Instead of printing and forwarding PDFs, send them straight from the order. Send Reports attaches the chosen reports as PDFs and emails them, or sends them on WhatsApp, to the people you tick. Messages go out in the background, so you can keep working.
Open it
Order → Actions → Download / Send Reports, or sidebar Order Actions → Download / Send Reports (select the order). An event's Actions menu on the Events tab, and the Reports menu on its menu page, have the same entry and open the drawer with that event picked under Menus and Item Quantities. A drawer opens from the right with two tabs: Send and Download.
Choose reports and recipients
The Send tab is a grid: one row per report, one column per recipient type. Tick a box to send that report to that recipient.
| Report | What is attached |
|---|---|
| Menus | The menus. The picker under the row chooses the scope: All events sends the menus of every event of the order as one PDF; an event (listed by date) sends that event's menu alone. |
| Item Quantities | The kitchen sheet, with the same picker: All events for the whole order, or one event. |
The two pickers move together. Opened from an order, they sit on All events; opened from an event's Actions menu or its menu page, they sit on that event. The sent marks on these two rows belong to whatever the picker points at. | Bill Details | The customer bill | | Customer Invoice | The issued invoice of the order (its number shows under the row). Greyed out until an invoice is generated under Bill Details → Generate Invoice; a cancelled invoice does not count. | | Payment Details | Payments received and outstanding | | Payment Receipt | The receipt of one payment. Pick the payment under the row (latest first); greyed out until a payment is recorded. The sent marks on this row belong to the chosen payment. |
On WhatsApp the invoice goes out under its invoice number and issue date, the receipt under the order number and the payment date, and Menus or Item Quantities sent for one event under the order number and the event date; the other reports carry the order number and date.
Recipient columns:
- Self — your account email, and the mobile number on your account for WhatsApp.
- Customer — the Email and Contact 1 on the order's customer details (shown under the grid).
- Staff — open + Add staff and tick a name; the envelope and WhatsApp marks next to it show which channels can reach that person. Only active staff with an email or phone number on file are listed (Staff Management must be enabled).
-
Other — type email addresses and WhatsApp numbers separated by commas in one box (
name@example.com, 98765 43210, +971 50 123 4567). Anything with an @ is an email; the rest are numbers. "Other" addresses and numbers aren't tracked in the sent history.
Choose the channel
Next to the Send button, tick Email, WhatsApp or both. Every ticked recipient gets the ticked reports on every ticked channel they can be reached on. The drawer opens with no recipient ticked, so nothing goes out that you did not choose; Send stays greyed out until you tick someone. Email is the ticked channel when the drawer opens; WhatsApp never is, because every WhatsApp message counts against your monthly allowance.
A recipient is greyed out when no ticked channel can reach them — for example the customer when only WhatsApp is ticked and the order has no readable phone number. Tick the other channel, or add the missing email or number on the order, staff member or your account first.
Tick the combinations you want — e.g. Bill Details → Customer and Item Quantities → Staff: Head Cook, with WhatsApp ticked — then click Send. A confirmation per report shows how many email and WhatsApp recipients were queued. A report with nothing to send (e.g. No payment details to send) is skipped with a message, and so is a recipient whose number cannot be read.
The PDFs use your printing preferences and templates; see Printing and PDF Templates.
What the customer receives on WhatsApp
The message comes from Neviscater's WhatsApp business number (shown in WhatsApp under the business name Nevis Infosystems), not from yours, with the PDF attached and a short fixed text:
Hi Customer name Please find attached your Bill Details Document No : ORD-2026-000012 Date : 25/09/2026 Coming from Your business name Thank You Powered by Neviscater
The business name is the Name under Tools & Settings → Business Details; the document number is the order number and the date is the order's date. The wording itself cannot be changed: WhatsApp only lets businesses send pre-approved message templates to people who have not messaged them first.
Replies do not reach you. The number the customer sees belongs to Neviscater and has no inbox, so a customer who answers the message gets no response. If you want a conversation, send from your own phone instead: Download the PDF from the same drawer and share it.
Send WhatsApp messages only to customers, staff and vendors who expect to hear from you about their order. WhatsApp penalises business numbers whose messages get blocked or reported, and that number is shared by every Neviscater account.
Phone numbers that work on WhatsApp
A number is sent to the country code plus the national number, with spaces, dashes and a leading zero ignored. When a number is written without a country code, the Country under Tools & Settings → Locale supplies it: 98765 43210 on an Indian account becomes +91 98765 43210, and 50 123 4567 on a UAE account becomes +971 50 123 4567. A number for another country must carry its code (+44 7700 900123).
When a contact field holds two numbers (98765 43210 / 91234 56789), the first one is used. The drawer shows the exact number it will dial next to each recipient; a number it cannot read is listed as no WhatsApp-able number on file and that recipient is skipped.
