Chat Support on Autopilot for Alegra Users
For businesses that bill in Alegra: an agent that answers the "where is my factura?" and "did my payment land?" chats by looking up the customer's invoices and payments in Alegra, and hands fiscal corrections to your team.
11 billing chats answered this morning. One that needed Alegra:
Customer
“Hi, we paid invoice FV-1182 by bank transfer on Friday. Can you confirm it went through and resend the August invoice? Our accountant can't find it.”
Agent draft · in your tone
Hi Valentina. Your transfer of $4,860,000 COP was applied to FV-1182 on Sep 19, so that invoice shows as paid. The August invoice is FV-1127 and I've just emailed the PDF and XML to compras@ferreteriaelroble.co from Alegra. Your only open invoice is FV-1201, due Oct 15.
Can an AI agent answer customer billing chats using Alegra?
Yes, for the billing questions your chat gets every day.
- 01
Trigger fires
The chat itself lives in your helpdesk or WhatsApp; Alegra is where the answers are.
- 02
Find the customer in Alegra by tax ID or email
When a customer asks for a copy of an invoice, whether a transfer was applied, or what they still owe, the agent finds the contact in Alegra by tax ID or email, reads their open and paid invoices and recorded payments, and replies in the chat with the invoice number, balance and due date.
- 03
Read their invoices, payments and open balance
It can email the invoice PDF from Alegra to the address on file.
- 04
Answer in chat or email the invoice PDF
Anything that changes a stamped electronic invoice, such as a wrong RFC or NIT, a cancellation or a disputed amount, goes to a person on your billing team.
- 05
You approve
Anything under your confidence bar waits for a human.
How you tell it what to do
Built in plain English.
You write the rule the way you'd describe it to a teammate. The agent reads the rule, breaks it into the actions it'll take, and confirms the apps it'll touch — before it does anything.
- 1Find the customer in Alegra by tax ID or email
- 2Read their invoices, payments and open balance
- 3Answer in chat or email the invoice PDF
- 4Send fiscal data corrections to the billing team
How it connects
Connect Alegra. The agent does the rest.
Claude and ChatGPT are already running on our side. You connect Alegra with one click, and chat support runs inside it.
Claude and ChatGPT run on our keys. Nothing for you to configure.
- AlegraConnect
- IntercomConnect
Runs on your data, in your apps.
Nothing to deploy. Nothing to maintain.
Actions
What Alegra + DeskFerry can do
Real Alegra actions your AI agent can perform automatically — no manual work required.
Process new orders
Capture new orders from Alegra and trigger fulfillment workflows, inventory updates, and customer notifications.
Update inventory levels
Sync stock quantities in Alegra across all sales channels to prevent overselling and stockouts.
Manage product listings
Create, update, or archive product listings in Alegra based on catalog changes and pricing rules.
Handle refunds and returns
Process refund requests in Alegra and update order status, inventory, and customer records automatically.
Segment customers by purchase history
Analyze order data in Alegra to build customer segments for targeted marketing and loyalty programs.
Generate sales reports
Pull revenue, average order value, and product performance data from Alegra into formatted summaries.
Sync customer data
Push customer profiles and purchase history from Alegra to your CRM and marketing platforms.
Send order status notifications
Trigger automated shipping confirmations, delivery updates, and review requests from Alegra order events.
Customer says FV-1175 was stamped with the wrong NIT. Fixing it means cancelling and reissuing, so it's waiting for Lucía.
Customer sent a transfer receipt for $1,200,000 COP. No matching payment is recorded in Alegra yet.
The chat email belongs to two Alegra contacts with different tax IDs. Asked the customer to confirm which company.
Human in the loop
Approve before it sends.
Every draft lands in a review queue. You approve, edit, or reject — the agent never acts on its own unless you explicitly turn that on for a workflow you trust.
Governance
Every action, with the reasoning attached.
Each step the agent takes is logged with what it did, why it did it, and which app it touched. Audit-ready, so security and compliance can sign off without backfilling.
- Agent9:42 AM
Replied in chat #CH-2087 with FV-1182 status and FV-1201 due date.
- Agent9:41 AM
Emailed invoice FV-1127 from Alegra to the contact's billing address on file.
- Agent9:41 AM
Matched chat to Alegra contact Ferretería El Roble by NIT and email domain.
- Agent9:37 AM
Held chat from Distribuidora Andina for Lucía.
Reason: The customer wants a different NIT on an invoice that is already stamped. That needs a cancellation and reissue, which a person must approve.
- Lucía9:30 AM
Updated the rule: never promise a reissue date in chat.
How it works
Get started in three steps
Step 01
Connect Alegra and your chat
Add your Alegra API credentials and the chat tool your customers use, such as an Intercom widget or WhatsApp. The agent reads contacts, invoices and payments from Alegra.
Step 02
Say what it may answer
Write it plainly: confirm payments, resend invoices, quote balances and due dates. List what always goes to billing, such as tax ID changes, cancellations or payment plans.
Step 03
Work the handoffs
Chats that need a decision land in the review queue with the Alegra invoice already attached, so whoever picks it up doesn't start the lookup over.
Start automating Chat Support for Alegra
7-day free trial. Works with the tools you already use.
FAQ
Frequently asked questions
Does the agent create or cancel invoices in Alegra from a chat?
Not by default. In chat it reads contacts, invoices and payments and can email an existing invoice. Creating, cancelling or reissuing an electronic invoice changes what was reported to the tax authority, so those requests are routed to your billing team with the conversation and the invoice attached.
How does it know which Alegra contact is chatting?
It matches on the tax ID the customer gives, such as a NIT, RFC or RUC, and on the email address. If the email belongs to more than one contact, or the tax ID doesn't match any contact, it asks the customer to confirm rather than reading out another company's balance.
Can it reply in Spanish or Portuguese?
Yes. It answers in the language the customer writes in, and it uses your invoice numbering and currency exactly as Alegra shows them, so a customer in Colombia sees amounts in COP and one in Mexico sees MXN.
What if a customer says they paid but Alegra shows the invoice as open?
The agent says it can't see the payment yet and asks for the transfer receipt. It never marks an invoice paid on the customer's word. The receipt goes to the review queue so someone can check the bank and record the payment in Alegra.
Which chat channels does this work with?
Any chat tool you connect: a website widget like Intercom, WhatsApp Business, or Facebook Messenger. Alegra has no chat of its own, so it is the source of billing answers while the conversation stays in the channel your customer chose.
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