NOPAPERINVOICE BY HECTARIS

Invoice, proforma or payment receipt: which should you use?

Choose the document that matches the stage of the customer’s order. NoPaperInvoice keeps invoices, proformas and payment receipts distinct.

Proforma invoice: set out a proposed order

Use a proforma to present the scope, quantities, prices and proposed payment terms before the order is finalised. A custom furniture maker can use it to show the agreed sofa design, fabric, delivery charge and deposit terms. A proforma is not evidence that money has been received.

Invoice: show the amount due

Use an invoice to request payment for goods or services. Include a unique invoice number, issue date, customer details, itemised charges and payment terms. The payment due date helps the customer know when to pay.

Payment receipt: record money received

Issue a receipt after you have confirmed the payment. Enter what the payment is for, the amount received now, payment method and any transaction reference. You can add the full order value and previous payments to show the remaining balance.

Example: a deposit for a custom order

For a ₦200,000 order with a confirmed ₦80,000 deposit, the receipt records ₦80,000 received. With a full order value of ₦200,000 and no previous payments, the balance is ₦120,000. A later receipt can record the next payment and the earlier amount as previously paid.

Link payments to the correct invoice

Enter the matching invoice number in the receipt’s related invoice field. The signed-in dashboard uses saved invoices and linked receipts to calculate its payment overview; proformas are excluded. Payments are recorded manually. The app does not check your bank account or verify a transfer.