Still need to get your Invoices set up? Check out the starter guide here
Send Yoco Invoices from the Yoco App
1. Sign in to the Yoco Mobile/Web App here. Use your Yoco profile login details - either your Yoco profile email address or mobile number, and password.
2. From the options menu, navigate to the Sales Tab and click on the Invoices tile.
3. This is your Invoices page, where you can see all your invoices and manage your invoices settings.
4. Click on the + New Invoice button at the top right of your screen.
5. Now enter your sale 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.
Once you've selected or added your new customer, their information will appear at the top of invoice building screen and you can move on to the next step.
Add products
To send an Invoice, you'll need to add a product for your customer to purchase. To do this:
Under the Line items header, click the Add product button. This opens a new screen.
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. If your product has variants, you’ll also need to select the variant being added to the bill.
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.
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.
You can add as many Product line items as you like, by clicking the Add Product button for each.
Add a once-off item
From time to time, you may need to add a once-off product or service to your invoice. Here’s how:
Under the Line items header, select Add once-off item.
When the pop-up screen appears, enter a description of the item as well as an amount.
Click the Add once-off item button to add the product or service to your invoice.
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
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/Terms (optional)
Feel free to add any further notes, instructions, terms or anything else you'd like included in your Invoice.
6. 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.
7. You can either save as draft now or click the Send button to proceed to the next step.
Note: Once invoices have been sent, they cannot be edited or deleted in future. If you’re unsure, rather save this invoice as a draft.
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 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 unique payment link and QR code.
8. Lastly, you can choose whether you’d like to save this invoice as a draft, or send it now.
Note: Once invoices have been sent, they cannot be edited or deleted in future. If you’re unsure, rather save this invoice as a draft.
Yoco 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
Step 2: Select your 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?
Yes! If your Invoice was paid by your customer with Yoco online, you can perform a refund as per usual. For other payment methods, which are not processed through Yoco, a manual refund will need to be performed.
Find out more about refunds with the Yoco App here.
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?
Navigate to your invoice list and either locate and click on the draft invoice you wish to send, (or create a new invoice by clicking on the + icon).
Once you’ve either opened a draft invoice or completed a new one, you’ll have the option to Preview and send the invoice.
Click Preview and send and make sure you’re happy with your invoice preview, before continuing by clicking Send.
Select whether you’d like to send your invoice via email or SMS, and enter the customer’s information, and hit Send again.
Next, go back to your Invoices page and find the invoice listed, and click on the Mark as paid button.
Choose which payment method you received for this invoice and confirm by hitting Save.
The invoice will now be marked as paid and in your sales history for your records.
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 your social media accounts in your invoices settings.
However, you can manually enter your social handle in the Notes and terms section of the invoice.
Can I schedule invoices to be sent regularly to a particular customer?
No, unfortunately not yet.
Why can’t I edit the Invoice details after it’s been sent?
Legally speaking, once an invoice has been sent, it shouldn’t be edited or changed in any way. The best thing to do, is to reissue the Invoice and include a note that this is a second (or third) version of an original Invoice (with a reference number if you wish). This means all your records will be properly maintained.
Why can’t I delete an Invoice after it’s been sent?
Once an invoice with a unique payment link has been sent to a customer, it can’t be deleted or removed from your history because it’s still live out there somewhere. We hope to soon be able to introduce a credit note feature, to allow unpaid invoices to be resolved.
Find out more about managing your Invoices list here.