Invoices

Bill subscribers with invoices

Open Billing → Invoices. An invoice records an amount due from a subscriber, its line items, due date, status, payments, and activity.

Create an invoice

Required:

• subscriber;
• due date;
• at least one line item;
• line-item description (maximum 255 characters);
• line-item price greater than zero.

Quantity is optional but, when present, must be greater than zero. Notes are optional up to 2,000 characters.

1. Select the subscriber

   Verify identity and current service context before billing.

2. Add line items

   Describe each charge clearly, enter quantity and price, and review subtotal/tax/total shown by the form.

3. Set the due date and notes

   Use the account timezone and write notes suitable for the subscriber-facing document.

4. Preview the draft

   Confirm the ISP’s branding, subscriber, line items, totals, currency, and due date.

5. Create once

   Save, open the invoice detail, and verify its number/status/activity.

Invoice states

• Pending: amount remains due.
• Partial: some payment is linked/recorded but a balance remains.
• Paid: outstanding balance is zero.
• Credited: credit notes cover the whole invoice amount; nothing is owed.
• Cancelled: invoice was voided; do not record new payment against it.
• Overdue: a pending invoice has passed its due date.

Record a payment

The amount is required, must be at least 0.01, and cannot exceed the remaining balance. Method can be Cash, Mpesa, or Bank. Receipt is optional up to 120 characters.

If a matching M-Pesa/payment record already exists, enter its receipt to link that payment rather than recording a duplicate. After saving, verify both the invoice payment list and main payment ledger.

Issue a credit note

Use a credit note, not Cancel, when an invoice billed too much. The invoice and the correction both stay on file.

1. Open the invoice, then ⋯ → Issue credit note.
2. Enter the amount (the full invoice, or part of it) and a reason. You cannot credit more than what is left to credit on the invoice.
3. The credit note gets its own number (CN-YYYYMM-0001) and PDF. The subscriber sees it next to the invoice in the customer portal.

What the subscriber owes becomes the invoice amount minus payments minus credit notes. If the credit is more than what was still unpaid, the difference goes to the subscriber wallet as credit for their next renewal. It is never paid out, so this needs the subscriber wallet turned on. Every credit note is recorded in the audit log with the staff member who issued it, and is sent to Sage as a Sales Credit Note when invoice sync is on.

Other actions

• Send reminder: notify the subscriber through the supported channel/template.
• Send STK: initiate a supported gateway request for the outstanding amount.
• Preview / Download PDF: review or distribute the official document.
• Edit: change an unpaid/current invoice with care.
• Reset payments: detach/reset recorded payment state only after reconciling why.
• Cancel: preserve the invoice while voiding collection.
• Delete: permanently remove it and detach linked payments; use only when retention is not required.

Automatic service impact

The detail page can show whether an unpaid invoice affects connection state and whether payment auto-reconnects the subscriber. Read that current indicator rather than assuming every invoice suspends service.

Customer portal

Subscribers can list/open invoices and initiate payment from the customer portal when the ISP’s gateway supports it. Portal payment status is polled; returning from provider checkout is not alone proof of settlement.