Welcome to InvoiceTrack

Welcome to InvoiceTrack

The whole loop in four moves: add a customer, create an invoice, send it, get paid.

1. Add a customer

1. Open Customers and tap the + button.
2. Enter their name and phone number. Save.

2. Create an invoice

1. Tap the big + button in the bottom bar (or New Invoice on Home).
2. Step 1 — Customer: pick the customer.
3. Step 2 — Add Items: tap services from your saved price list, or Add Custom Item.
4. Step 3 — Details: set the due date; add a discount or a note if you want.
5. Step 4 — Confirm: review and save.

3. Send it

Open the invoice and use the action buttons:

• Send Invoice — share the invoice's own link.
• WhatsApp — opens WhatsApp with the link ready to send.
• Copy link — paste it into SMS, email, anywhere.
• Send as PDF — downloads the PDF so you can attach it yourself.

The customer opens the link and sees the invoice with a Pay button and a Download PDF button. No account needed.

4. Record the payment

• Paid online (Paystack or Stripe)? It's recorded automatically.
• Paid cash, transfer, or POS/card? Open the invoice, tap Record Payment, enter the amount and method.

Partial payments are fine — the balance updates itself, and the invoice flips to Paid once it's fully settled.

The status flow

Draft → Sent → Due → Overdue → Paid (plus Cancelled). Home shows your unpaid, due, and overdue counts at a glance.

Tip: Every invoice keeps its own trail — check Payments and Invoice Updates on the invoice page if something looks off.

Getting started with InvoiceTrack

InvoiceTrack sends invoices your customers can pay online, and keeps track of who paid and who still owes. Follow these steps to go from nothing to your first paid invoice.

1. Set your business details

1. Open Settings.
2. In Business Info, enter your business name, phone, and currency symbol.
3. Tap Save.

This is what prints on every invoice, so do it first.

2. Save your services and prices

1. Open Price List (a card on Home, or Settings → Price List → Manage Price List).
2. Add your services or products with their prices, grouped by category.

You'll tap these onto invoices instead of retyping them every time.

3. Turn on online payments (optional but recommended)

1. Open Settings → Online Payments.
2. Pick your Payment Provider — PayStack (NGN) or Stripe (USD and other currencies) — and tap Save Provider.
3. Enable the provider and paste your Public Key and Secret Key from your Paystack or Stripe dashboard.

Every invoice link now gets a Pay button. Skip this and InvoiceTrack still works — you record cash, transfer, and POS/card payments by hand.

4. Send your first invoice

1. Tap the big + button.
2. Pick the customer (add one on the spot if needed).
3. Tap your services in Add Items.
4. In Details, set the due date.
5. Confirm, then open the invoice and tap WhatsApp or Copy link to send it.

5. Watch the money

• Home shows Money Collected, unpaid, due, and overdue counts.
• Reports breaks down collections, top customers, top services, and daily trends.

What else is in the box

Estimates with e-signature, recurring invoices with auto-charge, automatic reminders, late fees, deposits, a customer portal, and a full brand kit (logo, color, signature, invoice templates). The other lessons cover each one.

Working in InvoiceTrack day-to-day

The daily loop: send invoices, record payments, chase nothing — the reminders do it.

1. Create and send an invoice

1. Tap + → pick the customer → tap items in Add Items → set the due date in Details → Confirm.
2. On the invoice page, tap WhatsApp, Copy link, or Send as PDF.

In Details you can also add a discount (with a reason), a note, a deposit amount, or a schedule send date — the invoice stays in Draft and sends itself on that day.

2. Find an invoice again

1. Open Invoices — newest first.
2. Search by customer name, phone, or invoice number.
3. Or filter by status. Home also has one-tap Unpaid and Due cards.

3. Record a payment

1. Open the invoice and tap Record Payment.
2. Enter the amount and method — Cash, Transfer, or POS/Card.

Online payments record themselves. Partial amounts are fine; Left to Pay updates and the invoice flips to Paid when it hits zero.

4. Fix mistakes with a credit

Overcharged, or refunding an item? Open the invoice and tap Add Credit — enter a label and amount, and it's applied as a negative line that reduces the total.

5. Let the reminders chase for you

Upcoming-due, past-due, and overdue reminders go out automatically once a day (push via the free ntfy app, and SMS if you've connected Twilio under Settings → Notifications). To fire them manually, tap Send Reminders Now in the same section.

You also get a push alert the first time a customer opens an invoice link — so you know they've seen it.

6. Send an estimate first (optional)

1. Open Estimates from Home and tap to create one.
2. Send the link. The customer taps Accept and signs on-screen (or Decline).
3. Once accepted, convert it to an invoice with one tap.

