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Invoice & Payment Guide
Process payments, manage invoices, and understand payment methods
For Employees: Processing Payments
Accessing Invoice Management
- Navigate to Ops → Invoice Management from the sidebar
- View list of all invoices (pending and paid)
- Use filters to find specific invoices by status, date, or customer
- Search by invoice number or customer name
Marking an Invoice as Paid
- Find the unpaid invoice in the list
- Click "Mark as Paid" button
- Select payment method from dropdown
- Enter payment reference number
- Add any notes (optional)
- Click "Confirm Payment"
- System automatically notifies customer via email and SMS
Payment Methods & References
Cash Payment
- Reference: "CASH-[DATE]-[INVOICE#]"
- Example: CASH-2024-01-15-INV001
- Count cash carefully before confirming
- Provide customer with receipt
Card Terminal
- Reference: Terminal receipt number
- Example: TERM-123456789
- Verify payment success on terminal
- Print receipt for customer
M-Pesa / Mobile Money
- Reference: M-Pesa transaction ID
- Example: QA12BC3456
- Verify SMS confirmation
- Check transaction matches invoice amount
Bank Transfer
- Reference: Bank transaction/reference number
- Example: BANK-987654321
- Verify funds received in bank account
- May take 1-2 business days to reflect
Check
- Reference: Check number
- Example: CHECK-001234
- Verify check details (amount, date, signature)
- Note: Funds clear in 3-5 business days
Other Methods
- Reference: Relevant transaction identifier
- Add detailed notes explaining payment method
- Obtain manager approval if needed
Best Practices
- Always verify payment amount matches invoice total
- Double-check reference numbers before submitting
- Provide clear, professional receipts
- Update invoice status immediately after payment
- Keep copies of payment confirmations
- Report discrepancies to manager immediately
Automatic Notifications
When you mark an invoice as paid, the system automatically:
- Sends email confirmation to customer
- Sends SMS with payment receipt
- Updates order status to "Processing"
- Triggers shipment preparation workflow
For Customers: Payment Information
Invoices are generated for your shipping orders and any Kenya customs duties we clear on your behalf. Most customers settle them straight from their Kentex wallet balance.
Payment Options
Online Payment (Recommended)
- Pay directly from your email or SMS notification
- Instant confirmation
- Secure payment processing
- Use M-Pesa, card, or wallet balance
At Warehouse (US Customers)
- Pay cash or card at time of drop-off
- Receive immediate receipt
- All payments in USD
Mobile Money (M-Pesa)
- Send payment to company M-Pesa number
- Include invoice number in reference
- Forward confirmation SMS to support
Bank Transfer
- Use bank details provided in invoice
- Include invoice number as reference
- Email transfer proof to support
- Allow 1-2 days for processing
Check
- Make payable to "Kentex Cargo"
- Write invoice number on check
- Mail or drop off at warehouse
- Processing takes 3-5 business days
Payment Confirmation
You'll be alerted via every channel you have enabled in notification settings.
After payment is processed, you'll receive:
- Email confirmation with receipt
- SMS notification
- Updated order status in your dashboard
- Payment reference number for records
Viewing Your Invoices
- Log in to your account
- Go to Orders page
- Click on any order to view details
- See invoice status and amount
- Download PDF invoice if needed
Important Notes
- Payment Before Shipping: Packages will not be processed until payment is confirmed
- Exact Change: When paying cash, exact change is appreciated
- Check Clearing: Orders paid by check ship after funds clear (3-5 days)
- Payment Disputes: Contact support within 24 hours of payment
- Refunds: See refund policy for cancellation terms
- Currency: US customers pay in USD, Kenya customers in KES
Troubleshooting
Payment not showing as paid?
- Wait 10-15 minutes for system to update
- Check your email for confirmation
- Contact support with payment reference
Didn't receive confirmation?
- Check spam/junk folder
- Verify email address in account settings
- Contact support for manual confirmation
Charged wrong amount?
- Review invoice details carefully
- Contact support immediately
- Provide payment proof and invoice number
- Refund processed within 3-5 business days if error confirmed
Contact Support
For payment-related questions or issues:
- Email: payments@kentexcargo.com
- Phone: +1 (XXX) XXX-XXXX
- Live Chat: Available during business hours
- In Person: Visit any warehouse location
Need Help with an Invoice?
View your orders and invoices in your dashboard, or contact our support team for assistance.