Articles on: General FAQs

How to Manage Your Business from WhatsApp using Refrens AI?

You can now manage your Refrens business directly from WhatsApp by connecting your Refrens Account with Refrens AI MCP on WhatsApp.


Learn how to manage your business with ChatGPT and Claude >>


Once connected, Refrens AI can help you quickly find information and perform actions based on your requests


To Refrens AI on WhatsApp, you can ask:


  • “Show me all overdue invoices.”
  • “Which customers owe me the most?”
  • “Create a quotation for this customer.”
  • “Record ₹10,000 received against this invoice.”
  • “Add this person as a lead in Refrens.”
  • “Which inventory items are running low?”
  • “Give me my morning business digest.”

1) Connecting Refrens AI with WhatsApp


Go to: Business Settings -> Integrations -> AI Integrations -> Open on WhatsApp




=> Click Open Refrens AI on WhatsApp.


This will open a WhatsApp conversation with Refrens Accounting.

2) Starting the conversation


=> Send Hey Refrens in the WhatsApp chat.


Refrens AI will reply with a message asking you to Connect your Refrens account.



=> Click Connect Refrens.


3) Adding Your Refrens Account Details


You will be redirected to the Refrens authorization page.




Here, you need to provide:


  1. Business URL key
  2. Refrens App ID
  3. Private Key


Where can I find the Business URL key, Refrens App ID and Private Key?


=> In your Refrens account, go to: Business Settings → Integrations → AI Integrations → Generate API Keys:



You can copy the required credentials from the Generate API Keys section.


=> If you are generating API keys for the first time, the option will be displayed as “Generate API Keys.”



=> If you are regenerating API keys, the option will be displayed as “Regenerate API Keys.”




Important: If you regenerate your API keys, make sure to replace the old API key with the newly generated one wherever it is being used, such as in your Claude, ChatGPT, or other connected integrations. It’s a good practice to keep your API keys saved securely for future reference. Keep your API credentials confidential and do not share them with anyone.


4) Selecting Your Permissions


After entering the required details, review the permissions that Refrens WhatsApp will have access to:



Select the permissions required for the actions you want to perform through Refrens AI on WhatsApp.


Destructive permissions:


Destructive permissions allow Refrens AI to perform actions that can permanently remove or modify data in your account, such as deleting invoices, expenses, or inventory items.


These permissions are not enabled by default and should only be granted when you need Refrens AI to perform such actions on your behalf.




5) Authorizing Refrens WhatsApp:


After reviewing the permissions, click Authorize Refrens WhatsApp:



Your Refrens account will now be connected to Refrens AI on WhatsApp.


6) Starting Chat with Refrens AI


Return to your WhatsApp conversation.



You will receive a confirmation message: “Refrens is connected. Reply here with what you want to look up or create.”


You can now send your request directly in the chat.


Note: Refrens WhatsApp AI becomes inactive after 15 minutes of inactivity. If you want to chat again then just send “Hey Refrens” on WhatsApp to restart the conversation.


Example 1: Can you share the details of the latest invoice that I have created?




Refrens AI will look up the information and share the relevant details in the WhatsApp chat.



Example 2: Give me my morning business digest.



Refrens AI gives you a quick overview of your business in one message, including outstanding and overdue receivables, payments received, upcoming dues, and inventory alerts. This helps you get a clear picture of your business without having to check multiple reports manually.



Example 3: Which inventory items are running low?



Refrens AI instantly checks your inventory and identifies items that are running low. It provides the current stock level and reorder point, helping you quickly identify which items need to be restocked.



Example 4: Add this person as a lead in Refrens.



Refrens AI can help you create leads directly from WhatsApp by collecting details such as the company name, customer name, contact information, and sales pipeline stage. It also validates the information provided and, if any detail is missing or incorrect, asks you to re-enter the correct information before creating the lead.


Frequently Asked Questions


1. Why is Refrens AI not responding to my messages?
Refrens WhatsApp AI becomes inactive after 15 minutes of inactivity. To start chatting again, simply send “Hey Refrens” on WhatsApp and continue the conversation.


2. Why do I need to add my Refrens account details?
Your Refrens account needs to be connected with WhatsApp so the AI can access your business data and help you manage your Refrens account directly from WhatsApp.


3. What permissions should I give Refrens AI?
Select the permissions required for the tasks you want Refrens AI to perform. Review the permissions carefully, especially destructive permissions, before authorizing access.


4. What can I ask Refrens AI to do?
You can ask Refrens AI about your business data and perform supported Refrens tasks directly through WhatsApp. Simply type your request naturally, and the AI will guide you through the process.


Have an idea that could make Refrens better? We’d love to hear it!
Share your feature requests and suggestions with us on our feedback board:
Share Your Feature Request>


If you still have questions, reach out to us at care@refrens.com or contact us through chat support for quicker assistance.

Updated on: 12/10/2026

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