7. Put repeat billing on autopilot

1. Open Recurring from Home.
2. Set the customer, items, and cycle — weekly, monthly, or yearly.
3. Optionally turn on auto-charge: if the customer has paid online before, their saved card is charged each cycle automatically.

8. Check the numbers

Reports shows Money Collected, Not Yet Paid, top customers, top services, and daily trends — with Export payments, Export unpaid, Export who's owing, and Export for QuickBooks buttons for your accountant.

Sharing InvoiceTrack with your customers

Three things you can put in a customer's hands: the invoice link, the customer portal, and (for your team) the staff sign-in.

1. The invoice link

Every invoice has its own shareable link with a Pay button and a Download PDF button. The customer needs no account.

1. Open the invoice.
2. Tap WhatsApp (link included, ready to send), Copy link, or Send as PDF.

If online payments are on (Settings → Online Payments), the customer pays by card right on the link and the invoice is marked Paid automatically. Your bank details show on the invoice too if you've filled in Settings → Bank Account.

2. The customer portal

Customers sign in with their phone number + PIN to see every invoice and payment you've ever recorded for them.

1. Open Settings → Shareable Links and tap Copy next to Customer Portal.
2. Send that link to the customer (or pin it on your website).

Two ways a customer gets a PIN:

• You set it: open Customers → the customer → Set PIN, then share the PIN with them.
• They sign themselves up: share the Sign-up link from Settings → Customer Sign-ups (toggle is on by default). Pending requests appear in your Customers list for you to approve or reject.

What the portal shows is yours to control — Settings → Customer Portal has toggles for the invoice link and PDF download.

3. Staff logins

1. Open Settings → Staff and tap Add staff — name, phone, and a PIN you set.
2. Copy the Staff sign-in link from the same section and share it.

Staff sign in with phone + PIN and land on the dashboard. They can handle invoices, customers, and payments — but not Settings or Reports. Give each person their own login so the Activity Log means something.

4. Your own domain (optional)

Want links on your domain instead of mypancho.com? Set it up under Account → Domains on the platform sidebar — add your domain, point the DNS records shown, wait for verification and SSL. Every customer-facing link switches to your domain automatically.

Tip: A small "Powered by InvoiceTrack" line shows at the foot of customer-facing pages. Turn it off under Settings → Platform if you prefer.

Customizing InvoiceTrack for your business

Everything below lives on the Settings page — each item is a collapsible section.

1. Make it look like YOUR business

1. Business Info — business name, phone, currency symbol.
2. Branding (Color, Logo & Signature) — pick your brand color, upload a logo, and set a signature three ways: upload an image, type your name in a cursive font, or draw it with finger or mouse. All of it prints on every invoice.
3. Invoice Template — choose Classic, Modern, or Minimal for the invoice and PDF look, with a live preview.
4. Invoice Numbering — replace the default INV prefix with your own (e.g. ACME) and optionally set the next invoice number — handy when migrating from another system.

2. Money options

• Online Payments — provider (PayStack or Stripe), API keys, and an optional processing fee.
• Bank Account — show your bank name and account number on invoices for transfer payments.
• Tip / Gratuity — adds tip chips (10 / 15 / 20 / Custom) above the customer's Pay button; tips are recorded separately.
• Late Fees — auto-add a percent or flat fee to overdue invoices after a grace period (default 7 days). Applied once per invoice, never doubled.
• Deposit / Down-payment — set a deposit per invoice; the Pay button asks for the deposit first, then the balance.
• Thank-You Email — automatic email after any payment; subject and body are editable with placeholders like {{customer_name}} and {{amount}}.
• Discount Reasons — the reason list staff pick from when giving a discount.

3. Behaviour toggles

• Invoice Features — Pictures (attach photos/documents to invoices) and Messages to Customers (they see them in the portal). Both on by default.
• Customer Portal — show/hide the invoice link and the PDF download button.
• Customer Sign-ups — let customers self-register (on by default); you approve each one.
• Custom Fields — add your own fields (PO number, vehicle reg, project ref) to invoices and line items; they render on the invoice link.
• Printing — turn on a Print button for small receipt printers (Chrome/Edge only).
• Notifications — phone alerts via the free ntfy app, SMS via Twilio, per-event triggers, and a Send Reminders Now button.
• Platform — the small "Powered by InvoiceTrack" line on customer-facing pages (on by default).

4. Running more than one business

Add businesses at /location-select (the Business switcher). Sections tagged Per business — Business Info, Branding, Invoice Numbering, Invoice Template, Bank Account — save separately for each business, so each keeps its own name, logo, color, prefix, and bank details on its invoices. Everything else applies app-wide.

Things to know

Heads up: Your account currency is set once at signup from your phone's country code and can't be changed. The currency symbol in Business Info only changes what prints on invoices.

• Price List changes apply to new invoices only — old invoices keep their prices.
• Turning a feature off hides it; existing data stays put.