FAQ & Troubleshooting — Chaiin

Find quick answers about Chaiin’s free supplier pricing report, ordering process, and support details.

Chaiin FAQ & Troubleshooting Guide

Last Updated: January 2025 Reading Time: 12 minutes Category: Support & FAQ Tags: #faq #troubleshooting #support #common-questions #bangalore-restaurants

Table of Contents

  1. Free Report Questions ⭐ NEW - Start here if you're new
  2. General Questions
  3. Getting Started
  4. Ordering & Orders
  5. Suppliers & Products
  6. Payments & Invoicing
  7. Technical Issues
  8. Account Management
  9. Troubleshooting

Free Report Questions

New to Chaiin? Start here! These are the most common questions about our FREE Strategic Pricing Report.

What is the free pricing report?

A personalized analysis showing exactly where you're overpaying on supplier costs.

You'll get:

Delivered in 2-3 hours via WhatsApp. 100% free. No obligations.

How do I get the free report?

3 simple steps:

  1. Message us on WhatsApp - Send "Hi" to start
  2. Choose option 2 (Get Free Report)
  3. Upload 2-3 supplier invoices (PDF or photos)

That's it! We'll analyze and send your report in 2-3 hours.

Get Your Free Report Now →

What invoices do I need?

Any 2-3 recent supplier invoices from the last 7-30 days.

✅ Works with:

Any category: Vegetables, dairy, meat, dry goods, beverages, etc.

Privacy: We only use these to create your report. Data stays confidential and is deleted after report generation.

How accurate is the pricing comparison?

Very accurate. We compare against real, current prices from our verified Bangalore supplier network.

Our database includes:

Note: Prices fluctuate with market conditions. We show the best available price at the time of analysis.

Is the report really free? What's the catch?

Yes, completely free. Zero cost.

Why we offer it: We want to show you the value before you commit to anything. If the report shows significant savings and you want our help getting those better prices, we facilitate the orders and earn a small commission.

No catch. No obligation. You can:

Your choice entirely. No follow-ups or pressure.

Only Bangalore? What about other cities?

Currently: Bangalore only.

We're building our supplier network city by city to ensure quality and reliability.

Coming soon: Mumbai, Delhi, Pune (based on demand)

Not in Bangalore? Message us anyway - we'll let you know when we expand to your city. We're tracking demand by location.

How long does the whole process take?

Your time: Under 5 minutes

Our time: 2-3 hours

Total: You invest 5 minutes, get actionable savings insights in 2-3 hours.

###Do I need to switch suppliers?

No, not at all.

You can use the report in three ways:

  1. Negotiate with current suppliers - Show them the report, ask them to match prices
  2. Switch to better suppliers - We can connect you with the suppliers offering better prices
  3. Mix of both - Keep some suppliers, switch others

Your existing supplier relationships are valuable. We respect that. The report just shows you where opportunities exist.

What happens after I get the report?

You decide. Three options:

Option 1: Just keep the insights

Option 2: Start ordering with Chaiin

Option 3: Book a call

We don't follow up unless you ask us to. No spam. No pressure. Your choice.

What information do you need from me?

Just two things:

  1. Your WhatsApp number (to send report)
  2. 2-3 supplier invoices (to analyze pricing)

That's it. No:

Simple and fast.

Do you sell or share my data?

No. Never.

Your data is:

We take privacy seriously. Read our [Privacy Policy] for full details.

Can I see a sample report first?

Yes! Here's a sample overview:

Sample Cafe, Indiranagar, Bangalore

Key Findings:

Top Opportunities:

  1. Milk - Save ₹9,000/month
  2. Tomatoes - Save ₹4,200/month
  3. Onions - Save ₹2,250/month

Your report will be customized to your actual invoices.

I don't have PDF invoices. Can I still get a report?

Yes! We accept:

Quality tips:

If we can't read it, we'll let you know and you can re-send.

How soon can I start saving money?

Timeline:

Today: Get your free report (2-3 hours after uploading invoices)

Tomorrow: If you decide to proceed:

This week: Start getting better prices on your orders

This month: See actual ₹ savings in your costs

Most restaurants see measurable savings in the first week.

Ready to see your numbers?

Get Your Free Report on WhatsApp →

Serving Bangalore restaurants. 2-3 hour delivery. Zero cost. No obligations.

General Questions

What is Chaiin?

Chaiin is a WhatsApp-based restaurant supply ordering platform that automates your entire procurement process. Instead of calling multiple suppliers, checking prices, and tracking orders manually, you simply message what you need on WhatsApp and our AI handles everything else.

Think of it as: Your personal procurement assistant that works 24/7 through WhatsApp.

