Send a clean invoice to a customer's WhatsApp before they leave your office, and know at the end of the month exactly who still owes you. SmartBiashara invoicing is included from the Starter plan at TSh 15,000 a month.
Included on every plan, from TSh 15,000 a month. See pricing
Sales · Invoices
Invoices
Unpaid
TSh 4.1M
Overdue
6
Paid this month
TSh 22.6M
| Invoice | Customer | Due | Amount | Status |
|---|---|---|---|---|
| INV-0482 | Mama Neema Shop | 14 Nov | 148,000 | Paid |
| INV-0481 | Juma Hardware | 10 Nov | 920,000 | Overdue |
| INV-0480 | Baraka Traders | 20 Nov | 310,000 | Sent |
| QUO-0219 | Hotel Kilimanjaro View | — | 2,400,000 | Quotation |
| INV-0479 | Grace Pharmacy | 8 Nov | 76,500 | Paid |
The day-to-day problems this module is designed to remove.
Each invoice starts from an old file, the number gets copied by hand, and two customers end up with invoice 0457. When the auditor asks for the sequence, nobody can produce it.
A contractor accepts your quote for 120 bags of cement, and someone keys every line again onto the invoice. One wrong price on that retyping costs you money or a customer's trust.
Unpaid invoices sit in email threads, a receipt book and the accountant's memory. Following up depends on someone remembering, so money that is due stays outside the business for weeks.
When invoicing lives in a separate tool, a delivery of 30 cartons goes out on an invoice while the stock count still shows them on the shelf. The numbers drift apart until stock-take day.
Printing, scanning and emailing a PDF takes long enough that the invoice reaches the customer days after the goods. Late invoices tend to become late payments.
Prepare a quotation with your products, quantities and prices, then send it to the customer for approval. When they agree, convert it to an invoice with one click. Every line, price and customer detail carries across, so nothing is keyed in twice.
Many customers read WhatsApp long before they open email. SmartBiashara lets you send the invoice to the channel the customer actually checks, straight from the sale. The built-in WhatsApp gateway for sending from your business number is listed on the Basic and Standard plans.
Every invoice carries a status, so the list of money owed to you is always one screen away. Filter for overdue invoices on Monday morning and you have your follow-up list for the week. When a customer pays by M-Pesa, Tigo Pesa, Airtel Money, cash or bank transfer, record it and the status updates.
An invoice in SmartBiashara is part of the same system as your inventory and accounting. Goods on the invoice come off stock, and the sale lands in your books without a second entry. Your profit report and your invoice list tell the same story.
Export invoice lists and sales reports to Excel, PDF or CSV for your accountant or for a month-end review. You can also send a report to your own WhatsApp when you are away from the shop. The invoice numbers stay in sequence because the system issues them, not a person.
Here is how a typical order moves through SmartBiashara, using a hardware supplier in Dodoma quoting a building contractor as an example.
The sales clerk picks the items from the product list, for example 120 bags of cement and 40 lengths of rebar, and sends the quote to the contractor on WhatsApp.
When the contractor agrees, the clerk opens the quote and converts it to an invoice. Quantities and prices carry over exactly.
Goods leave the store, stock reduces, and the invoice goes to the contractor by WhatsApp or email the same afternoon.
When the contractor pays by M-Pesa or bank transfer, the payment is recorded against the invoice and its status changes to paid.
At month end the owner filters unpaid and overdue invoices, calls the customers on that list, and exports the month's invoices for the accountant.
Sales · Invoices
Invoices
Unpaid
TSh 4.1M
Overdue
6
Paid this month
TSh 22.6M
| Invoice | Customer | Due | Amount | Status |
|---|---|---|---|---|
| INV-0482 | Mama Neema Shop | 14 Nov | 148,000 | Paid |
| INV-0481 | Juma Hardware | 10 Nov | 920,000 | Overdue |
| INV-0480 | Baraka Traders | 20 Nov | 310,000 | Sent |
| QUO-0219 | Hotel Kilimanjaro View | — | 2,400,000 | Quotation |
| INV-0479 | Grace Pharmacy | 8 Nov | 76,500 | Paid |
An illustrative invoice screen: a quotation converted to an invoice, ready to send by WhatsApp, with its payment status shown.
An invoice that reaches the customer's phone on the day of delivery is easier to pay on time. A clear overdue list means follow-up starts early.
Prices come from your product list and quotes convert without retyping, so the figure the customer agreed to is the figure they are billed.
Because invoices post to stock and accounting directly, month-end does not start with reconciling a spreadsheet against a ledger.
A two-person office can send tidy, numbered invoices that look the same every time, which matters when you sell to companies, schools and NGOs.
Still have a question? Ask our team on WhatsApp, phone or email.
Invoicing and quotations are included on every plan, starting with Starter at TSh 15,000 a month excluding VAT. Starter allows up to 10,000 invoices, Basic 30,000, Standard 500,000, and Enterprise and Enterprise Pro have no invoice cap. The built-in WhatsApp gateway is listed on the Basic and Standard plans.
Yes. Open the approved quotation and convert it to an invoice with one click. The customer, items, quantities and prices carry across, so your team does not retype anything.
From the invoice, choose to share it by WhatsApp or email and it goes to the customer's number or address. Many businesses send it while the customer is still at the counter. Sending from your business number through the WhatsApp gateway is listed on the Basic and Standard plans; on other plans, ask our team.
Yes. Each invoice shows whether it is paid, unpaid or overdue, and you can filter the list by status. That filtered list works well as a weekly collections list for whoever calls customers.
SmartBiashara records your sales and invoices and produces reports. For questions about your EFD or VFD fiscal-device setup, ask our team on WhatsApp or phone.
Yes. You can record payments received by M-Pesa, Tigo Pesa and Airtel Money against the invoice, as well as cash, card and bank transfer. The invoice status updates once the payment is recorded.
Yes. You get 14 days free on any plan without entering card details. Create a few real quotes and invoices during the trial to see how they look to your customers.
Start a 14-day free trial, add your products and send a real invoice to a customer by WhatsApp. If you want help setting up, our team answers on WhatsApp and phone, Monday to Saturday, 8am to 8pm.
