Ready-made phrases, so you stop retyping

Anyone selling over chat writes the same four sentences every day. «Hi, here is your quote.» «Confirmed, it arrives Thursday.» «Just a reminder that this is still outstanding.» «Thanks a lot, see you soon.»

They are short sentences. The problem is not the length: it is that they have to be rewritten with different data inside every time, and the data is precisely the part you cannot get wrong.

Where the mistakes actually happen

Not in the sentence. In the gaps inside the sentence:

• the name, copied from another conversation because you were answering three people at once;
• the document number, one digit off;
• the total, which is the one from the earlier quote and not this one;
• the due date, still last month's.

A wrong name in a message is not a detail: it tells the customer they are talking to someone who is mixing them up with somebody else. A wrong total is worse, because then it has to be corrected — and correcting an amount you have already sent is the most awkward conversation there is.

Copy and paste is not the answer

The instinctive fix is to keep the sentences in a notes app and paste them. It half works: it saves the typing but it does not save you from the mistake, because the gaps still get filled by hand, in a hurry, while looking at another screen.

What you need is a sentence that can fill itself in with the data of the document you are sending right now.

Write the sentence once, with the gaps in it. Every time you use it, the gaps fill with the real data.

How Yataio does it

Phrases are saved with placeholders in curly brackets. You save one like this:

Hi {customer}, here is {document} no. {number} for a total of {total}. Let me know if you need anything!

And when you pick it on a receipt, what goes out is:

Hi Elena Conti, here is receipt no. RIC-2026-0001 for a total of €45.00. Let me know if you need anything!

Inside the placeholders you put the customer's name, the document type and number, the total, the due date. You rewrite nothing, and you never get a name wrong.

The phrases are yours to decide and to change whenever you like: it is not a fixed list decided by us. It is a feature of the free version.

Examples of phrases worth keeping ready — the quote with its expiry date, the polite reminder, the dispatch confirmation — are in the guide. If the problem upstream is that orders arrive scattered across conversations, I wrote about that in orders arriving over chat.