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How does it work?

Each store in the network becomes a unit in the brand’s account. The unit has its own WhatsApp number, its own team, and its own cashback automation. When a unit records a sale, Bevits creates the cashback and sends the message to the customer through the WhatsApp of the unit where they bought. The head office tracks the sales of all units in one place. Each unit’s team sees only the customers and sales of its own unit. A unit can record a sale in two ways:
  • From the Bevits sales screen: go to Sales → New sale, on a computer or a phone.
  • From the unit’s WhatsApp: the team sends the sale details to the Bevits sales agent, without opening the dashboard.

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Before you start

Have these ready:
  • Owner or administrator access to the brand’s account (head office), with permission for integrations and store settings.
  • The list of units, with name, address, and the person in charge of each.
  • One phone per unit, with the WhatsApp Business App active on the unit’s number.
  • Access to the Meta account that manages the brand’s business portfolio.
  • The cashback rules: percentage, safety cap, expiry, and minimum next-purchase amount. See how each rule works in Giftback.
With more than two units, verify the business in Meta Business Suite before you connect the third number. A verified portfolio accepts up to 20 numbers. Details in WhatsApp coexistence.

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Setup overview

The head office repeats the steps below for each unit.

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Step by step

1

Connect the unit's WhatsApp

Connect the unit’s number in coexistence, following the WhatsApp coexistence guide. The number keeps working in the WhatsApp Business App on the unit’s phone, and it also starts sending messages through the official API.Connect all numbers to the same business portfolio of the brand.
2

Create the unit

Click your email in the bottom-left corner and go to Settings → Store → Units tab → New unit.Fill in:
  • Unit name: use the name your team recognizes, for example Downtown Store.
  • Address (optional): street, number, neighborhood, city, and state.
  • Team members (optional): the people at the unit who already have Bevits access. You can add more later, in step 5.
  • Official WhatsApp numbers: select the number connected in step 1.
Click Save unit.New unit window with name, address, team members and official WhatsApp numbersThe unit shows up in the list with its number of members and linked numbers.Units tab with the new unit
3

Create the unit's cashback automation

Go to Automations and create an automation for the unit. Give it a name that identifies the unit, for example Cashback · Downtown Store.Build the automation with these blocks:
  1. Trigger: the Physical store origin and the Manual sale event.
  2. Coupon: set the cashback percentage, the safety cap, and the expiry.
  3. WhatsApp: click Add the template and write the cashback message. Under Official WhatsApp account, choose the unit’s number. This is the number the customer receives the message from.
  4. Timer, Conditional and a second WhatsApp (optional): a reminder a few days before the coupon expires. In the Conditional, check that the coupon hasn’t been used yet, so only customers who haven’t come back get the reminder.
Automation trigger with the Physical store origin and the Manual sale eventUse the sale and coupon variables in the template:Example text:
Hi, [customer name]! Thanks for shopping at Downtown Store. You earned [cashback amount] in cashback to use until [expiry date]. Just show coupon [coupon code] on your next purchase.
Submit the template for Meta approval. When it shows as Approved, turn on the automation. It will then appear in the Cashback automation field on the sales screen.
Repeat this step for each unit, always choosing the unit’s own number in the templates. Bevits shows each unit only the automations with templates from its number, and one unit’s cashback never goes out from another unit’s number.
Each sale generates a coupon. Use a single Coupon block per automation.
4

Enable sales through WhatsApp (optional)

Do this step if the unit will record sales by messaging the Bevits sales agent. If it only uses the sales screen, skip to the next step.Under Settings → Store → Units tab, scroll to Sales through WhatsApp. Under Authorized stores, for each unit:
  1. Check the Number that sends the sales. If the unit has a single number, it is already selected.
  2. Under This store’s cashback automation, choose the automation created in the previous step. If the unit has only one, it is already selected.
  3. Click Authorize. The unit now shows as Authorized.
Sales through WhatsApp with the unit's number and automationThe agent recognizes the unit by the number that sent the message, runs that unit’s automation, and the customer gets the cashback through the unit’s WhatsApp. To pause WhatsApp sales for a unit, click Remove authorization.Save the Bevits sales agent number in the phone contacts of each unit: +55 11 95213-1664.
5

Give the unit's team access

Invite the unit’s manager and salespeople under Settings → Team. After the invite is accepted:
  1. Go back to the unit under Settings → Store → Units and add the person under Team members.
  2. Under Settings → Team, open the person’s menu and click Custom permissions.
  3. Under Access scope, choose Linked units only and save.
Custom permissions with the Access scope fieldWith this scope, the person can access only Sales and Customers, and sees only the records from their units. The head office team keeps Entire organization and tracks the whole network.
A person can belong to more than one unit. This is useful for someone who runs several stores or for a regional supervisor.

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Unit routine

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Record a sale from the sales screen

  1. Under Sales, click New sale.
  2. Type the phone number with area code. If the customer is already registered at your unit, Bevits fills in the name.
  3. Enter the purchase amount.
  4. Under Sales unit, check the unit. For someone with access to a single unit, it is already selected.
  5. If the customer used a cashback coupon, enter the code under Coupon used.
  6. Check Trigger cashback automation. The screen only shows the automations of the selected unit; if there is one, it is already chosen. Click Save.
New sale window with phone, name, amount, coupon, unit and cashback automation The customer gets the cashback right away, always through the WhatsApp of the unit selected in Sales unit.

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Record a sale through WhatsApp

In the unit’s WhatsApp Business App, send a message to the Bevits sales agent. Start with nova venda (new sale) and send, in a single message, the customer’s name, phone number with area code, and purchase amount:
If the customer used a cashback coupon on this purchase, add the code to the same message (cupom means coupon). Bevits marks the coupon as used:
If any detail is missing, the agent asks for it. When the sale is complete, the agent confirms it, the sale shows up under Sales, and the customer receives the cashback through the unit’s WhatsApp.
If the unit sends a sale with the same phone number and amount as another sale from the last 24 hours, the agent asks for confirmation before it runs the automation. Reply confirmo a venda (confirm the sale) to record a new purchase, or é outra compra (it’s another purchase) if it is a different record.

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Customer who buys at another unit in the network

The customer record belongs to the brand. If the customer buys at another unit, Bevits recognizes the phone number and adds the new unit to the record, without duplicating the customer. Each unit only sees what happened there: the customer’s purchases, coupons, and totals at that unit. The full history across the network is visible only to the head office.

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Track the sends

The head office tracks everything in two places:
  • Sales: all sales across the network, with the unit for each one.
  • Settings → Store → Units → Latest cashback triggers: the latest cashback sends and the status of each one.

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Checklist for each new unit

  • Unit’s number connected in coexistence on the brand’s portfolio.
  • Unit created with name, address, and WhatsApp number.
  • Cashback · unit name automation active, with the template approved on the unit’s number.
  • If the unit records sales through WhatsApp: unit Authorized under Sales through WhatsApp and agent number saved on the unit’s phone.
  • Manager and salespeople invited, linked to the unit, and set to the Linked units only scope.
  • Test sale recorded and cashback received on WhatsApp.

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Common issues

For questions about the network setup, email us at hey@bevits.com or use the support chat in the platform.