Claims on WhatsApp

Video Walkthrough

Watch a typical claim go from receipt photo to approval, all inside WhatsApp.

Fr8Claims-WhatsApp-Bot-Guide.mp4

Quick overview

Fr8Claims runs a global WhatsApp bot shared across every tenant. From the chat you can:

Send a receipt photo → bot auto-creates a claim with OCR extraction
Text **$45 Lunch** → quick claim without a photo
Slash commands — /status, /help, /cancel
Approvers only — reply A or R to approval notification messages

Cash advances are not on WhatsApp — those stay in the app. See User Guide for Cash Advances.

Save the bot's number

Save the Fr8Claims WhatsApp number your admin gave you as a contact. This keeps messages out of spam / unknown senders.

Once saved, open the chat and send any message to get started. If you've been registered by your admin, the bot recognises your number automatically.

Sending a receipt photo (the easy way)

Open the Fr8Claims Bot chat.
Tap the attachment icon and send a photo of your receipt.
The bot replies with what it extracted:
- Amount (e.g. S$48.50)
- Vendor (e.g. Shell Jurong)
- Date (e.g. 24 May 2026)
Reply 1 to confirm, 2 to edit, or 3 to cancel.

If confirmed:

RC-2026-0050 — S$48.50 — Fuel at Shell Jurong — Pending L1

If the extraction is wrong

Reply 2 to enter the correct details manually. Use the format $45 Lunch at Changi — amount first, then a short description. The bot creates the claim with your values.

Quick text claim

When you don't have a receipt (or just want a fast entry), type the dollar amount followed by a description:

$45 Lunch with client

The bot creates and submits the claim right away:

RC-2026-0051 — S$45.00 — Lunch with client — Pending L1

Paid in another currency?

If your company has turned on overseas currency capture, start the amount with the currency instead of a plain dollar sign:

RM79 lunch · ฿250 taxi · $70 fuel

The bot records what you paid, converts it to your company's currency at the current rate, and shows both:

RC-2026-0053 — MYR 79.00 → S$23.70 — Lunch — Pending L1

A plain number with no currency stays in your company's currency, as usual. If it isn't turned on, every amount is in your company currency — check with your tenant admin.

Slash commands

Command	What it does
/status	Shows your 5 most recent claims with icons (✅ approved, ⏳ pending, ❌ rejected, 📝 draft, 📨 submitted, 📮 posted)
/help	Lists all commands
/cancel	Cancels the current claim flow

Example /status:

✅ RC-2026-0048 — S$120.00 — Airport transfer ⏳ RC-2026-0050 — S$48.50 — Fuel at Shell Jurong ⏳ RC-2026-0051 — S$45.00 — Lunch with client

Getting login links

When you tap Login on the Fr8Claims app (claims.fr8labs.co), a magic link is delivered to this WhatsApp chat. Tap the link to log in — no password. Link expires in 10 minutes; tap Login again for a fresh one.

For approvers

If your tenant admin has set you as an approver, the bot sends you approval notifications when claims come in. The message shows:

Who submitted (e.g. Sarah Tan)
Amount (e.g. S$185.00)
Description (e.g. Office supplies — printer toner)
Claim number (e.g. RC-2026-0052)

Reply A to approve or R to reject (you'll be asked for a reason on reject).

Unresponded claims stay pending — there is no auto-escalation timeout. Another approver at the same level can also act, or an admin can approve via the web app. See User Guide for Claims for the in-app and email approval channels.

Common questions

I sent /help but got no reply — The bot may be reconnecting. Wait 30 seconds and try again. If still nothing, contact your admin.

I sent a photo but the bot says it can't read the receipt — Retake with better lighting on a flat surface. If the receipt is crumpled or faded, submit through the app instead.

I didn't get an approval notification — Check (1) your admin has set you as an approver in the app AND (2) your phone is on file. Both are required.

I want to unlink my number — Contact your tenant admin.

Need help?

Your first stop is your tenant admin — the person who set up Fr8Claims for your team. They can check your account, the WhatsApp delivery setting for your tenant, and the message templates.