Much of your selling happens away from the till. SmartBiashara follows the rest: the quotation a contractor asked for on Monday, the order a customer placed by phone, and the balance a regular buyer still owes from last month. Each step links to the one before it, so you do not retype the same items twice.
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.
A customer asks for a price on 50 iron sheets. You type a quotation, send it, and two weeks later they accept. Now someone has to find it and type the whole thing again as an invoice.
Credit sales live in a notebook or in the cashier's memory. When you ask how much customers owe, the honest answer is an estimate, and old balances quietly turn into losses.
An order arrives by message while the shop is busy. It is not written down anywhere the store team can see, so it is packed late, packed wrong or never packed.
Without limits, a buyer who has not paid for three months can still walk out with more stock on credit. The person at the counter has no way of knowing.
Invoices go out, some are paid, some are part-paid and some are overdue. Chasing them depends on someone remembering to look.
Create a quotation with the items and prices the customer asked about, and send it to the customer. When they accept, convert it into an invoice with a click and the items, quantities and prices carry over. The quotation and the invoice stay linked, so you can see which quotes turned into sales.
Record orders that come in for pickup, delivery or in-store collection and track each one until it is fulfilled. The store team sees what needs packing, and the owner sees what is still open. From the Basic plan, a product catalogue and WooCommerce connector let customers browse and order online.
When you sell on credit, the amount is recorded against the customer instead of a page in a notebook. Receivables and ageing reports show who owes what and for how long. Payment reminders help you follow up before a balance becomes a bad debt.
With the CRM module, available from the Basic plan, you set a credit limit for each customer and keep their purchase history and credit record in one profile. Before a contractor takes more goods on account, staff can open the profile and check the balance against the limit. On Standard, instalment plans let customers pay for larger items over time.
Invoices go out by WhatsApp or email and are marked as paid, unpaid or overdue. Payments by cash, M-Pesa, Tigo Pesa or Airtel Money are recorded against them. The Invoicing module page covers invoice layouts and sending in more detail.
Wholesalers can set bulk prices so a shopkeeper buying by the carton pays a different rate from a walk-in customer. The price comes from the system, so the counter does not negotiate it from memory. This keeps margins consistent whichever staff member serves the customer.
Example: a fundi asks a hardware shop for a price on roofing materials for a site in Dodoma.
The shop prepares a quotation for iron sheets, nails and timber and sends it to the fundi on WhatsApp.
The fundi agrees the next week. The quotation becomes an invoice with one click, with the same items and prices.
The fundi takes the goods on credit. The system shows their current balance against the limit set in CRM.
The ageing report shows the balance as it gets older, and a reminder goes out before it becomes overdue.
The fundi pays by M-Pesa. The payment is recorded against the invoice and the customer's balance clears.
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 quotation converted to an invoice, with the customer's credit balance and payment status shown.
Quotations sit in one place with their status, so you can follow up on prices you sent last week instead of waiting for the customer to call back.
Knowing exactly who owes and for how long turns debt collection from guesswork into a short list of calls.
Quotes become invoices and orders become sales without re-entry, which removes a common source of wrong quantities and prices.
Limits protect cash flow while trusted customers keep buying on account.
Sales reports export to Excel or PDF, so you can see which customers and products drive revenue and plan stock around them.
Still have a question? Ask our team on WhatsApp, phone or email.
It covers quotations, quotation-to-invoice conversion, online orders and credit sales. These come with every plan from Starter at TSh 15,000 a month. Customer credit limits come with CRM from the Basic plan, and instalments from the Standard plan.
Yes. An accepted quotation becomes an invoice in one click, with items, quantities and prices carried across. You do not retype anything, and the two documents stay linked.
Credit sales are recorded against the customer, so each person's balance is always visible. Receivables and ageing reports show how long amounts have been outstanding, and payment reminders help you follow up. From the Basic plan you can also set a credit limit per customer.
Yes. You can record and track orders for pickup, delivery or in-store collection on every plan. From Basic, the product catalogue and the WooCommerce connector let customers browse your products and order online.
Yes, on the Standard plan, which costs TSh 45,000 a month. Instalments suit shops that sell larger items such as phones, furniture or appliances to customers who pay over time.
Sales and stock run on the same system, so goods sold through an invoice or order reduce the stock at the branch they came from. Your inventory reports stay in line with what has actually been sold.
Try the full sales workflow during the 14-day free trial: send a quotation, convert it, sell on credit and record the payment. No credit card is required, and our team is on WhatsApp if you want a walkthrough.
