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Managing Invoices

Actions Available per Invoice

Action Available When Description
View / Print Always Opens the printable invoice detail page
Mark as Paid Status = Issued or Overdue Records payment and closes the invoice
Void Status = Issued or Overdue Cancels the invoice permanently

Viewing and Printing an Invoice

Click the View / Print button on any invoice row. This opens a full invoice detail page formatted for printing, showing:

  • Invoice number and dates
  • Subscriber name, phone, and address
  • Plan / service description
  • Amount due
  • Payment terms and due date
  • Your company branding (if configured)

Use your browser's Print function (Ctrl+P / Cmd+P) to print or save as PDF.

Screenshot: Invoice print view — add image here

Marking an Invoice as Paid

When a subscriber pays an outstanding invoice:

  1. Find the invoice on the Invoices page
  2. Click Mark as Paid
  3. Optionally enter a Payment Reference (M-Pesa transaction ID, bank reference, etc.)
  4. Click Confirm Paid

Screenshot: Mark as Paid dialog — add image here

The invoice status changes to Paid and the paid date and reference are recorded.

Note

Marking an invoice as paid records the payment against the invoice. It does not automatically extend the subscriber's subscription. If a subscription renewal is involved, also use Renew / Change Plan on the subscriber's Subscription Tab.

Voiding an Invoice

Voiding cancels an invoice that was created in error or is no longer applicable.

  1. Click Void on the invoice row
  2. Confirm the action in the dialog

Void is Permanent

A voided invoice cannot be reinstated. If you need to re-bill the subscriber, create a new invoice. Only void invoices that were created in error or where the charge is being waived.

Invoice Aging & Overdue Status

Invoices automatically transition from Issued to Overdue once their due date passes (if a due date was set). Overdue invoices appear in red in the status column and will show in filtered overdue reports.

Use the Status: Overdue filter to quickly see all unpaid invoices that are past due for follow-up.

Best Practices

  • Always enter a payment reference when marking invoices as paid — it links the invoice to the actual transaction for audit purposes
  • Use the date filters regularly to identify invoices that are aging without payment
  • For business subscribers, set a due date (e.g. 7 or 14 days from issue) to give them a clear payment deadline
  • Void invoices promptly when a charge is waived or an error is found — do not leave erroneous invoices in Issued status