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Invoices and payment

Where: Invoices in the sidebar

The invoices list​

Open Invoices in the sidebar.

Figure: Invoices — status, due date, total and balance due

Invoices — status, due date, total and balance due

Columns: Reference, Status, Due date, Total, and — the one to watch — Balance due. Status colours: paid green, overdue red, void grey, issued neutral. The newest 20 show first; Load more invoices adds the next 20, and search, the status filter and the sorts always cover every invoice.

The invoice page​

Figure: An invoice: download the PDF, see line items, and pay

An invoice: download the PDF, see line items, and pay

The header shows “Invoice ‹ref›” with the status tag and the big number: the Balance due (or “Paid in full”). Next to the due date sits Download PDF — the formal document for your accounts-payable records.

Below: the line items, then totals — Subtotal, Tax, Total, Paid, Balance due — and the “Questions about this invoice” thread (“Ask about payment, terms, a discrepancy…”) for anything you want to challenge or clarify before paying.

When the seller has published payment details, a How to pay box lists them (for example an M-Pesa paybill and account, a bank account, or cash on collection), with the link Paid already? Send us the M-Pesa or bank reference. That link opens a short form where you report the payment (method, reference, amount, which starts as the balance on record); anything missing is said under its field, the seller matches the report and the invoice updates. The same details and link are in the “Invoice … from …” email.

A fully settled invoice shows the green banner “This invoice is paid. Thank you.”

Paying an invoice​

While an invoice is issued or overdue, a payment bar appears with up to two methods (depending on what the seller supports):

Mobile money (STK push):

  1. Under “Pay with mobile money”, enter your phone number (e.g. “07xx xxx xxx”).
  2. Press Send prompt. As the hint says: “You’ll get a prompt on your phone to approve.”
  3. Approve the payment on your phone. Meanwhile the page shows “Check your phone and approve the prompt — this page updates itself.” and polls for about a minute.
  4. On confirmation, the invoice flips to paid. If the confirmation is slow you’ll see “We have not had confirmation yet. If you approved it, the invoice will update shortly.” — the payment still lands; refresh in a bit.

Card: press the “Or pay by card” link-button and follow the card flow. Failures show the reason, or “Payment failed. Please try again.”

note

Retrying a payment is safe — the store keeps an idempotency key per payment attempt, so a retried payment can’t double-charge you.

tip

You don’t have to pay online at all. Many companies pay invoices by bank transfer under their terms as usual; the seller records the payment and the invoice updates. Online payment is there for when you want the invoice settled now.

Balances and the dashboard​

The dashboard’s Amount due tile totals your unpaid invoices and flags “N overdue” when applicable, and the alert strip warns “N invoice(s) are overdue”. Chase these — overdue invoices are usually what triggers a supplier to pause an account.