Invoices

Generate customer invoices, track partial and overdue balances, issue credit notes, initiate STK push requests, and automate recurring billing.

Billing customers with invoices

In your Nukta dashboard, navigate to Finance → Invoices to manage customer billing records. An invoice records an itemized amount due from a customer, line items, applicable taxes, due dates, payment history, and an immutable audit trail.

Invoices are used for monthly fixed-line PPPoE subscribers, corporate broadband accounts, equipment purchases, and specialized installation charges.

Creating an invoice

To generate a new invoice:

1. In your dashboard, open Finance → Invoices and click Create Invoice (or + Add Invoice).
2. Select Customer: Choose the customer from the picker and verify their service address and current plan.
3. Add Line Items:
   • Description: Clear description of the service or product (e.g., Monthly 20 Mbps Dedicated Fiber — October or Cat6 Outdoor Drop Cable — 40m).
   • Price: Unit price in your selected currency.
   • Quantity: Number of units or months (must be greater than zero).
   • Review the computed subtotal, applicable taxes, and total balance.
4. Set Due Date: The date by which payment is expected. Invoices approaching or passing this date trigger automated pre-expiry reminder notifications.
5. Notes & Terms: Add optional customer-facing notes (up to 2,000 characters) such as payment instructions, bank account details, or terms of service.
6. Preview & Save: Review the draft to verify company branding, customer details, line items, and totals. Click Create Invoice to issue the document.

Invoice lifecycle states

Every invoice in Nukta is tracked through six standardized operational states:

Status	Meaning	Action Permitted
Pending	The invoice has been issued and the full balance remains due.	Can receive payment, send reminder, or issue credit note.
Partial	A partial payment has been linked, but an outstanding balance remains.	Can record additional payments until fully settled.
Paid	The outstanding balance is zero. The invoice is fully settled.	Can download PDF receipt; no further payments allowed.
Overdue	The invoice is pending or partial and has passed its configured due date.	Highlights in red; triggers overdue reminders or service restriction.
Credited	A credit note has been applied covering the entire invoice balance; nothing is owed.	Voided via formal credit note; preserved for audit trails.
Cancelled	The invoice was cancelled or voided.	Archived; cannot record new payments against it.

Recording payments against an invoice

When a customer pays an invoice via cash, bank transfer, or offline check:

1. Open the invoice in Finance → Invoices and click Record Payment.
2. Enter Payment Amount: Enter the amount received (must be at least 0.01 and cannot exceed the remaining balance).
3. Payment Method: Select Cash, Bank Transfer, Mobile Money, or Card.
4. Link Existing Receipt (Optional): If the customer paid via an automated mobile gateway and the transaction is already in your ledger, enter the receipt code to link the existing record rather than creating a duplicate entry.
5. Click Save Payment. The invoice status updates immediately (moving to Partial or Paid), and the payment is linked in the invoice payment history.

Issuing credit notes

If an invoice was billed incorrectly, charged for days of site downtime, or needs a partial concession, use a Credit Note rather than deleting or cancelling the invoice:

1. Open the invoice in Finance → Invoices and select Actions → Issue Credit Note.
2. Enter the credit amount (either the full invoice total or a partial adjustment) and specify the business reason.
3. Nukta generates a formal credit note with a sequential identifier (e.g., CN-202610-0001) and a downloadable PDF.
4. Balance Recalculation: The customer's balance is automatically recalculated (Invoice Total − Payments − Credit Notes).
5. If the credit amount exceeds the unpaid balance, the surplus difference is credited to the customer's account for their next subscription renewal.

NOTE

Every credit note is permanently recorded in the immutable audit log alongside the identity of the team member who authorized the adjustment.

Additional operational actions

From the action menu on any invoice:

• Send STK Push: Initiate an automated mobile payment prompt directly to the customer's smartphone for the outstanding balance.
• Send Reminder: Dispatch an immediate email or SMS payment notice with a direct renewal link.
• Preview & Download PDF: Generate an official, branded PDF invoice suitable for printing or customer emailing.
• Cancel Invoice: Void an invoice while keeping its record visible for accounting continuity.
• Delete Invoice: Permanently remove an erroneous draft invoice and detach any linked payment records (restricted to administrators).

Customer self-service portal

Customers can log in to their self-service web portal at https://{subdomain}.nukta.one/home to review their full invoice history, download past PDF statements, and click Pay Now to settle pending invoices online through your enabled payment gateways.