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Conversations lets you ask a client for documents and chat with them on WhatsApp, right inside Xenora. It looks and feels like WhatsApp: you see every message, every file the client sends, and what is still pending — on one screen. Every conversation is a normal case behind the scenes. Anything you do in the conversation shows up on the case, and the other way round.
Conversation view

A conversation with the client, with the document checklist on the right

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Where to find it

  • Active Conversations (sidebar) — every conversation that is still open, most recent first. Search by client name or case number.
  • Cases / Conversations — open any case and switch between the Conversation and Case tabs at the top.

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Start a new conversation

Click New conversation. You don’t need to write a formal message — just list what you need, and Xenora writes the message for the client.
1

Pick the client

Choose one or more clients. Sending to several clients at once creates a separate conversation for each. Use New client to add someone who isn’t in Xenora yet.
2

Pick the entity (optional)

The company or firm the request belongs to. You can create a new one on the spot.
3

List the documents

Type the documents you need, one per line, in your own words — for example Form 16, Rent receipts. Or start from a saved template (see below).
4

Check the checklist

A Document checklist preview appears as you type. Click a name to rename it, click Required to make a document optional, or add a document that’s missing. If something is unclear — say, Income Tax Return without a year — Xenora asks you a quick question with options to pick from. Documents that hold sensitive details show a shield icon; those details are stored masked.
5

Set the deadline and reminders

Pick a Document deadline and how often to remind the client. Reminders start 7 days before the deadline and stop 2 days after it. Choose No reminder if you’d rather remind the client yourself.
6

Choose how to send it

Tick WhatsApp to send on WhatsApp. Email is always sent when the client has an email address. The WhatsApp message preview shows exactly what the client will receive.
7

Send request

Click Send request. The client gets a message with the list of documents and a secure upload link.
A client can have only one open WhatsApp request at a time. If a client already has one, Xenora tells you and offers to Send by email instead. The other clients in the same request are sent as normal.

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Templates

If you ask for the same documents often, save the list as a template:
  • New template saves what you’ve typed as a template you can reuse.
  • Browse templates shows all templates. Star the ones you use most — up to four appear as quick buttons under Start from.
  • From the Templates page, Use in conversation opens a new conversation with that template already filled in.

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Chatting with the client

The conversation shows everything in order, grouped by day:
  • Your messages and the client’s replies, with WhatsApp ticks: ✓ sent, ✓✓ delivered, blue ✓✓ read.
  • Files the client sends — Xenora matches each file to the right document on the checklist (for example #1 Rent Receipt) and shows its status. Click the eye icon to open it.
  • AI checks — after each upload, Xenora’s AI checks the document and shows a note. Green means it looks right; red means something is wrong — for example, “Document is a blank template with unfilled placeholder fields”.
  • WhatsApp template messages — the formal messages Xenora sends for you, such as the first request and reminders.
Click Load older messages at the top to see earlier history.

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The 24-hour WhatsApp rule

WhatsApp only lets businesses send a free-form message within 24 hours of the client’s last message. The badge at the top tells you where you stand:
  • Chat open · 5h left — type a message and press Enter to send. (Shift+Enter adds a new line.)
  • Awaiting reply — the client hasn’t written in the last 24 hours. You can still write to them: your text is sent as a custom message inside an approved WhatsApp template. Once the client replies, the chat opens again.

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Things you can do from the conversation

  • Send reminder — nudges the client about documents that are still pending. It’s turned off once every document has been received.
  • Share a document — tap + next to the message box and pick a document or photo to send the client.
  • Ask for another document — use Add under the checklist. The new document is added to the list and the client is asked for it.
  • Turn on WhatsApp — if the case was sent by email only, the conversation shows Email only. Turn WhatsApp on to chat and send documents here.

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The checklist panel

The right side of the screen shows the checklist: how many documents are verified (for example 4/4 verified), the due date, and the status of each document — Awaiting, Received, AI flagged, Verified, Rejected or Re-upload. To verify or reject a document, use the Case tab, the same as any other case.

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When the case ends

A conversation closes when its case is Completed or Cancelled. The badge at the top shows a lock, and the message box is replaced with a note. To ask the same client for anything else, click New conversation.