How to Create and Send Invoices in Niobi Introduction Invoices allow you to bill customers for products or services and keep track of payments. In Niobi, invoices can be saved as drafts or sent directly to customers via email or WhatsApp. You can also automatically generate a payment link for customers. Time to complete: 2–5 minutes \--- Before You Start Before creating an invoice, you'll need: ✅ A customer already created in Niobi ✅ Products or services to bill for ✅ Payment details (bank account, paybill number, etc.) ✅ A due date for the invoice Step 1: Go to Invoices - Log into Niobi - Navigate to Inflows → Invoices You'll see a list of all invoices you've created. You can filter invoices by: ✅ Customer ✅ Currency ✅ Invoice name or number ✅ Due date ✅ Status (Draft, Issued or Paid) Step 2: Click "Create New" - Click Create New at the top left. - The invoice form will open. Step 3: Complete Invoice Details Under Invoice Details, fill in: 🔴 Invoice Title 🔴 Invoice Number 🔴 Currency 🔴 Due Date You may also upload your logo. Note: All red fields are mandatory. Step 4: Select a Customer Under Customer Details: - Click Customer Name - Select an existing customer Step 5: Add Line Items For each item, enter: 🔴 Item name 🔴 Quantity 🔴 Price 🔴 VAT % Description (optional) You can add multiple line items if required. Step 6: Add Payment Details Under Payment Details, enter the information customers will use when making payment, such as: ✅ Bank account details ✅ Paybill number ✅ Account number ✅ Any other payment instructions You may also enable: ✅ Automatically create and send payment link to the customer Note: The generated payment link currently supports STK push to mobile money accounts. Step 7: Review and Create At the bottom of the page you'll find two options: Create ✅ Saves the invoice as a draft. Create and Send ✅ Creates the invoice and immediately sends it to the customer. Sending Options 📧 Email Selecting Email: ✅ Automatically attaches the invoice PDF ✅ Includes the payment details entered on the invoice ✅ Opens a drafted email on the next page ✅ Allows you to edit the email before sending ✅ Changes the invoice status to Issued 📱 WhatsApp Selecting WhatsApp: ✅ Opens a WhatsApp link ✅ Allows you to send the message manually ✅ Requires you to attach the PDF invoice yourself ✅ Requires you to share the payment details manually Managing Existing Invoices From Inflows → Invoices, click the three-dot menu beside an invoice to: ✅ Send via email ✅ Download the PDF ✅ Mark the invoice as paid ✅ Duplicate the invoice ✅ Cancel the invoice Invoice Statuses Draft ⏱️ Invoice has been created but not sent. Issued 📤 Invoice has been sent to the customer. Paid ✅ Payment has been received and the invoice has been marked as paid. Marking an Invoice as Paid Once the customer has paid: - Return to Inflows → Invoices - Find the invoice - Click the three-dot menu -