Payments Module

Manage all your billing including invoices, subscriptions, payment collection, and reconciliation.

Overview

The Payments module handles:

• Invoices - One-time and recurring billing
• Subscriptions - Recurring plans with proration
• Payments - Collection via multiple providers
• Customers - Payer profiles, payment methods
• Revenue - Recognition, reporting, reconciliation

Quick Start

1. Install Module - Settings → Modules → Payments → Install
2. Connect Provider - Stripe, Paystack, Flutterwave, or manual
3. Configure Tax - VAT, GST, or custom tax rates
4. Set Up Invoice Template - Branding, terms, payment terms
5. Create Products/Services - Items to sell
6. Send First Invoice - Test the flow

Configuration

Payment Providers

Setup at Settings → Payments → Providers:

1. Select provider
2. Enter API keys (test/live)
3. Configure webhooks
4. Test connection

Tax Configuration

• Tax Rates - Define rates by region/product
• Tax Categories - Standard, reduced, exempt, zero-rated
• Validation - Verify tax IDs (VAT, GST)
• Reporting - Tax liability reports

Invoice Settings

• Numbering - Sequential, yearly, custom format
• Prefix - e.g., "INV-2024-"
• Payment Terms - Net 7, 14, 30, 60, due on receipt
• Late Fees - Percentage or flat fee after due date
• Auto-Reminders - Schedule before/after due date
• Branding - Logo, colors, footer, terms

Products & Services

Create catalog items:

• Type - Product, Service, Subscription, Bundle
• Pricing - Fixed, tiered, usage-based, custom
• Billing Period - Monthly, quarterly, annually, custom
• Trial - Free trial days
• Setup Fee - One-time onboarding charge

Core Features

Invoices

Create Invoice:

1. Go to Payments → Invoices → New
2. Select customer (or create new)
3. Add line items (products or custom)
4. Apply discounts, tax
5. Set due date
6. Preview and send

Invoice Statuses:

• Draft → Sent → Viewed → Paid / Overdue / Void / Refunded

Actions:

• Send/Resend email
• Record manual payment
• Issue credit note
• Duplicate for recurring
• Download PDF

Subscriptions

Create Subscription:

1. Go to Payments → Subscriptions → New
2. Select customer
3. Choose plan
4. Set start date, trial
5. Add payment method
6. Confirm

Subscription Lifecycle:

• Trial → Active → Past Due → Canceled / Paused
• Proration on plan changes
• Automatic renewal with retry logic
• Dunning management (email sequence)

Customers

Customer profiles store:

• Contact info (name, email, phone, address)
• Billing/shipping addresses
• Payment methods (saved cards, bank accounts)
• Tax IDs, exemptions
• Invoice/subscription history
• Credit balance, payment terms
• Custom fields

Payment Methods

Supported:

• Credit/Debit Cards (tokenized)
• Bank Transfers (reference-based)
• Mobile Money (M-Pesa, MTN, Airtel)
• Digital Wallets (Apple Pay, Google Pay)
• Cash/Check (manual recording)

Features:

• Default payment method per customer
• Automatic retry on failure
• Expiry notifications
• PCI compliance (provider-handled)

Revenue Recognition

• Accrual - Recognize over service period
• Cash - Recognize on payment received
• Milestone - Recognize at delivery points
• Percentage - Custom recognition schedules

Reporting

Standard Reports

• Revenue Summary - MRR, ARR, churn, expansion
• Aging Report - Outstanding by 0-30, 31-60, 61-90, 90+
• Collection Report - Payments by method, provider
• Tax Report - Collected, owed, by jurisdiction
• Customer Lifetime Value - LTV, CAC, payback

Dashboards

• Real-time revenue metrics
• Pipeline (sent, viewed, pending)
• Churn analysis
• Cohort retention

Reconciliation

• Daily - Match payments to invoices
• Provider Statements - Stripe/Paystack payouts
• Bank Statements - Manual payment matching
• Discrepancies - Flag unmatched items

Related

• Module Configuration
• Billing & Subscriptions
• Tax Compliance
• Payment Providers