Reading chats and retyping orders
Staff read every message, confirm items and quantities, and copy them into a sheet or the POS. Peak hours are spent typing, not cooking or selling.
Food & beverage
Orders in, books closed.
WhatsApp orders, outlet takings and supplier invoices handled the moment they arrive, with your team approving what matters. It sits on top of the tools you already use. Nothing changes on your end.
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Where the hours go
The order is the easy part. The admin after it is not.
Every order on WhatsApp starts a chain of retyping: into the order sheet, the payment check, the delivery app and, at month-end, the books.
Matching transfers to orders
PayNow screenshots and bank lines are checked one by one against orders and outlet takings. Part-payments and refunds wait for whoever has time.
Rebuilding the books from paper
Supplier invoices, delivery notes and daily takings are keyed into Xero at the end of the month, outlet by outlet, after the fact.
Starting points
A few high-impact starting points
Each one is a workflow we have run for F&B businesses. Start with the one that costs your team the most hours.
Finance & accountingHow finance automation works
Reconcile outlet takings to the bank
Daily takings per outlet are matched to bank settlement, including part-payments, platform payouts and refunds.
Only genuine breaks reach a person.
Supplier invoices checked against orders
An invoice photographed in WhatsApp is read, checked against the purchase order and delivery note, and coded to the right account in Xero.
Totals and GST checked before the books see them.
Customer operationsHow customer operations works
Take orders on WhatsApp
Items, quantities, delivery slot and address confirmed in the chat, in your menu language, with stock and cut-off rules applied.
Every order recorded without retyping.
Confirm payment and book delivery
Payment proof is checked, the order is released and the delivery is booked with Grab or your own riders in one flow.
Customers get a confirmation in minutes.
Answer the same twenty questions
Opening hours, menu, allergens, halal status, catering minimums: answered from your own information, and handed over when it is not routine.
Staff handle exceptions, not FAQs.
Pre-orders and catering enquiries
Large orders are captured with the details a kitchen needs and routed to the right outlet for a yes or no.
No enquiry lost in a busy thread.
Owner & managementMeet Rapi
A morning briefing across outlets
Yesterday's sales, voids, stock alerts and unanswered customer messages, per outlet, in one message before service starts.
Five minutes instead of five spreadsheets.
Supplier price tracking
Price changes on invoices are spotted and summarised so you renegotiate before margin slips.
Margin changes seen the week they happen.
How it runs
From a WhatsApp order to a closed day.
An order arrives in the chat. Biks confirms it against your menu and cut-off rules, checks the payment, books the delivery and records the sale in your sheet or Xero. Anything outside the rules, a part-payment or a new supplier price, waits for a person in the same thread. Nothing is retyped and nothing is decided twice.
You stay in control
Nothing moves without your approval.
You set the limits. Biks never pays a supplier, refunds a customer or changes a price on its own. Unclear lines go to a named person with the context attached, and every action is logged.
- LimitsPayments, refunds and price changes above the thresholds you set wait for a person.
- Flags and review queueAn unreadable receipt or a mismatched total goes to the right person with the reason, not into the books.
- Audit logEvery order, match and approval is recorded with who, what and when, and can be exported.
- Learns from correctionsCorrect a supplier's account once and every later invoice follows. Nothing is re-decided each month.
Measured results
Four hours of order admin became twenty minutes.
Rosalie, a food business selling through WhatsApp, went live in three weeks. A multi-outlet group we work with replaced five admins' two-hour morning check with a five-minute review across eleven outlets.
4+ hrs → 20 minDaily order admin
99%Response rate
>50%Higher closing rate
Read the Rosalie case study“We now own the entire order system end to end.”
How we work
Discover, pilot, scale. Live in about a week.
- Discover & connect
We map one workflow with your team, usually orders or takings, and connect the tools it touches: WhatsApp, your POS export, Sheets and Xero.
- Pilot in production
It runs on real orders beside your staff, who correct it as it goes. Payments and refunds wait for approval from day one.
- Scale
The next outlet, the next workflow, the next brand, on the same engine and the same rules.
Priced per workflow: a one-time build and a monthly subscription that covers running and improving it. Compare it with the admin hire you were about to make, not with software.
FAQ
Can Biks take WhatsApp orders without my staff retyping them?
Yes. Orders are confirmed in the chat against your menu, stock and cut-off rules, then recorded in your order sheet, POS export or Xero without anyone retyping them. Staff step in only for exceptions.
How does it reconcile outlet takings with the bank?
Daily takings per outlet are matched to bank settlements and platform payouts, including part-payments and refunds. Matched lines are recorded; only genuine breaks are sent to a person with the reason attached.
Will it refund customers or pay suppliers on its own?
No. Biks never pays, refunds or changes a price by itself. Those actions wait for a person above the limits you set, and every action is logged.
How is customer data handled under the PDPA?
Customer details stay in your WhatsApp Business account and your own tools. Biks reads only what the workflow needs, keeps an operational record of every action, and never uses your data to train models. We help you keep the consent and purpose notices the PDPA expects.
What does it cost compared with hiring an admin?
Each workflow has a one-time build fee and a monthly subscription that covers running and improving it. We scope it on a call and price it against the admin hire it replaces, not against software seats.