How is Chaiin different from ordering directly on WhatsApp?

| Direct WhatsApp | Chaiin | |-----------------|--------| | Multiple chats with different suppliers | One conversation for all suppliers | | Manual price checking | Automatic price comparison | | No inventory visibility | Real-time stock checking | | Tracking via phone calls | Automated delivery updates | | Paper invoices, manual entry | Digital GST invoices | | No spending insights | Detailed analytics | | No order history | Complete searchable history |

Do I need to install an app?

No! Chaiin works entirely through WhatsApp - the app you already use. There's an optional web dashboard for detailed analytics, but all ordering happens through WhatsApp.

Is my data safe?

Yes. Your data is protected through:

How much does Chaiin cost?

Chaiin is currently in pilot phase. Pilot participants receive preferential pricing. Contact us at [email protected] for pricing details.

Potential models under consideration:

Pilot participants save significantly compared to manual ordering costs (staff time, ordering errors, price differences).

Which cities/areas do you serve?

Currently: Bangalore only.

We're building our supplier network city by city to ensure quality and reliability.

Coming soon: Mumbai, Delhi, Pune (based on demand)

Want Chaiin in your city? Message us on WhatsApp - we're tracking demand by location to plan expansion.

Can I use my existing suppliers?

Absolutely! We can onboard your current trusted suppliers onto the Chaiin platform. You can also access our verified supplier network for additional options or better pricing.

Benefits of bringing your suppliers:

Getting Started

How do I sign up?

Step 1: Visit chaiin.app and click "Join Pilot Program"

Step 2: Fill out the application form with:

Step 3: We'll review and contact you within 24-48 hours

Step 4: Schedule onboarding call (30-45 minutes)

Step 5: Start ordering!

What information do I need during onboarding?

Prepare:

How long does onboarding take?

Typical timeline:

Total: You can start ordering within 5-7 days of application.

Do I need WhatsApp Business?

Either regular WhatsApp or WhatsApp Business works fine. WhatsApp Business offers some additional features (automated greetings, labels), but it's not required.

Can multiple people from my restaurant use Chaiin?

Yes! You can add multiple users:

Each person gets appropriate access:

Message "Add user" to set this up.

Ordering & Orders

How do I place an order?

Simply message what you need in natural language:

Example 1:

Need 50kg potatoes, 20kg tomatoes,
10L milk for tomorrow

Example 2:

Tomorrow's order:
- Potatoes 50kg
- Tomatoes 20kg
- Milk 10L

The AI understands both formats and many variations.

Can I schedule orders in advance?

Yes! You can:

Schedule specific date:

Order for Friday:
50kg potatoes, 20kg tomatoes

Schedule recurring orders:

Every Monday order:
100kg potatoes, 50kg onions

Schedule weekly standing order:

Standing order every Wednesday:
[your regular items]

How do I modify or cancel an order?

Modify within 2 hours of placing:

Modify order #12345
Change potatoes from 50kg to 60kg

Cancel within 2 hours:

Cancel order #12345

After 2 hours: Contact support. We'll check with suppliers if modification is possible.

What's the minimum order value?

Minimum order values vary by supplier and product category:

You'll be notified if your order is below minimum. Option to add items or wait to combine with next order.

How do I track my order status?

Automatic updates: You'll receive WhatsApp notifications at each stage:

Manual check:

Order status
or
Status of order #12345

What if I need something urgently?

For urgent orders:

Urgent: 20kg tomatoes needed by 6 PM today

Our AI prioritizes urgent requests and contacts suppliers immediately. Most urgent orders are confirmed within 15-30 minutes.

Note: Urgent orders may have limited supplier options and slightly higher prices.

Can I reorder previous orders?

Yes! Super easy:

Reorder last Monday's order
or
Reorder order #12345
or
Repeat yesterday's order

How do I see my order history?

Show order history
or
Orders from last week
or
All orders in November

You'll get a searchable list with all details.

What happens if an item is out of stock?

When you order, Chaiin checks real-time inventory. If something is unavailable:

You'll be notified immediately:

❌ Tomatoes 20kg not available from Fresh Farms

✅ Alternatives:
1. Fresh Valley has 20kg at ₹42/kg (₹2 more)
2. Order 15kg from Fresh Farms (available qty)
3. Remove from order

Reply 1, 2, or 3

Can I specify quality/grade requirements?

Yes! Be specific in your order:

Order:
- Potatoes 50kg, Grade A, no sprouting
- Tomatoes 20kg, firm, deep red
- Onions 30kg, medium size, purple

Suppliers see these requirements and confirm they can meet them.

