Invoices and payments
On this page
An invoice bills a dealer for what you supplied: hearing aids by serial number, accessories, free gifts, a delivery charge. It is printed, sent by e-mail, SMS or WhatsApp, and paid in one or more instalments. Everything happens under Admin → Invoices.
Four permissions on the role control it: View invoices, Create / edit / delete invoices, Send invoices by email / SMS / WhatsApp and Record invoice payments.
The invoice list
Admin → Invoices opens with four tiles for the invoices matching your filter: Invoices, Billed, Collected and Outstanding. Filter by invoice number or dealer name, by dealer, by status and by a date range; Clear resets the filter.
Each row shows the number, who prepared it, the dealer, the dates (a red overdue when the due date has passed with money owed), the total, paid and due amounts and the status. Beside it: View, Edit and × to delete; a cancelled invoice can only be viewed. Deleting an invoice puts its sold serial numbers back to Allocated.
Writing an invoice
Press + New invoice. The screen has four parts.
Invoice details
- Dealer (required): only active dealers are listed, with their dealer code.
- Invoice date: today by default.
- Payment due: the date the money is expected. The day after it passes, the dealer gets an Invoice overdue notification from the scheduled job (see Scheduled jobs).
- Start the warranty from this invoice date (only with the Warranty addon on): leave it off for normal stock supply, so the end customer's cover starts when the dealer registers the sale. Tick it when the dealer is buying for immediate use. See Warranty & Guarantee.
Lines
Press + Add a line for each row. Every line has a Type:
| Type | What it does |
|---|---|
| Product | Pick a product. The description and the unit price fill in, the price from the dealer's price tier (dealer, sub-dealer or MRP), so choose the dealer first. Type the serial numbers in the box below, separated by commas. |
| Free item | Pick a free item. The price is always zero, the line shows a Free badge, and the quantity comes off that item's own stock. |
| Custom | Anything else, described in your own words: a service charge, an engraving, a repair. |
Each line has Qty, Unit price and a Discount in money, and the line total is worked out as you type. The × removes a line.
Every serial number you type on a product line becomes Sold, belongs to this dealer from now on, and is linked to this invoice. Check the numbers carefully: the system takes the serial as written.
Notes & terms
Notes (shown on the invoice) and Terms. The terms start with the default text from Settings → Company & invoice → Default invoice terms.
Totals
| Field | Notes |
|---|---|
| Invoice discount | A money amount off the whole invoice. |
| Coupon code | Only with the Coupon addon on. Checked against the dealer and the total when you save. See Discounts & Coupons. |
| Tax / VAT (%) | Worked out on the total after discount. |
| Delivery charge | Added after tax. |
| Amount paid | Money already received. |
| Status | Automatic (from the amount paid), or set by hand. |
The box underneath shows the Subtotal, Tax, Total and Due live. Press Save the invoice. The number is given on the first save: the prefix from Settings → Company & invoice → Invoice prefix, the year and a running number, for example INV-2026-0042. The count starts again each year.
Statuses
| Status | Meaning |
|---|---|
| Draft | Not final yet. Set it by hand. |
| Unpaid | Nothing received. |
| Partial | Part paid. |
| Paid | Nothing left to pay. |
| Cancelled | Void: choose it under Status on the form. It can no longer be edited and does not count in the dashboard sales chart. Its serial numbers stay Sold; when the goods came back, delete the invoice instead. |
With Automatic, the status follows the money: paid, partial or unpaid. Recording a payment also sets it by itself. Dealers see every invoice on their account, drafts included, so a draft is not a private note.
The invoice page
View shows the invoice as it prints: your logo and company details (from Settings → Company & invoice), the dealer, the payment summary, every line with its serial numbers, the totals, notes, terms and the Invoice footer line. Print prints just the invoice. Edit opens the form again.
Recording a payment
The card Record a payment takes the Amount (the balance is filled in), the Date, the Method (Cash, Bank, Bkash, Nagad, Rocket, Cheque, Card, Other), a Reference such as the bKash transaction ID, and a Note. Record the payment adds it to Payments received, with who recorded it, and updates the paid amount, the balance and the status.
Record money with this card rather than typing it into Amount paid on the form. The paid amount is recalculated from the recorded payments, so an amount typed on the form and never recorded can disappear from the total at the next payment.
Sending the invoice
The card Send this invoice has three rows, each filled in from the dealer's record and editable:
- E-mail to sends the invoice e-mail template, with the lines, total, due amount and a link to the invoice in the dealer portal.
- SMS to sends the An invoice is ready message through your SMS gateway.
- WhatsApp to sends the same message on WhatsApp. In click-to-chat mode a WhatsApp tab opens with the text written, and you press send yourself.
Under each row the page shows when it was last sent. The wording of all three is yours to change, and the gateways are set up in E-mail, SMS and WhatsApp.
What the dealer sees
Dealer portal → Invoices lists everything billed to that dealership, with the tiles Invoices, Billed, Paid and Outstanding, a search by number and a filter (Anything with a balance, Paid, Partial, Cancelled).
The dealer's invoice page is the same printable invoice with Print, Ask about payment (a support ticket about that invoice) while money is owed, the Serial numbers on this invoice (each with Register when the Warranty addon is on), and the Payments received.
Where addons join in
- Discounts & Coupons adds the Coupon code box on the invoice form and the dealer's My Discounts page. See Discounts & Coupons.
- Accounts Management keeps a ledger per dealer: dealers report payments from Pay Dues, staff confirm them under Payments due, and a confirmed payment is set against the oldest unpaid invoices. See Accounts Management.
- Payment Gateway lets a dealer pay an invoice by bKash, Nagad, Rocket, bank transfer or an international gateway from Pay an Invoice; the payment appears under Payments received on the invoice, and staff are notified. See Payment Gateway.