Billing and invoices

Issuing an invoice

1. Go to Billing / SaaS → Tenant invoices and click Generate invoice.
2. Pick the Tenant.
3. Click Generate invoice. You get “Draft invoice created.”
4. Open the draft and check the Line items.
5. Click Send invoice.

The list filters by All, Unpaid and Pending, with columns Number, Package, Invoice date, Due date, Total, Paid and Status.

Send invoice has no confirmation and cannot be undone

One click finalises the draft and advances the subscription’s billing cycle. There is no void, no cancel and no credit note anywhere in the console.

A mistaken invoice can only be marked paid, or left to age until the write-off rung of the dunning ladder catches it. Check the line items before you send.

To bill arrears in bulk, Billing settings → Back-bill all tenants creates a draft per elapsed period for every active paid tenant. It warns “This can create many invoices.” Nothing is sent — review and send each draft yourself.

Recording a payment

On an invoice that has been sent:

• Mark paid settles the whole outstanding balance. It asks first.
• Record payment opens a dialog with Amount (prefilled with the outstanding balance) and an optional Reference.
• Download PDF opens the document in a new tab.

Every manual payment is recorded as cash

The payment method is fixed to cash and there is no picker, even though the Reference box suggests otherwise with “e.g. bank transfer ref, cheque no.”

A bank transfer you record here will report as cash. Put the real method in the Reference so the history makes sense later.

There is no reversal for a wrongly recorded payment.

Approving a declared payment

When a tenant says they have paid offline, the invoice moves to Pending verification and appears on the worklist.

1. Go to Billing / SaaS → Payment verifications.
2. Compare Total against Declared. Click the invoice number for the full picture.
3. Click Confirm — “Confirm this payment? The invoice will be marked paid.”
4. Or Reject — the tenant is notified and the invoice goes back onto the dunning ladder.

The same action behaves differently in two places

The identical pair of buttons exists on the invoice detail page as Confirm payment and Reject payment — and there, Confirm payment fires immediately with no dialog.

If you want the safety of a confirmation step, work from the Payment verifications screen.

This screen has no filters and no pagination — it shows whatever the server returns in one go.

Payment plans

Billing / SaaS → Payment plans lists installment arrangements, filtered by Requested, Active, Completed and Cancelled.

On a plan awaiting a decision:

• Approve — one click, no confirmation.
• Decline — asks for an optional reason and notifies the tenant.
• Cancel plan — “Remaining installments will be voided.”

On an active plan, each unpaid installment has Mark paid, which opens a single Amount box prefilled with what is outstanding. There is no reference or method field on an installment payment at all.

Two statuses have no tab

Plans that are defaulted or declined appear only under All.

Tenant orders

Billing / SaaS → Tenant orders is a read-only record of package purchases and upgrades, filtered by payment status. There are no row actions and the detail page has no buttons.

Credit pricing

Billing / SaaS → Credit pricing sets how many credits each outbound message costs.

Platform-wide:

1. Open the Global rates tab.
2. Set the credits per message for Email, SMS, WhatsApp, In-app, Email with attachment and WhatsApp with attachment. Whole numbers, zero or more.
3. Click Save.

For one customer:

1. Open the Per tenant tab and choose the Tenant.
2. Fill in only the channels you want to change. A blank cell inherits the global rate.
3. Click Save.

To put a tenant back on the standard rate, blank the cell and save again.

Not every tenant appears in that dropdown

The list is built from subscriptions, capped at 500 and with no search. A tenant with no subscription will not be there, and if the name lookup fails you will see identifiers rather than names.

Related

• Dunning and collections
• Tenants
• Plans, packages and permission tiers