partner Links.