Monthly WhatsApp allowance
Every account can send a fixed number of WhatsApp messages per calendar month. The count is not shown on screen; a send that runs into the allowance tells you so in its result, with the date it resets, and the recipients beyond it are not sent (email is never limited). The allowance depends on your plan; see Plans and Subscription. A message that fails to send is not counted.
Catalog menus
The same drawer opens for a catalog menu, from Menus Catalog → Actions → Download / Send Reports or the Reports menu on the catalog menu's items page. It has two rows, Catalog Menu and Catalog Item Quantities, and no Customer column, because a catalog menu belongs to no customer: tick Self, staff, or type a prospect's email or WhatsApp number under Other. On WhatsApp the document number is the catalog menu's name and the date is today's. The Download tab has both PDFs and a ZIP of the two.
Download instead of sending
The Download tab lists every report with a PDF button.
- PDF beside a report name downloads that report. Menus and Item Quantities download what their picker points at: the whole order or one event. The Customer Invoice button is greyed out until an invoice is issued; the Payment Receipt button downloads the receipt of the payment picked beside it.
- All Resources Checklist is download only (cookware, serveware, cutlery and operational resources); tick Columns for quantity in, out and balance first if you want tally columns on it.
- Download all as ZIP gives one ZIP with the sendable PDFs for the order, the issued invoice included — handy for sharing from your own WhatsApp or a shared drive. Receipts are per payment and stay out of the ZIP.
Sent history: sent, delivered, read
Marks next to each Self, Customer and staff box show what already went out for that report on each channel; hover for the time.
| Mark | Meaning |
|---|---|
| Green dot | Emailed |
| Clock | WhatsApp message queued, not yet sent |
| One tick | WhatsApp accepted the message |
| Two grey ticks | Delivered to the recipient's phone |
| Two blue ticks | Read by the recipient |
| Red exclamation | Failed — hover to see why |
Delivery and read marks arrive from WhatsApp a little after the send and appear the next time the drawer opens. A recipient who has turned off read receipts stays at two grey ticks.
Other messages Neviscater sends
These are separate from Send Reports but work the same way under the hood. Vendor documents go through one small Send to vendor dialog: it shows the vendor's email and WhatsApp number (Contact 1 on the vendor), you tick Email, WhatsApp or both, and the document goes out. Email is ticked when it opens; WhatsApp never is. A WhatsApp send counts against the same monthly allowance as Send Reports and carries the same fixed wording, with the vendor's contact person as the greeting and the PO number or order number as the document number.
- Purchase orders — Send to vendor on a PO, and More… → Send again… later; see Purchase Orders.
- Procurement list / purchase order — Send as PO… (or Send list… without the Purchase Orders feature) on a vendor's row in the Raw Materials vendor view, and Send to all vendors… at the top for every vendor on screen in one go; see Raw Materials Consumption.
- Vendor statements / booking notices — Send Statement…, Book Service and Cancel Service on the Vendors Finances and expenses screens, and Send Statements… at the top of Vendors Finances for every vendor on the order in one go; see Vendor Finances on Orders.
- Feedback link — Order → Feedback → send the customer a link to rate the function. Email only.
Book vendor services on the Vendors Finances screen, which books every pending service at once, stays email only.
Common questions
The Customer box is greyed out. No ticked channel can reach the customer. With only WhatsApp ticked, the order's customer has no readable phone number in Contact 1: edit the customer details and enter the number with its country code, or check that Tools & Settings → Locale → Country matches the number. With only Email ticked, there is no email on the order: edit the customer details and add one.
The Self box is greyed out with WhatsApp ticked. There is no mobile number on your account. Add it under My Account.
A staff member is greyed out in + Add staff. That person has no email or number for the ticked channels; the marks next to the name show which channels would reach them.
Staff column says "No active staff with an email or phone number on file". Add emails or phone numbers to staff under Core → Staff Management, or enable Staff Management in Preferences.
The WhatsApp mark shows a red exclamation saying the number is not on WhatsApp. The number is right but that phone has no WhatsApp account, or it has blocked messages from businesses. Email the report, or download it and share it from your own phone.
The customer says nothing arrived on WhatsApp. Check the mark: one tick means WhatsApp accepted it but the phone has not received it yet (switched off, no data); two ticks mean it is on their phone — ask them to look for a chat from Nevis Infosystems.
The customer says no email arrived. Check the green dot (was it actually sent?), then their spam folder. Emails come from Neviscater's address with your company name; ask them to whitelist it.
Can I send from my own WhatsApp number? Not yet. Messages go out from Neviscater's number in your business name. Download the PDF and share it from your phone when you want the conversation on your own number.