Suppliers & Products

How do suppliers join Chaiin?

All suppliers are vetted before joining:

Supplier onboarding process:

  1. Application and background check
  2. Sample quality verification
  3. Business documentation (GST, FSSAI, etc.)
  4. Coverage area mapping
  5. Catalog digitization
  6. Trial orders with test restaurants
  7. Performance monitoring

Only suppliers meeting quality standards are approved.

How do I view available suppliers?

Show suppliers
or
Suppliers for vegetables
or
Dairy suppliers in my area

You'll see:

How are suppliers rated?

Suppliers are rated on 4 metrics:

1. Delivery Time (⏰)

2. Quality Score (⭐)

3. Fulfillment Rate (✅)

4. Reliability (🔒)

Overall rating: Average of all four metrics

Can I choose which supplier to use?

By default, Chaiin automatically selects the best supplier based on:

But you can specify preferences:

Order from Fresh Farms only:
50kg potatoes, 20kg tomatoes

or set default suppliers:

Set default dairy supplier: Daily Fresh

What if I have an issue with a supplier?

Report immediately:

Report issue with order #12345
[Describe the problem]

Common issues:

We'll:

  1. Contact supplier immediately
  2. Arrange replacement if needed
  3. Credit your account if applicable
  4. Update supplier rating
  5. Switch suppliers if pattern continues

How do I request a new product?

Request product: [Product name and specification]

Example:

Request product: Organic jaggery, 25kg packs

We'll check with suppliers and notify you if/when available.

Payments & Invoicing

When do I receive invoices?

Automatic digital invoices are sent:

Are invoices GST-compliant?

Yes! All invoices include:

Format compliant with Indian GST regulations.

What payment methods are accepted?

Current options:

Coming soon:

Payment method varies by supplier and your credit terms.

How do credit terms work?

Available credit terms:

Net 7: Pay within 7 days of invoice

Net 15: Pay within 15 days

Net 30: Pay within 30 days

Credit approval depends on:

Start with COD, upgrade to credit as you build trust.

How do I mark an invoice as paid?

After making payment:

Mark paid [invoice number]
Payment date: [date]
Payment method: [UPI/NEFT/etc]
Reference: [transaction ID]

Example:

Mark paid INV-2024-1234
Payment date: 15 Nov 2024
Payment method: UPI
Reference: 412589637412

Can I download all invoices for accounting?

Yes!

Via WhatsApp:

Download invoices for November 2024

Via Web Dashboard:

What if there's an error in the invoice?

Invoice error #INV-2024-1234
[Describe the error]

Common corrections:

We'll:

  1. Verify with supplier
  2. Issue credit note if needed
  3. Send corrected invoice
  4. Update your account

Response time: Within 4 hours

Technical Issues

I'm not receiving WhatsApp messages from Chaiin

Troubleshooting steps:

1. Check if Chaiin number is blocked

2. Check WhatsApp notification settings

3. Check phone internet connection

4. Check WhatsApp is updated

5. Save Chaiin number to contacts

Still not working? Email [email protected] with your phone number.

Messages are delayed

Possible causes:

1. WhatsApp server issues

2. Internet connectivity

3. Phone storage full

4. High traffic times

Typical response time: 30 seconds to 2 minutes

I sent an order but didn't get confirmation

What to do:

1. Wait 2-3 minutes AI may be processing complex orders

2. Check order status:

Check status of today's orders

3. If no response after 5 minutes:

Resend last order

4. Still no response? Call support: [Support phone number]

The AI doesn't understand my order

Tips for better recognition:

✅ DO:

50kg potatoes, 20kg tomatoes for tomorrow

❌ DON'T:

kal k liye aaloo chaiye thode aur tamatar bhi

Supported languages: English, Hindi (limited)

If AI still doesn't understand:

Talk to human

Connect with support agent who can place order manually.

Web dashboard not loading

Troubleshooting:

1. Clear browser cache

2. Try different browser

3. Check internet connection

4. Try incognito/private mode

5. Check dashboard status

Still not working? Email [email protected] with:

Account Management

How do I change my restaurant details?

Update restaurant details

You'll be guided to update:

How do I change my password (web dashboard)?

Via dashboard:

  1. Login → Settings
  2. Security → Change Password
  3. Enter current password
  4. Enter new password
  5. Confirm

Forgot password?

  1. Login page → Forgot Password
  2. Enter registered email
  3. Check email for reset link
  4. Create new password

How do I add/remove team members?

Add user:

Add user
Name: [Name]
Phone: [WhatsApp number]
Access: [Ordering/View-only/Admin]

Remove user:

Remove user [phone number or name]

Change permissions:

Change access for [name]
New access: [Ordering/View-only/Admin]

How do I pause my account temporarily?

