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Choose the right Payments page
Payments is an expandable navigation group. Each destination has a separate job and keeps its own permissions, filters, and records.
Invoices
Create, send, share, download, and track money customers owe your business.
Transactions
Review paid transactions by default, then switch status filters when you need another view.
Subscriptions
Review recurring customer subscription records and their current status.
Quotations
Prepare priced proposals and track whether a customer has accepted or declined them.
Integrations
Open the Payments integration destination available to your organization.
Payment gateways
View and manage the gateway configurations your role can access.
Complete the document setup first
A few organization settings determine what appears on an invoice or quotation and which delivery options are available.
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Add your business identity
Use Organization settings to add the business name, contact details, logo, addresses, tax identifiers, documents, and exchange rates.SettingsOrganization - 2
Choose payment details for customer documents
Add bank, mobile-money, or cash details under Payment Details. Enable Show on invoices only for the accounts customers should see.SettingsPayments - 3
Configure a delivery channel
Add the email or WhatsApp provider you intend to use under Communication Channels.SettingsCommunicationsAdd channel - 4
Review invoice defaults
Open Invoices and choose Invoice settings to review numbering, currency, due dates, tax, notes, terms, and document branding defaults.PaymentsInvoicesInvoice settings
Configure an exchange rate before changing currency
Invoice and quotation totals rely on the organization's configured exchange rates. Add the required USD-to-currency rate under Organization settings before selecting another document currency.
Create and send an invoice
An invoice needs a customer or company and at least one product or service before it can be saved, downloaded, or sent.
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Open a new invoice
Go to Invoices, open New invoice, then choose Invoice. The direct builder route is also available at /invoices/create.PaymentsInvoicesNew invoiceInvoice - 2
Choose the customer
Select an existing contact or company. The selector also provides shortcuts for creating a new contact or company without leaving the builder. - 3
Add products or services
Add at least one line item, then confirm quantity, price, and any line-level tax details. You can create a new product or service from the selector. - 4
Review the document
Confirm issue and due dates, currency, document template, tax, discount, brand color, notes, terms, and the live customer preview. - 5
Save or send
Save a draft if it still needs work. When it is ready, send it through a configured channel or use the download and share actions.
Find and track invoices
- Search by invoice, customer, or item.
- Filter by date range, status, and currency.
- Review overdue, due-soon, paid, and outstanding totals.
- Export the invoice records available to your organization.
- Use the row actions to view, edit, resend, share, download, cancel, refund, or fiscalize when the status and your permissions allow it.
- Sent and scheduled invoices open as read-only records; drafts remain editable.
Record a payment
For an eligible sent invoice, open its row actions and choose Record payment. Enter the payment details and submit. LaniTech creates the payment transaction and receipt, then refreshes the invoice status and balance.
Record only money you have received
A recorded payment changes the customer's invoice balance and creates a receipt. Confirm the amount, currency, date, and payment method before submitting it.
Prepare a quotation
A quotation is a priced proposal that a customer can review and respond to through a public link.
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Add the proposal details
Choose a contact or company, add products or services, and review dates, totals, currency, template, notes, and terms in the live preview. - 3
Save and deliver the quotation
Save the record, then share its public link, send it through a configured channel, schedule delivery, or download the PDF. - 4
Track the response
Use search, date, status, and currency filters to follow Draft, Scheduled, Shared, Accepted and Expired quotations.
Customer response
The public quotation page lets the recipient accept or decline the proposal. Their response updates the quotation's status in Business Suite.
Turn a quotation into an invoice
From the quotation's row actions, choose Convert to invoice. Pick whether the new invoice starts as a draft, unpaid, partially paid (with the amount received) or paid.
Document statuses
Every invoice and quotation shows a status badge. This is what each one means and what changes it.
Invoices
- Draft: saved but not sent. Still editable.
- Scheduled: set to send at a future date and time. It is not with the customer yet and becomes Unpaid once it goes out.
- Unpaid: sent or shared with the customer and awaiting payment.
- Partially paid: some payment has been recorded; a balance remains.
- Paid: the balance is fully settled.
- Overdue: unpaid or partially paid after its due date.
- Cancelled or Refunded: closed; no further payment is expected.
Quotations
- Draft: saved but not sent. Still editable.
- Scheduled: set to send at a future date and time.
- Shared: sent to the customer, or its link was shared or opened. Awaiting a response.
- Sent: an older label for quotations sent before the Shared status existed.
- Accepted or Rejected: the customer responded on the public page.
- Expired: shared but not accepted before its valid-until date.
Sharing a link counts as sending
Creating a share link or a customer opening it marks the document as sent. A draft invoice becomes Unpaid and a draft quotation becomes Shared, so it can no longer be edited. Share only when the document is final.
Create a recurring invoice
Use a recurring invoice when the same customer should receive a fixed invoice on a repeating schedule.
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Open the recurring builder
Open Invoices, choose New invoice, then Recurring invoice. The direct route is /invoices/recurring.PaymentsInvoicesNew invoiceRecurring invoice - 2
Complete the customer document
Choose the customer, add the fixed items, and review the same document details used by a one-off invoice. - 3
Set the recurrence
Choose Daily, Weekly, Monthly, or Yearly, set the start date, and decide whether the schedule never ends, ends on a date, or stops after a number of occurrences. - 4
Save the recurring draft
Review the live preview and save the recurring invoice. The record returns to the Invoices list.
Know which payment setting to change
Business Suite separates document defaults, customer-facing payment details, and gateway credentials so each can be managed independently.
Document defaults
Invoice settings
Open this action on the Invoices page for numbering, currency, due date, tax, notes, terms, branding, and receipt defaults.
Shown to customers
Payment Details
Add bank, EcoCash, or cash details and decide which accounts appear on invoice PDFs.
Online payment configuration
Payment gateways
View the Stripe, PayPal, and Paynow configuration records available to your role.
Delivery
Communication Channels
Configure email, SMS, and WhatsApp providers used for document delivery and conversations.
Troubleshooting
Most blocked actions are explained by a missing customer, item, channel, exchange rate, or permission.
- Add a customer or company and at least one item before saving, downloading, or sending.
- Configure the matching email or WhatsApp channel before using that delivery option.
- Add the required exchange rate before selecting another document currency.
- Save the document before trying to copy or share its public link.
- Check the record status when an edit, payment, cancel, refund, or resend action is unavailable.
- Ask an administrator to review your role when a page or action is hidden or disabled.