Yoco Invoices: User Guide

Send simple professional invoices and get paid fast, online.

Updated over a week ago

We’ve recently released the new (and improved) Yoco Web App to replace the original Yoco Business Portal!

If you haven’t yet made the switch, and are still using the old Business Portal to manage your profile, get the original Yoco Invoices User Guide here.

Get started with Yoco Invoices

You can create invoices from the Yoco POS App on your mobile phone or tablet, or from the Yoco Web App from your laptop/computer (or any device with a web browser).

Set up your Yoco Invoices

The basic business settings which you've set up in your Yoco profile business profile will be used on your Yoco Invoices. This includes your VAT number, logo, trading name, trading address, email and phone number.

To change any information which appears on an Invoice, you'll need to navigate to your business profile, and then to your basic business settings to make the relevant changes.

For more on how to update your basic business details, check out this guide.

The settings available to you for invoices specifically can be found by navigating to the Sales tab and clicking on the Invoices tile. This will navigate you to your Invoices home page, where you'll see all your Draft Invoices, Overdue Invoices and Sent Invoices. Click on any of these tiles to get more details.

Below, you'll see your Invoice Settings. Click the Edit button, and a settings screen will open, presenting you with the following options:

  • A toggle to include or exclude your business banking details (which are located in your business profile settings).

  • The ability to add a due date to the invoice

  • The ability to add any relevant terms and conditions you wish to present to your customer in the invoice.

Remember to click the Save button before navigating away from this screen.

Your saved Customers List for repeat Invoicing

Each time you send a Yoco Invoice to a new customer, we’ll automatically save their invoicing details for future convenience.

Manage your Customers List:

You can view, add, or edit all your Customers in the Yoco Web App here or go to the Manage tab in the left hand menu, and select the Customers tile.

Here, you'll be presented with a list of all your previously saved customers.

Add a new customer

You can easily save a new customer's details by selecting the + New customer button at the top right of the screen.


💡 Note: When adding a new customer, you must add at least their phone number or their email address to proceed (you can add both to make your customer database more rich and useful over time). You can also optionally add their physical address, company name or VAT number at this stage.


Complete the process by clicking the Add customer button at the bottom of this screen.

Edit a customer's details

To edit the details of an existing customer, select the customer you wish to edit and a new screen will open, showing you the customer’s information.

Click the pencil icon in the top right corner of this screen and you'll be able to edit the following information:

  • Customer name

  • Contact details (phone number and email)

  • Physical address

  • Company name

  • Vat number

💡 You can also delete a customer from this screen by clicking on the Delete customer button at the bottom of the screen.

Find out more about saving and using your Customers List with Yoco here.


Send Yoco Invoices

Create & send Invoices from the Yoco POS App

  1. Open your Yoco POS App on your mobile phone or tablet.

  2. Go to the ‘Send’ tab and select ‘Invoices’.

  3. Here you’ll create your invoice, by entering the customer’s details, the relevant line items, and the due date — you’ll also have the option to enter a message to your customer.

  4. Click on ‘Preview Invoice’ and send via SMS or email.

Create & send Invoices from the Yoco Web App

1. Sign in to the Yoco Web App here. Use your Yoco profile login details - either your Yoco profile email address or mobile number, and password.

2. On the left menu, you can navigate to the Sales Tab and click on the Invoices tile.

3. Click on the + New Invoice button at the top right of your screen.

4. Now enter the details to build your Invoice, and make sure to either click the Save as draft or the Save button before exiting the screen:

Add a customer

  • Either choose from all your existing customers by browsing the list, or use the search bar.


  • Alternatively, you can add a new customer by clicking the + New button.


    ​💡 Note: When adding a new customer, you must add at least their phone number or their email address to proceed (you can add both to make your customer database more rich and useful over time). You can also optionally add their physical address, company name or VAT number at this stage.

Complete the process by clicking the Add customer button at the bottom of this screen.


💡 Once you've selected or added your customer, their information will appear at the top of invoice building screen and you can move on to the next step.