If you're closing temporarily (renovation, vacation):

Pause account
Start date: [date]
Resume date: [date]

What happens:

How do I cancel my account?

We're sad to see you go! Please let us know why so we can improve.

Cancel account
Reason: [your feedback]

What happens:

Cancellation is reversible within 7 days.

Troubleshooting

My delivery was late

Immediate action:

Late delivery for order #12345

We'll:

  1. Contact supplier immediately
  2. Get updated ETA
  3. Notify you with new timeline
  4. Note in supplier record

Prevention:

Wrong items delivered

Report immediately:

Wrong items in order #12345
Ordered: [what you ordered]
Received: [what you got]

Include photo if possible

We'll arrange:

  1. Immediate pickup of wrong items
  2. Correct items delivery ASAP
  3. Credit note for any difference
  4. Update supplier rating

Quantity shortage

Example: Ordered 50kg, received 45kg

Report:

Shortage in order #12345
Item: Potatoes
Ordered: 50kg
Received: 45kg

Resolution:

  1. Verify with delivery note
  2. Credit for short quantity OR
  3. Immediate delivery of balance
  4. Adjust invoice

Quality issue

Report with details:

Quality issue order #12345
Item: Tomatoes 20kg
Problem: Half are overripe, soft

[Photo if possible]

Resolution:

  1. Supplier pickup of rejected items
  2. Replacement delivery OR
  3. Credit note
  4. Quality complaint logged

Quality issues seriously impact supplier rating.

Price different from quoted

If invoice price differs from order confirmation:

Price mismatch order #12345
Item: Potatoes
Quoted: ₹30/kg
Invoiced: ₹35/kg

Resolution:

  1. Verify quote screenshot/message
  2. Adjust invoice to quoted price
  3. Supplier coaching on price accuracy
  4. You always pay the confirmed price

Supplier not responding

If supplier hasn't confirmed order:

Supplier not responding order #12345

We'll:

  1. Contact supplier via multiple channels
  2. If no response in 1 hour, auto-route to backup supplier
  3. Notify you of change
  4. Ensure delivery timeline maintained

Billing/invoice error

Common errors:

Report:

Invoice error #INV-2024-1234
Error type: [describe]
Correct amount should be: [amount]

Resolution within 4 hours:

Payment not reflected

If you've paid but account shows pending:

Payment not reflected
Invoice: #INV-2024-1234
Paid on: [date]
Amount: [amount]
Reference: [transaction ID]
Method: [UPI/NEFT/etc]

[Screenshot of payment]

We'll:

  1. Verify with supplier
  2. Update payment status
  3. Send confirmation

Update usually within 2-4 hours

Still Need Help?

Contact Support

WhatsApp Support: Message "Help" or "Support" anytime

Email: [email protected] Response time: Within 4 hours

Phone: [Support number] Available: 8 AM - 8 PM, Mon-Sat

Emergency (24/7): [Emergency number] For critical delivery issues only

Schedule a Call

For complex issues or training:

Schedule support call

or email [email protected]

Join Our Community

WhatsApp Community: Connect with other restaurant owners

Newsletter: Weekly insights on restaurant operations Subscribe: [email protected]

Feedback & Suggestions

We love hearing from you!

Feature requests:

Feature request: [your idea]

General feedback: [email protected]

Bug reports: [email protected]

Quick Reference Guide

Most Common Commands

| What you want | Message this | |---------------|--------------| | Place order | Just type what you need | | Check order status | "Order status" | | Modify order | "Modify order #12345" | | Cancel order | "Cancel order #12345" | | Reorder | "Reorder last Monday" | | View suppliers | "Show suppliers" | | Invoice download | "Download November invoices" | | Mark payment | "Mark paid INV-12345" | | Report issue | "Report issue order #12345" | | Get help | "Help" or "Support" | | Talk to human | "Talk to human" |

Emergency Contacts

This FAQ is updated regularly. Last update: November 2024

Can't find your answer? Message us: [email protected]

SEO Metadata

Title: Chaiin FAQ - Common Questions & Troubleshooting Guide Meta Description: Complete FAQ and troubleshooting guide for Chaiin restaurant supply automation platform. Find answers to ordering, payments, suppliers, technical issues, and more. Keywords: chaiin faq, chaiin troubleshooting, whatsapp ordering help, restaurant ordering support, chaiin customer support, supplier management faq, restaurant procurement help, order tracking issues, invoice questions, payment support Canonical URL: https://docs.chaiin.app/faq-troubleshooting Schema Type: FAQPage, HowTo