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Clients send bills to your firm’s linked WhatsApp number. Pragma files a bill against the client its sender is bound to: the client’s own mobile, not the number the firm receives on. A bill from a number nobody has bound is held for a person to assign instead of being guessed at. Only an Owner links the firm’s number and sees Settings → WhatsApp intake. An Owner, or a Manager assigned to the client, binds senders on the client’s Setup → Intake tab.
1

Check the connection status

Open Settings → WhatsApp intake. Under WhatsApp number for this firm, the badge reads Connected, Linking, Not reconnecting or Not linked. When connected, it shows the Number, what it is Called, Connected since and Last spoke to WhatsApp. With Not linked, nothing a client sends is collected.
2

Link a number

Select Connect a WhatsApp number and read Use a number you do not use: Pragma becomes a linked device on that number, reads and sends its messages automatically, and WhatsApp may ban a number used for automation. Enter Name this number (for example Front desk, up to 80 characters), tick I understand this number will be automated and should not be a personal number, and select Generate a code.
3

Scan or type the code

On the phone that holds the number, open WhatsApp → Settings → Linked devices → Link a device and scan the code; it refreshes on its own. To pair without the camera, select Link with a code instead, enter the Mobile being linked, select Get a code, then on the phone choose Link with phone number instead and type the single-use Pairing code. A brief disconnect right after scanning is normal. When Number linked appears, check that phone for the confirmation message, then select Done.
4

Recover or change the number

If the badge reads Not reconnecting, nothing sent to the number is being collected: select Reconnect, or Disconnect and link another. If a link was started but never finished, use Show the code to continue or Stop trying to abandon it. Disconnect stops collecting bills sent to the number and removes it from that phone’s linked devices; nothing already filed changes. Only one number can be linked per firm.

Bind each client’s sending number

1

Check who is already bound

Open Clients → [client] → Setup → Intake. Under WhatsApp senders, check the list before adding another mobile; No senders bound means bills from this client are all being held. The Intake tab shows the number of active senders.
2

Bind a sender

In Their mobile, enter the client’s 10-digit Indian mobile, for example 9876543210; the +91 prefix is shown separately, not typed. Select Bind sender; the button stays unavailable for fewer than 10 digits. Repeat for each mobile the client sends from.
3

Understand a Hidden number

A sender may show Hidden number: WhatsApp did not disclose that sender’s number. It was created when a held message was assigned with its sender remembered, and messages from it still route to this client. Do not type a guessed number to replace it.
4

Unbind a sender

Select Unbind beside the sender and confirm Unbind. Bills sent from that number stop being filed against this client; nothing already filed moves.
The Email section on the tab is informational: email intake is not available. On Settings → WhatsApp intake, the Who can send us bills table lists each active client with its Senders count (None if nothing is bound) and Numbers; select a row to open the client and bind one. A badge such as 2 opted out lists numbers that replied STOP: their bills still arrive, but they get no acknowledgement back.

Assign bills from unknown senders

When a bill arrives from a number nobody has bound, it appears under Waiting to be assigned on Settings → WhatsApp intake, with Received, From (or unknown), File and Type. Nothing is filed until someone decides whose it is. The section is hidden when nothing is waiting.
1

Identify the sender

Check the From number and file name with your team or the client before assigning. If the bill is not for your firm, select Discard.
2

Assign it to a client

Select Assign, choose the client in File this against, and leave Remember this sender for that client ticked if every future bill from this number belongs to the same client (untick it for a one-off). Select Assign, or Cancel to back out. The bill is then fetched and read like any other WhatsApp bill and appears in Review queue.
A received document is not a voucher posted to the client’s books (Tally or Zoho Books): review and approve it. The client’s Overview → Messages tab shows each WhatsApp message and file from that client (see Request documents from clients).

When something is refused

  • That WhatsApp number is already bound to a client. Unbind it first. The same active number cannot route to two clients, in your firm or another. Check with the sender and your team before changing a binding.
  • Too many attempts. Wait a moment and try again. Binding attempts are rate-limited.
  • A WhatsApp number is already linked. Disconnect it before linking another — one number per practice, or a client would get replies from a number they have never seen.
  • Confirm you understand that this number will be automated before linking it.
  • An Assign or Discard that reports a conflict means a colleague, or the agent, already handled that message.

Still stuck?

Open a case from Help & support in Pragma, or book a walkthrough and the team will show you around on a call. Can’t sign in? Contact support.