Invoice & Payment Guide

Accessing Invoice Management

1. Navigate to Ops → Invoice Management from the sidebar
2. View list of all invoices (pending and paid)
3. Use filters to find specific invoices by status, date, or customer
4. Search by invoice number or customer name

Marking an Invoice as Paid

1. Find the unpaid invoice in the list
2. Click "Mark as Paid" button
3. Select payment method from dropdown
4. Enter payment reference number
5. Add any notes (optional)
6. Click "Confirm Payment"
7. System automatically notifies customer via email and SMS

Payment Methods & References

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

Payment Options

Payment Confirmation

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

1. Log in to your account
2. Go to Orders page
3. Click on any order to view details
4. See invoice status and amount
5. Download PDF invoice if needed

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