Getting Started

New to OjaSuite? This guide walks you through the essential first steps to get your account set up and ready to invoice.

1. Creating Your Account

Sign up for OjaSuite from the Pricing page or request a free trial via the demo form. Once your account is provisioned you will receive a welcome email containing:

• Your login URL
• Your username (your email address)
• A temporary password

Log in and change your password immediately via Settings → Change Password.

2. Setting Up Your Business Profile

Before creating your first invoice, fill in your business details so they appear correctly on invoices and PDFs:

1. Go to Settings → Business Profile.
2. Enter your Business Name, address, phone, and email.
3. Upload your Logo — it will appear at the top of all printed invoices and PDFs.
4. Set your Invoice Prefix (e.g. INV-) and starting number if you want invoice numbers to follow an existing sequence.
5. Click Save.

3. Configuring Your Locale

OjaSuite uses your locale setting to determine the currency symbol and date format displayed throughout the app:

1. Go to Settings → Account.
2. Select your Locale from the dropdown (e.g. United States, United Kingdom, Ghana).
3. Click Save. All currency amounts will immediately reflect the correct symbol.

4. Adding Your First Contact

Contacts are the customers you invoice and the vendors you buy from. You must have at least one contact before you can create an invoice.

1. Navigate to Contacts → New Contact.
2. Enter the contact's Display Name (required) and optionally their email, mobile number, and address.
3. Set the Type: Customer, Vendor, or Both.
4. Click Save Contact.

Adding an email address is strongly recommended — it is needed to send invoice emails and to give the customer access to the Client Portal.

5. Creating Your First Invoice

1. Navigate to Invoices → New Invoice.
2. Select a Customer from your contacts list.
3. Set the Invoice Date and an optional Due Date.
4. Add one or more line items — choose from your saved inventory items or type a custom description, quantity, and rate.
5. Apply a tax or discount if required.
6. Click Save Invoice. An invoice number is assigned automatically.

6. Collecting Payment

Once the invoice is saved there are two ways to collect payment:

• Offline / Cash: Open the invoice and click Record Payment. Enter the amount, date, and payment mode (Cash, Bank Transfer, Cheque, etc.).
• Online: Configure a payment gateway under Settings → Payment Gateways, then use the Payment Link or Email Invoice buttons to send the customer a Pay Now link. See Online Payments for setup details.

7. Exploring the Dashboard

The dashboard gives you an at-a-glance view of your business:

• Stat cards — total revenue, outstanding receivables, overdue invoices, and expense totals for the current period.
• Overdue alerts — invoices past their due date are highlighted so you can follow up quickly.
• Recent activity — the latest invoices, payments, and expenses across your account.
• Low stock alerts — items whose stock has fallen to or below the reorder level.

Use the branch filter at the top of the dashboard to narrow the view to a specific location.