Find out more about adding and using your Customers List with Yoco here.

Add products

To send an Invoice, you'll need to add a product for your customer to purchase. To do this:

  1. Under the Line items header, click the Add product button. This opens a new screen.

  2. If you have a list of Products already saved on your Yoco profile, select one from the list or search for the relevant product using the search bar.

  3. If you don't have any products added to your Yoco business profile yet, you can add the first one right here by clicking the + New button in the top right of the screen.


    💡Adding a new product can be quick and simple (you can always add more detail later).
    To quickly add a product, all you need to do is enter the product name and price and then click the Save button at the bottom of the screen. Now you're ready to add your product to your Invoice.

    We recommend that you add more detailed product information - find out more about setting up your Products Catalogue here.

  4. Once you've added the Product to your Invoice, you can select the quantity of the product to add, or remove the product by selecting the red trash can icon.

  5. You can add as many Product line items as you like, by clicking the Add Product button for each.

Apply a discount (Optional)

You can offer your customers discounts via a percentage (%) or a custom, flat Rand amount. When creating your Invoice and adding the line item, select the 3 dots (...) button next to the added product. Click on Apply discount and choose either your percentage or custom amount.

The discount will also be displayed on the Invoice.

Select a due date (Optional)

You may set a due date for your Invoice if you like. Automatically, Invoices are set up as due upon receipt, but you can also choose to show a due date in up to three weeks from now:

Add Notes and Terms (Optional)

Feel free to add any further notes, instructions, terms or anything else you'd like included in your Invoice.

5. Once you've clicked the Save button, you'll be shown a preview of the Invoice you'll be sending your customer. Please review all the details carefully to make sure you're happy, before moving to the next step. You can either save as draft now or click the “Next” button to proceed to the next step.


Your Yoco Invoice will display:

  • Your logo (if you’ve uploaded one).

  • Your business trading name - For individuals/sole proprietors, we’ll display your name, followed by ‘t/a’ and your business name (a legal requirement in South Africa).

  • Your trading address.

  • Your business phone number.

  • Your business email address (the same one you use to log in to Yoco).

  • The date on which the Invoice was created.

  • The payment due date.

  • The Invoice number (for your reference)

  • ‘Bill to’ — your customers/the recipients’ details (customer name, phone number and/or email address).

  • Your banking details (the same account that’s used for your Yoco payouts: bank name, account number, account type, and branch code).

  • The list of items on the bill, with a breakdown of their description, unit price (including VAT if applicable), quantity and total.

  • A breakdown of the sub-total, any discounts applied, the total and the VAT total amount.

  • A payment link and QR code.

6. Click the Next button, and you'll be presented with the option to send your Invoice via email or SMS. Selecting either will allow you to add an email address or phone number.

7. Once you've entered the customer’s contact details (if needed), click the Send button.


Track your Yoco Invoices

View your Sent Invoices

All sent invoices are logged under the ‘Sent Invoices’ tab on your ‘Invoices’ dashboard. When you click on the ‘Send’ tab in the Yoco App, select ‘Invoices’ and select the ‘Sent Invoices’ tab, you’ll see a list of all your invoices arranged by date, each with a status. An invoice can either be ‘Paid’, ‘Unpaid’, or ‘Unpaid and Overdue’. You can filter invoices by status on this page too.

When you select an ‘Unpaid Invoice’, you have the option to resend it to your customer as a reminder – simply click on the three dots in the top right corner of the ‘Invoice Details’ page.

View (& copy) an Invoice payment link

Once you have created an invoice by adding a customer and product and you send it to your customer, a payment link will be created along with the invoice.

To view this link, visit your invoice list and locate the correct invoice you are looking for.

Click on the invoice once you have located it and If the invoice is still unpaid you will see a link below the “View PDF” button.

Clicking on the link will automatically copy it to your clipboard for sharing.

You can enter this link into your browser to preview it, but remember, this is a live link and if payment is made, the invoice will be marked as paid.

