Copy-and-paste WhatsApp templates for business-to-business selling: quote request intake, sending a quote, quote follow-ups, order confirmation, invoice delivery, polite payment reminders at due, 7 and 30 days, and disputes

B2B conversations on WhatsApp are about money in both directions: getting the quote out fast and getting the invoice paid. Both reward messages that are short, specific and unembarrassed. These templates cover the whole cycle, from "can you quote us" to "payment received".

By Ritchie, ReplyKit · Published 5 October 2026 · 5 min read

Quotes

Quote request intake

Happy to quote. To get it right first time, could you send: the items or service and quantities; specs or a drawing if relevant; delivery address and required date; and your company name and the person the quote should be addressed to? A quote will follow {within one business day}.

Sending the quote

Quote {number} attached for {summary}: {total} excluding {tax}, valid until {date}. Lead time {n} days from order. Payment terms {terms}. To proceed, reply "approved" or send a PO, and we'll confirm the schedule.

Follow-up 1 (3 days)

Hi {name}, checking you received quote {number} for {summary}. Happy to adjust quantities or specs if useful. Any questions?

Follow-up 2 (10 days)

Hi {name}, quote {number} is valid until {date}; after that, {material / rate} prices may change. If timing has moved on your side, tell me and I'll hold it.

Follow-up 3 (close)

Hi {name}, I'll close quote {number} for now so it doesn't clutter your inbox. If the project comes back, message me and I'll refresh it the same day.

The quoting process is in handling quotation requests, and the follow-up timing in following up silent leads.

Orders and invoices

Order confirmed

Thanks, {name}; order {number} confirmed against PO {number}: {summary}, {total}. Delivery {date} to {address}. Invoice follows {on dispatch / on completion}. Any changes, reply here before {date}.

Invoice sent

Invoice {number} for {amount} is attached, due {date}. Pay by bank transfer to {account} with reference {number}, or by card here: {link}. Reply if you need it addressed differently.

Payment details on request

Our payment details: {bank, account, reference format}. Card payments: {link}. Terms are {n} days from invoice date.

Payment reminders

Due today

Hi {name}, a friendly reminder that invoice {number} for {amount} is due today. Details are {bank / link}. If it's already on its way, please ignore this. Thank you!

7 days overdue

Hi {name}, invoice {number} ({amount}) was due on {date} and we haven't received it yet. Could you let me know when we can expect payment, or whether anything is holding it up? Happy to resend the invoice.

30 days overdue

Hi {name}, invoice {number} ({amount}) is now 30 days overdue. We need to resolve this by {date}; after that, {consequence per your terms, e.g. late fees apply / we pause further orders}. If there's a problem with the invoice, tell me and we'll sort it. Otherwise, payment details: {bank / link}.

Payment received

Received, thank you: {amount} against invoice {number}. Receipt attached. Pleasure doing business.

Invoice dispute

Thanks for flagging it. Could you tell me which line looks wrong and what you expected? I'll check against the quote and PO and come back {today}. The rest of the invoice is unaffected meanwhile.

Reminders are sent by a person; the agent answers "how do I pay" and "can you resend the invoice". A customer who disputes is handed over immediately.

Frequently asked questions

ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.