Not every sale is paid at the counter. Schools, offices, contractors and regular business customers often need an invoice and time to pay. In Xduka POS, you can create professional sales invoices, send them by SMS or email with a PIN-protected link and collect the balance through our sister platform Paysasa, all while keeping payment references on record.
Before you start
Check your invoicing settings once. In Settings → Invoicing, you can set your invoice prefix, quote prefix and credit note prefix, default payment terms (days), payment instructions, a legal footer and whether to show tax-inclusive totals.
It also helps to set payment terms on business customers' profiles; these are used for invoice due dates (0 means due on receipt).
Step 1: Create the invoice
- Open Invoices in the Sales section of the menu.
- Click New invoice.
- Choose the Customer, or select Walk-in / none.
- Click Add line for each item, with quantity, price and tax as needed.
- Add Notes, such as delivery details or a purchase order number.
- Click Save draft to keep working on it later, or Save & mark sent when it is ready.
Step 2: Send the invoice link
- Open the invoice and click Send.
- Choose the Channel: Email or SMS.
- Click Send invoice link.
The customer receives a link with a public PIN. They open a branded invoice page, review the bill and can pay the remaining balance online.
Messaging uses SMS or email credits; see your credit balance in Billing.
Step 3: Collect payment
There are two ways the balance gets paid.
The customer pays online
From the invoice page, the customer can pay with Paysasa STK push or hosted checkout. The transaction reference is kept on the invoice.
You trigger the payment
On the invoice, enter the customer phone and use Send STK / checkout to send a payment prompt, or Open hosted checkout to show the payment page. Use Confirm payment once it goes through.
Step 4: Record manual payments
If the customer pays another way, click Record payment and enter:
- The Amount (partial payments are fine).
- The Method: Cash, M-Pesa (till / manual), Bank or Other.
- The Payment reference, such as the M-Pesa code or bank reference.
The invoice tracks what has been paid and the balance due.
Step 5: Print or download
Click Print / PDF for a store-branded version with your logo and payment references, useful for customers who need a paper copy for their records.
Handling corrections
- Edit draft: change an invoice before it is sent.
- Credit note: Issue full credit note creates a credit note for all invoice lines and applies it to the balance.
- Void: cancel an invoice that should not exist, where your role allows it.
Keeping track of what is owed
The Invoices list shows each invoice's Total, Balance and Due date, and you can filter by status: Draft, Sent, Partially paid, Paid and Overdue. Click AR aging to see accounts receivable by age in Reports.
Tips for getting paid faster
- Send invoices the same day as the sale or delivery.
- Set clear payment terms and show them on the invoice.
- Make paying easy with the PIN link and STK prompt.
- Follow up overdue invoices early and politely.
- Record every payment with a reference.
Screens and labels may change slightly as we update Xduka POS; if something looks different, contact our support team.
Quick checklist
- Set prefixes, terms and payment instructions in Settings → Invoicing.
- Set payment terms on business customers.
- Send invoices the same day.
- Record every payment with a reference.
- Check AR aging weekly.
A quick example
For example, say a stationery supplier invoices a school for exam materials on 30-day terms. The school pays half by bank, then the balance by STK. Both payments sit on one invoice.
Frequently asked questions
Can a customer pay part of an invoice?
Yes. Record partial payments with a reference, and the invoice shows the balance due and moves to Partially paid.
Can I send an invoice by SMS and email?
Yes. Choose the channel when you send the invoice link.
Can I turn a quote into an invoice?
Yes. Accepting a quote in the Quotes area turns it into an invoice.
Bill now, collect later
Sales invoices in Xduka POS give you a professional way to bill now and collect later, with PIN-protected links, online payment through Paysasa and a clear record of every partial payment.
See invoices on the Showcase, or start at www.xduka.com.
