Notch Pay Invoices allows you to create, send, and manage professional invoices for your customers. This feature is perfect for businesses that need to bill clients and track payments.

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Overview

With Notch Pay Invoices, you can:
  • Create professional invoices with your branding
  • Send invoices directly to customers via email
  • Track payment status in real-time
  • Receive notifications when invoices are viewed or paid
  • Generate reports on invoice payments

Key Benefits

  • Professional invoice templates
  • Automated payment reminders
  • Multiple payment methods
  • Detailed payment tracking
  • Customizable with your branding

Use Cases

  • Freelancers billing clients
  • Businesses sending invoices to customers
  • Professional services (legal, consulting, etc.)
  • One-time billing for products or services
  • Project-based billing

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Creating Invoices

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From the Dashboard

The easiest way to create an invoice is through your Notch Pay dashboard:
  1. Log in to your Notch Pay Business suite
  2. Go to Invoices > All Invoices
  3. Click Create Invoice
  4. Fill in the invoice details:
    • Customer: Select an existing customer or add a new one
    • Items: Add line items with descriptions, quantities, and prices
    • Due Date: Set when the invoice is due
    • Notes: Add any additional notes or terms
    • Custom Fields: Add any custom fields you need
  5. Click Save & Send to send the invoice immediately, or Save as Draft to send later

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Customizing Invoices

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Basic Customization

When creating an invoice, you can customize:
  • Logo: Add your business logo to the invoice
  • Colors: Set primary and secondary colors to match your brand
  • Contact Information: Add your business contact information
  • Payment Terms: Specify payment terms and conditions
  • Due Date: Set when the invoice is due
  • Notes: Add notes or terms to the invoice

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Managing Invoices

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Viewing Invoices

To view all your invoices:
  1. Log in to your Notch Pay Business suite
  2. Go to Invoices
  3. You’ll see a list of all your invoices with their status and payment information

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Editing Invoices

To edit an existing invoice:
  1. Go to Invoices
  2. Find the invoice you want to edit
  3. Click the Edit button
  4. Make your changes
  5. Click Save Changes
Note that some properties cannot be changed after an invoice has been paid.

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Sending Invoices

To send an invoice to a customer:
  1. Go to Invoices
  2. Find the invoice you want to send
  3. Click the Send button
  4. Enter the customer’s email address
  5. Customize the email message (optional)
  6. Click Send Invoice
The customer will receive an email with a link to view and pay the invoice.

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Canceling Invoices

To cancel an invoice:
  1. Go to Invoices
  2. Find the invoice you want to cancel
  3. Click the More button and select Cancel Invoice
  4. Confirm the cancellation
Canceled invoices cannot be paid and will be marked as canceled in your dashboard.

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Invoice Statuses

Invoices can have the following statuses:
StatusDescription
DraftThe invoice has been created but not sent to the customer
SentThe invoice has been sent to the customer but not yet paid
ViewedThe customer has viewed the invoice
PartialThe customer has made a partial payment
PaidThe invoice has been fully paid
OverdueThe invoice is past its due date and not fully paid
CanceledThe invoice has been canceled and cannot be paid

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Payment Methods

Customers can pay invoices using any payment method supported by Notch Pay:
  • Mobile Money (MTN, Orange, etc.)
  • Digital Wallets (Assoh, Kudi, etc.)
  • Other supported payment methods

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Tracking Payments

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Dashboard Tracking

You can track invoice payments in your dashboard:
  1. Go to Invoices
  2. Each invoice shows its payment status
  3. Click on an invoice to view detailed payment information, including:
    • Payment amount
    • Payment date
    • Payment method
    • Transaction ID

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Webhooks

For automated tracking, set up webhooks to receive notifications when invoices are paid:
  1. Go to Settings
  2. Click Add Endpoint
  3. Enter your endpoint URL
  4. Select the events you want to receive (e.g., invoice.paid, invoice.payment_failed)
  5. Click Save
Your server will now receive notifications when invoice statuses change.

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Reporting

Notch Pay provides detailed reporting on your invoices:
  1. Go to Reports
  2. View reports on:
    • Total invoiced amount
    • Paid vs. unpaid invoices
    • Overdue invoices
    • Payment methods used
    • Average time to payment
You can filter reports by date range, customer, and other criteria.

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Best Practices

  1. Clear Descriptions: Provide clear item descriptions so customers understand what they’re paying for
  2. Reasonable Due Dates: Set reasonable due dates based on your business terms
  3. Follow Up: Send reminders for overdue invoices
  4. Branding: Customize invoices with your branding for a professional appearance
  5. Documentation: Keep records of all invoices and payments for accounting purposes

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Troubleshooting

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Common Issues

  • Email Delivery: Ensure customer email addresses are correct and check spam folders
  • Payment Failures: Check that the customer is using a supported payment method
  • Customization Problems: Ensure your logo and branding assets are properly uploaded

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Support

If you encounter issues with Invoices: