Invoice & Payment Guide

Opening the Invoices Page

1. Open Invoices from the US Ops menu or the Kenya Ops menu
2. The list shows each invoice with its payment status, in a table or card view
3. Filter by status: All, Unpaid, Partial, Paid, Part. Refund, Refunded, Failed or Voided
4. Search by name, phone, email, warehouse code or invoice number

Recording a Payment

1. Find the invoice in the list
2. Click "Mark as Paid" or "Record Payment" (both open the Record Payment window)
3. Enter the amount received. Partial payments are accepted
4. Select the payment method
5. Enter the confirmation reference the customer received after paying, never the invoice number
6. Type your full name as it appears on your staff account (your signature) and add notes if needed
7. Click "Record Payment". The system issues the customer's payment receipt automatically

Payment Methods & References

Best Practices

• Always check the amount received against the balance due
• Double-check reference numbers before submitting: each reference can be recorded only once
• Never enter the invoice number as the payment reference
• Record the payment as soon as it is confirmed
• Keep copies of payment confirmations
• Report discrepancies to manager immediately

Automatic Notifications

When you record a payment, the system automatically:

• Issues a payment receipt (PDF) to the customer by email, and on WhatsApp if they have opted in
• Shows the payment on the customer's account and on the invoice
• Once the invoice is fully paid, releases packages held for unpaid invoices if the customer owes nothing else, and stops payment reminders
• Once the invoice is fully paid, credits Kentex Rewards on its shipping cost

Invoices are created for your shipping orders and any Kenya customs duties we clear on your behalf. Package invoices are created automatically once your packages are weighed and measured at our US warehouse (packages you asked us to consolidate are billed together). You pay online by M-Pesa or card, and our team can apply your Kentex wallet balance to an invoice on request.

Payment Options

Payment Confirmation

See your notification settings for the channels you receive messages on.

After your payment is recorded, you'll receive:

• A payment receipt (PDF) by email
• The receipt on WhatsApp, if you have opted in to WhatsApp messages
• An updated invoice status (Paid or Partial) in My Documents
• Your payment reference on the receipt. Every receipt is kept under My Documents, Receipts tab

Viewing Your Invoices

1. Log in to your account
2. Open My Documents from the menu
3. Choose the Invoices tab (orders, quotes, payments and receipts have their own tabs)
4. Click an invoice to see its status, amount, balance due and how to pay
5. Click "Download Invoice PDF" if you need a copy. The "View Invoice" button in your invoice email opens the PDF without logging in

Payment not showing as paid?

• M-Pesa prompt and card payments update the invoice once the payment provider confirms them. Paybill, bank and check payments may need our team to match them to your invoice
• Check your email for the payment receipt
• Contact support with your invoice number and payment confirmation code

Didn't receive confirmation?

• Check spam/junk folder
• Verify email address in account settings
• Look under My Documents, Receipts tab, where your receipts can be downloaded

Charged wrong amount?

• Review invoice details carefully
• Contact support immediately
• Provide payment proof and invoice number
• If an error is confirmed, our team corrects the invoice