WhatsApp template · Utility
Invoice Generated WhatsApp Template for IT & Software Companies
A ready-to-adapt WhatsApp message for IT services firms, SaaS and software companies, with placeholders, sample values and compliance notes.
When to Send This Message
Send when a subscription invoice is created. For IT services firms, SaaS and software companies, this is one of the everyday messages that keeps users and clients informed without a phone call. Most businesses send it automatically from their software, so the timing is consistent.
For SaaS products, onboarding, usage alerts, billing and security notifications are everyday communication, and they must be reliable.
The WhatsApp Template
Hi {{1}}, invoice {{2}} for Rs. {{3}} for your [Business Name] subscription is generated. Due date: {{4}}. View: {{5}}
Thank you.[Business Name]
Example with sample values
Hi Rahul, invoice SaaS-2291 for Rs. 11,800 for your [Business Name] subscription is generated. Due date: 5 Nov. View: https://example.com/i/IT3 Thank you.
Replace [Business Name] with your registered brand name. Links shown use example.com as a placeholder; use your own domain.
Placeholders and Sample Values
| Placeholder | Meaning | Sample value |
|---|---|---|
| {{1}} | Name | Rahul |
| {{2}} | Invoice | SaaS-2291 |
| {{3}} | Amount | 11,800 |
| {{4}} | Date | 5 Nov |
| {{5}} | Link | https://example.com/i/IT3 |
Filling in each placeholder
- Name (sample: Rahul): Use the first name or the salutation the customer gave you; fall back to a neutral greeting if the field is empty.
- Invoice (sample: SaaS-2291): Use the same reference format that appears on your invoices, receipts or software, so customers and staff can match it quickly.
- Amount (sample: 11,800): Write amounts as Rs. 1,499 rather than with the rupee symbol, which forces Unicode encoding in SMS and shortens each part to 70 characters.
- Date (sample: 5 Nov): Write dates in an unambiguous form such as 14 Oct or 14 Oct 2026; avoid formats like 10/11 that customers read differently.
- Link (sample: https://example.com/i/IT3): Use your own short, recognisable domain; for SMS in India the domain must be whitelisted on DLT, and each variable is usually limited to 30 characters.
This template has 5 placeholders and a body of 128 characters before values are filled in. WhatsApp allows up to 1,024 characters in a template body, but short messages with one clear action get the best response.
Category and Approval
Utility templates must relate to a specific transaction, account or request the customer already has with you, such as a confirmation, reminder or status update. Do not add offers or promotional lines, as Meta may reclassify the template as marketing.
Compliance Checklist
- Variables are numbered in order and you provide sample values when submitting; avoid starting or ending the body with a variable.
- Links point to your own website or a trusted domain, and button labels are short and clear.
- Marketing messages include an easy way to opt out, and opt-outs are honoured promptly.
Rules to keep in mind for IT & Software Companies
Security messages (OTPs, login alerts) must never contain marketing content. B2B outreach must respect privacy laws in each market, such as GDPR for EU contacts and CAN-SPAM or TCPA in the US, as well as the DPDP Act, 2023 in India.
General guidance, not legal advice. Rules change, so confirm current requirements before launch. See our WhatsApp compliance guide for India.
Tips for Better Results
- Use the customer's name and a reference number so the message is easy to trust and to search for later.
- Send it as close as possible to the event it relates to, such as right after booking or the day before an appointment.
Where this message fits for IT & Software Companies
Software buyers usually start with a business problem, search for solutions, read review sites such as G2 and Capterra, compare features, integrations and pricing, and then request a demo or start a free trial. Several people, including IT, finance and the end users, are involved, and onboarding and support determine renewals.
Search, content marketing and LinkedIn generate leads; webinars and demos show the product; email nurtures trial users and leads; SMS and WhatsApp deliver OTPs, system alerts and onboarding nudges; voice calls are used for account management.
Campaign ideas that pair with this template
- Trial onboarding sequences with key feature tips on days 1, 3 and 7
- Webinars for new feature launches
- Renewal reminders with usage summaries 60 days before contract end
Need this WhatsApp template set up?
We register, submit and connect templates for you, and send test messages before launch.
Questions About This Template
When should a software company send the invoice generated message?
Send when a subscription invoice is created. Sending it at a consistent time builds trust and reduces follow-up calls.
Do WhatsApp templates need approval?
Yes. Business-initiated messages outside the 24-hour customer service window must use a template approved by Meta. Approval is usually quick, but templates can be rejected or re-categorised if they break the guidelines.
Can I change the wording?
Yes. Adapt the text to your business, but keep it clear and specific, keep variables in order and submit realistic sample values. Any change to an approved template needs re-approval.
Can DND Teams set this up for my software company?
Yes. We adapt the template to your business, register or submit it, and connect it to your software or our panel. Share your use case on WhatsApp or through the form.
Related Templates
More WhatsApp templates for IT & Software Companies
This message on other channels
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