How to use Billing Pro

Goal: You have unpaid invoices. Billing Pro tracks who owes what and follows up — including WhatsApp if you connect it.

This is not accounting software and not a payment gateway. You record payments you already received (cash, UPI, bank transfer, and so on).

The same guide ships with the app: Billing Pro user guide (also How this works in the app sidebar).

Getting started

Install Billing Pro from Applications → Marketplace. Choose your workspace, then set:

Setting	What to put
Currency	What you bill in (for example INR)
Invoice prefix	Letters on invoice numbers (INV → INV-1001)
Payment terms (days)	Days after issue until due
Default tax rate	Usual tax on products and invoices (0 if you add tax yourself)
Follow-up interval (days)	Typical days between reminders

WhatsApp is not an install setting. Connect it under Channels, then set reminders on Automations.

First-run checklist

1. Configure business currency
2. Configure invoice settings
3. Add or import products
4. Connect WhatsApp
5. Configure follow-up automation
6. Create your first invoice
7. Record a payment

You're ready. Billing Pro will track outstanding payments and automatically follow up with customers.

Daily workflow

1. Morning: Dashboard — unpaid and overdue
2. Work Follow-ups
3. Record payments as they arrive
4. Overdue invoices get a follow-up automatically
5. Qefro sends WhatsApp if Automations is on

Unpaid invoice to paid

1. Create the invoice — Pick the contact, add items, set a due date.
2. Follow up if unpaid — Overdue bills get a follow-up. WhatsApp if you set Automations.
3. Record the payment — Apply the amount to the invoice. Partial stays outstanding.
4. Reminders stop — When the invoice is paid, pending follow-ups complete.

Products

Open Products → New. Enter name, SKU (unique), and price. Optional: description, product vs service, unit, tax.

Currency and tax default from settings. Edit anytime. To stop using a product, set Active to no — do not delete ones already on invoices.

Import: Products → Import Data. Map name, SKU / product code, price.

Invoices

Example: 2 × Product A at ₹500 = ₹1,000.

1. Invoices → New. Pick the customer (contact) — add them under Contacts first if they are new.
2. Set issue date and due date. Optional invoice number (or INV-1001 is assigned).
3. Invoice items → New. Product A, quantity 2, unit price 500.
4. Line total is ₹1,000. The invoice total updates.

If you only know the total (imported old bills), you can enter it on the invoice. When you add items later, item totals take over.

Status	Meaning
Draft	Working copy
Issued	Waiting for payment
Partially paid	Some money in
Paid	Nothing outstanding
Overdue	Due date passed, still unpaid
Cancelled	Voided, not deleted

Paid / outstanding update when you record payments. You do not type “paid” to collect.

Payments

A payment is money received. An allocation is how much of it applies to one invoice. They are separate so one UPI can cover two invoices, or one invoice can be paid in instalments.

What happened	Invoice shows
Full amount recorded and applied	Paid
Part recorded and applied	Partially paid
Nothing received	Issued or Overdue

Use Record payment. To split a receipt, record it once, then Allocations for each invoice.

Follow-ups

This is the key loop.

INV-1005 is unpaid on the due date. It becomes overdue. A follow-up is created. If WhatsApp and Automations are set up, the customer is reminded. You record the payment. The invoice shows paid. Follow-ups stop.

You can also create a follow-up when the customer says they will pay later (Follow-ups → New).

WhatsApp reminders

Billing Pro does not send WhatsApp by itself. Automations send the message on your connected number.

1. Connect WhatsApp for the workspace (Channels).
2. Open Automations in Billing Pro.
3. When: Follow-up due.
4. Then: Send WhatsApp.
5. Write a Message or Template (customer name, invoice, amount due).
6. Test, then enable.

After the invoice is paid, pending follow-ups complete, so reminders stop for that bill.

Note

You can add a second automation on Follow-up created if you want a message as soon as a bill becomes overdue, not only on the follow-up date.

Import data

On Invoices, Import Data. Example headers for unpaid bills:

invoice_number,name,phone,due_amount,due_date

CSV column	Map to
invoice_number	Invoice number
name	Contact name
phone	Contact phone
due_amount	Total
due_date	Due date

Identity uses name / phone / email — never a person id. Import finds or creates a Contact.

Sample file in the app package: apps/billing-pro/docs/examples/unpaid-invoices.sample.csv.

Command Chat

The same screens stay available. You can also type:

• Create a product called Design hours, SKU DES-01, price 2000
• Raise an invoice for 10000 due next Friday
• Customer paid 5000 UPI for INV-1005
• Follow up later — they’ll pay on Friday

Add new customers in Contacts first, then create the invoice.

Troubleshooting

Problem	What to do
Invoice shows paid too early	Too much was applied. Check Payments and Allocations. Allocate only what you received.
Contact not saving	Pick an existing Contacts person, or add them first. Import needs name, phone, or email.
Reminder not sending	WhatsApp connected? Automation enabled? Trigger Follow-up due? Follow-up still pending? Use Test.
Import mapping wrong	due_amount → Total (not Paid). Name/phone/email → contact.
Totals do not match lines	Fix Invoice items. When items exist, they become the total.
Undo an invoice	Cancel invoice — it is voided, not deleted.

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