Client project · Nova Digital Store
Receipt verification on WhatsApp — Nova Digital Store
A WhatsApp workflow that reads payment-receipt screenshots, checks them against the order ledger, catches repeat submissions and confirms or rejects the customer, with staff alerted for edge cases.
The problem
Customers sent payment-receipt screenshots on WhatsApp to complete their purchases. Staff checked each image by hand, matched the reference number against the order records and approved or rejected the order, which was slow on busy days.
What we built
A 69-node n8n workflow on the client's server:
- Customers send payment-receipt screenshots on WhatsApp
- OCR reads the amount and transaction reference
- The details are checked against a Google Sheets order ledger
- Repeat submissions of the same transaction are caught
- The customer gets a confirmation or a rejection; staff are alerted for edge cases
Documentation and handover were delivered in the client's working language (Spanish). This client's payments were not bKash or Nagad, but the receipt-checking method is the same. No time-saved or accuracy figures are published.
Workflow
How the workflow is connected
Receipt check
- Receipt on WhatsApp
- OCR extraction
- Ledger check
- Duplicate detection
- Reply or staff review
Errors and human handoff
- Receipts that fall outside the agreed rules go to staff for manual review instead of being approved.
- A repeat submission of the same transaction is flagged.
- Staff are alerted only for the cases that need a person.
Stack
- n8n (self-hosted)
- WhatsApp Business (Evolution API)
- OCR
- Google Sheets
- VPS
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