Invoices

Create professional invoices, track receivables, and record payments across all channels.

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Creating an Invoice

1. Navigate to Invoices → New Invoice.
2. Select a Customer from your contacts list. If the customer doesn't exist yet, add them under Contacts → New Contact first.
3. Set the Sale Type — Retail or Wholesale (Business/Enterprise). This determines which item prices are applied automatically.
4. Set the Invoice Date and optional Due Date. The due date is used to flag overdue invoices on your dashboard.
5. Add line items — choose from your saved inventory items, add a service from your services catalog, or enter a custom description, quantity, and rate.
6. Apply a Tax or Discount if required.
7. Click Save Invoice. The invoice is assigned a sequential invoice number automatically.

Service Line Items

In addition to inventory items and custom lines, you can add services from your Services Catalog as line items. Click Add Service Line below the line items table, select a service, and the name, description, and rate are pre-filled. Service lines are clearly labelled with a Service badge on the printed invoice.

Wholesale & Retail Sale Type

Select the Sale Type at the top of the invoice form before adding items. When Wholesale is selected, OjaSuite automatically applies the wholesale rate for any item that has one configured. Changing the sale type after items have been added updates all existing line item rates to match. The sale type is stored on the invoice and visible on the invoice detail page for reporting purposes.

Invoice Statuses

Status	Meaning
Unpaid	No payment has been recorded yet. Balance equals the full invoice amount.
Partial	One or more partial payments have been recorded. A remaining balance is outstanding.
Paid	Invoice fully settled. No further payments can be recorded.
Cancelled	Invoice was voided. Excluded from receivables and reports.

Recording a Cash / Offline Payment

1. Open the invoice (Invoices → view the invoice).
2. Click Record Payment (the cash / offline payment button).
3. Enter the Amount, Payment Date, Payment Mode (Cash, Cheque, Bank Transfer, etc.), and an optional reference or notes.
4. Click Save. The invoice balance updates immediately.

You can record multiple partial payments against a single invoice. Each payment appears in the payment history timeline on the invoice detail page.

Receiving Online Payments

OjaSuite supports online payment collection via Stripe, Paystack, and Flutterwave. To accept online payments:

1. Configure at least one gateway under Settings → Payment Gateways. See Online Payments for setup instructions.
2. On an open invoice, click Accept Online Payment.
3. Select the gateway, confirm the amount, and send the customer a payment link or collect payment in person.

Sending Invoices by Email

From any invoice detail page, click the Email Invoice button. OjaSuite will:

• Generate a secure, shareable payment link for the invoice.
• Send the customer a branded email with a link to view/download the invoice PDF and a prominent Pay Now button.

You can optionally add a personal message that appears in the email body.

Partial Payments

OjaSuite fully supports partial payments. Each time a payment is recorded (offline or online), the invoice balance is reduced by that amount. The invoice status transitions: Unpaid → Partial → Paid automatically. All payment history is visible in a timeline on the invoice detail page.

Printing & PDF

Use the Print or Download PDF buttons on any invoice to generate a print-ready or shareable PDF version.