You can send this link to your customer directly to request payment.

If the customer pays via the link, the invoice will be marked as paid automatically.

View paid and unpaid Invoices

Payments made using the payment link attached to your invoice will reflect in your Yoco available balance, as soon as your customer pays. You’ll also receive an instant notification. These payments will then be settled into your bank account as part of your normal payouts - learn more here.

If a payment is made using any other payment method, like EFT or cash, you’ll need to manually mark that invoice as paid. To do this in the Yoco POS App, click on ‘Invoices’, and select ‘Sent’. Select the invoice that was paid (not using the Yoco Payment Link), then click on the three dots in the top right corner, and select 'Mark As Paid.'

Yoco Invoice payments made using the Payment Link attached to the invoice will appear in your ’Sales History’ in the Yoco POS App or Yoco Web App. Any other types of payments will only reflect on the invoice itself, and not in your ’Sales History’.

To view your invoices, navigate to the Sales tab and click on the Invoice widget. Once the invoice page has loaded you will see three widgets, drafts, overdue and your invoices.

Click on “Your invoices” to view a list of all invoices.

Alternatively you can click on “Drafts” to view a filtered list showing you only invoices that are in the draft status.

If you click on “Overdue” you will see a filtered list of all invoices that have been sent to customers and are past their due date.

Mark an Invoice as "Paid"

If an invoice has been paid by a method other than the link provided (cash, manual eft) then you will need to manually mark the invoice as paid.

Locate the invoice in your invoice list and click on it to open the specific invoice screen.

Once this screen is open you will see two action buttons; “Send” and “Mark as paid”.

Click on the “Mark as paid” button and select “Cash” or “Manual EFT”.

Once you have selected the method of payment, the status of the invoice will change to “Paid” in the invoice list.

View your Invoices payments in your Sales History

Invoices are not viewable in your sales history yet. To view a list of your invoices, navigate to the Sales tab and click on the Invoice widget. Once the invoice page has loaded you will see three widgets, drafts, overdue and your invoices.


FAQs

How do my customers pay for the Invoice?

Customers can pay for their invoice, by clicking on the payment link attached to the invoice, or by scanning the QR code on the invoice. They’ll get taken to an online payment page, where they can pay with their Visa or Mastercard cards. Customers also have the option to pay using instant EFT, cash, or any other payment method you prefer.

How do my customers pay using Instant EFT?

When your customer clicks on your unique link in the invoice to pay, they’ll be able to choose to make payment using Yoco Instant EFT and will be prompted with the following steps:


Step 1: Select Instant EFT

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Step 2: Select bank

Step 3: Select which Linked Account to use

Step 4: Payment successful


Instant EFT, similar to other instant EFT payment products on the South African market, gives online customers access to their internet banking to make an Electronic Funds Transfer that gets instantly verified. Instant EFT is integrated with major banks in South Africa enabling access for 95%+ of users. Instant EFTs incur a fee of 2% ex VAT.

How will I get paid?

All online payments are linked to your existing Yoco Profile, and you’ll get paid out as per our normal payout schedule of 2-3 business days. Find out more about payouts here.

Can I process a refund on an Invoice payment?

Refunds on Invoice payments are not yet available. In the meantime, we recommend doing an EFT to your customer’s bank account.

How can I send an invoice to someone after they have made payment? Can I indicate on the invoice whether the bill is paid or unpaid?

  1. Navigate to your invoice list and locate the invoice you wish to send.

  2. Click on the invoice to open the invoice screen

  3. Once this screen is open you will be presented with the action button “Send”

  4. Click this button and select email or SMS and enter the customer’s information.

  5. Click the “Send” button to send the invoice to your customer.

Can I include individual product notes or descriptions on my invoice? (For example, the time and date of a consultation).

You are able to add notes and terms in your invoice in the creation process.

How do I link my social media accounts to my Invoices?

You are currently not able to add social media accounts to invoices.

Can I schedule invoices to be sent regularly to a particular customer?

No, this is not something you are able to do.

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