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Invoices, quotes and statements

You can bill a customer by hand with Create an invoice, or send them a quote they accept online. Invoices for orders and renewals are made for you.

Find an invoice

Section titled “Find an invoice”

Go to Invoices. The tabs are All, Proforma, Tax invoices and Overdue. Search by Number, customer or amount, or filter by Tax receipt, Below cost and the issue dates.

Each row says Paid, Part paid, Unpaid, Overdue or Cancelled.

A proforma goes out before payment. The tax invoice is made when it is paid. A proforma posts nothing in the ledger.

Create an invoice

Section titled “Create an invoice”
  1. On Invoices, choose Create an invoice.
  2. Under Customer, type two letters or more of their name, then pick them. VAT depends on where they are.
  3. Under Invoice lines, fill in the Description, Quantity and Tax. Choose Add a line for more.
  4. Set Due on. Add a Note the customer will read if you want one. It is printed under the totals.
  5. Leave Email it to the customer now on to send it with the link to pay. Turn it off to send it later with Send again.
  6. Choose Create the invoice.

Make an order or quote

Section titled “Make an order or quote”
  1. Go to Orders, or open the customer, and choose New order or quote.
  2. Pick the Customer. Under Add a product or domain, type a plan name or a whole domain and choose Add.
  3. Under Send it as, choose A quote or An invoice.
    • A quote: they see it, and can accept or decline. Prices hold until the Quote valid until date.
    • An invoice: a proforma goes out now with a pay link.
  4. Choose Preview what they see to check it.
  5. Choose Send the quote or Send the invoice. Or choose Save as draft.

Nothing is charged until they accept or pay.

You can type a price by hand on a line. Hand-typed prices above [APPROVAL LIMIT] need a second person before the quote goes out. That person chooses Approve and send or Return it.

If a line is below cost, sending waits until the Owner or Finance chooses Acknowledge below cost….

To stop a quote, open it and choose Withdraw this quote. The customer can no longer accept it, and they see that it was withdrawn.

On an invoice

Section titled “On an invoice”

The invoice also shows its Payments, what is Still owed, the Tax receipt and the ledger entries.

Section titled “Send a payment link”
  1. On the invoice, choose Send payment link.
  2. Under Send by, choose how. What they will receive shows the message. The WhatsApp wording is fixed by the approved template.
  3. Choose Send 1 message (the button counts the ways you ticked), or choose Copy the link instead and share it yourself.

The link works for this invoice only, until it is paid.

Statements

Section titled “Statements”

Customers download their own statement from their client area, under billing. They choose the period, and it ends with their closing balance.

If something goes wrong

Section titled “If something goes wrong”

Contact Taji support at [email protected] or +250782009639.