Orders and payments are checked by hand
Order and Payment Verification Automation
We automate the checking that eats your day: payment screenshots and order messages are read, matched to your records, screened for duplicates and answered, while unclear cases go to your team with the context they need.
Free 30-minute call — you describe the workflow, we tell you honestly whether and how we would automate it.
Who this is for
Businesses that take orders or payments through WhatsApp, Facebook or a website and verify each one manually — transfer screenshots, reference numbers, spreadsheets.
The problem
What this looks like day to day
Every receipt is checked one by one
Staff open each screenshot, find the reference number and compare it with the records — slow, repetitive work.
Duplicates and mistakes slip through
The same transaction can be submitted twice, and amounts get mismatched when the queue is long.
Peak days break the process
Promotions create a backlog and customers wait for confirmation.
Unclear cases have no owner
Exceptions get lost between chat threads and nobody can say what happened to them.
If it stays unsolved: Customers wait for confirmation, staff time goes on mechanical checking, and duplicate or mismatched payments are caught late or not at all.
The system
How it works
- 01
Intake
The payment proof or order arrives on WhatsApp (or a form) and is picked up automatically.
- 02
Extract
The amount and reference are read from the image or message using OCR.
- 03
Validate
Details are matched against your order ledger, and duplicate-detection blocks repeat submissions.
- 04
Respond
The customer receives a confirmation or rejection, and your ledger or CRM is updated.
- 05
Escalate
Anything ambiguous goes to a person with the full context, so no case is dropped.
Works with
- WhatsApp Business API
- Google Sheets as an order ledger
- OCR for payment screenshots
- n8n (self-hosted)
- PostgreSQL or your own database via API
- bKash and Nagad payment links
- Telegram, Slack or WhatsApp alerts for staff
Scope
What is included, and what is not
What you receive
- A working verification workflow on your own server
- Validation rules agreed with you and documented
- Duplicate-detection logic
- Customer confirmation and rejection messages
- An exception route to staff with context
- Failure alerts, written documentation and a recorded walkthrough
- 30 days of post-launch support for what we delivered
What we need from you
- Access to your order ledger or database
- A set of real receipts and orders to test with
- Your rules for approving, rejecting and escalating
- Who handles exceptions
Not included
- Moving money — the system verifies and records, it does not release funds
- Changing your payment provider or bank arrangements
- WhatsApp account and template approvals — Meta decides those
Reliability
When something goes wrong
- OCR is not perfect, so unclear or low-confidence cases are routed to staff instead of auto-approved
- Duplicate detection runs before any confirmation is sent
- Every decision is recorded so it can be reviewed
- We test with your real receipt samples before launch
- Failures raise alerts and are never silently dropped
Measurement
How we tell whether it works
- Share of submissions processed automatically versus escalated
- Duplicate submissions caught
- Time from submission to confirmation
- Backlog on peak days
We agree these measures during scoping and report what the system actually records. We don't promise a specific result in advance.
A working example
Where we have built this
Nova Digital Store
A 69-node n8n workflow that reads WhatsApp payment receipts, matches them to an order ledger, detects duplicates and routes edge cases to staff.
Read the full case study →Working together
What happens after you get in touch
- 01
Discovery and scope
A free 30-minute call. We map where leads, messages or orders get stuck today and agree what to automate first and how success will be measured.
- 02
Build and test
Work starts on staging with progress updates and milestone approvals. We test with your real messages, receipts or leads before anything goes live.
- 03
Launch and hand over
We move to production, watch the first live runs, and give your team documentation and recorded walkthroughs so they can operate it with confidence.
- 04
Support and improve
30 days of post-launch support to fix issues in what we delivered, then an optional maintenance retainer. We review what the system actually recorded and tune it from there.
Questions
Common questions
How accurate is the receipt reading?
No OCR is perfect. That is why low-confidence or mismatched cases go to your staff rather than being approved automatically, and why we test with your own receipts before launch.
Does it only work on WhatsApp?
WhatsApp is the most common intake, but orders and proofs can also arrive through forms or webhooks from your website.
Can it approve payments on its own?
It confirms only what matches your rules. Anything unclear is escalated to a person, and the system never moves money.
Can it connect to our order system?
If your order or inventory system has an API, webhooks or a database we can read from, yes. We confirm this during scoping.
Full scope in the catalogue
Other systems we build
Describe the workflow. We'll tell you what is possible.
Send a short description through the contact form. It reaches our workflow straight away, and a person follows up to set up a free 30-minute call — no commitment required.
Discuss Your Workflow