Invoice Management
Introduction
Gangmates provides robust tools for managing invoices, catering to purchase invoices (single and bulk) and sales invoices. This flexibility ensures that businesses can streamline their invoicing and payment processes efficiently while maintaining standardized documentation.
Understanding Invoice Types
Purchase Invoices (Single & Bulk)
Purchase invoices are submitted by contractors or employees to request payment from the company. This standardizes the invoicing process so your company doesn't depend on external parties for varying invoice formats.
Use Cases:
Contractor Payment - A contractor invoices the company for services provided (e.g., radio promo services, consulting, etc.)
Expense Reimbursement - An employee invoices the company for expenses paid out of pocket on behalf of the company
How It Works:
Contractor or employee logs in and creates an invoice
Invoice email is sent to their manager/relationship owner for review and approval
Manager/relationship owner approves or rejects the request
Finance officer views the approved invoice and clicks "Pay" to process payment
Payment is processed via the company's payment provider (Flutterwave, Monnify, or Paystack - depending on company configuration)
Company wallet is deducted and funds are transferred
Key Benefits:
Standardization: Consistent invoice format for all incoming invoices - no reliance on contractor/vendor invoice formats
Oversight: Manager approval workflow ensures proper authorization before payment
Integration: Payment processed through company's configured provider
Audit Trail: Complete documentation for all payments
Sales Invoices
Sales invoices are created by your company to bill customers for goods or services provided. They include automatic Nigerian tax calculations and integrated online payment.
How It Works:
You create an invoice for your customer
Customer receives invoice via email automatically
Customer pays via payment provider's (Flutterwave, Monnify, or Paystack - depending on company configuration) payment link
Funds are credited to your company wallet
VAT collected is tracked for FIRS remittance
Key Benefits:
Professional customer-facing invoices
Automatic VAT (7.5%) and Stamp Duty (₦50) calculations
Direct wallet credit on payment
VAT tracking for FIRS compliance
Invoice Types at a Glance
Purchase Invoice
Contractor or Employee
Your Company
Deducted (money out)
Sales Invoice
Your Company
Customer
Credited (money in)
Navigation Paths
Single Purchase Invoice Path: Finance → Invoices → New Invoice → Single Invoice → Form
Bulk Purchase Invoice Path: Finance → Invoices → New Invoice → Bulk Invoice → Form
Sales Invoice Path: Finance → Invoices → Sales Invoice → Form
Single Purchase Invoice Workflow
Use single purchase invoices when a contractor or employee needs to invoice the company for one item.
Who Can Create Purchase Invoices?
Contractors and employees with invoice creation permissions can submit purchase invoices. The invoice is then routed to their manager or relationship owner for approval.
Step 1: Navigate to the Invoice Form
Go to Finance → Invoices
Click New Invoice in the modal pop-up
Select Single Invoice to proceed to the form
Step 2: Complete the Form
Payment Method:
Select the appropriate option:
Self: The invoice is for payment to yourself (employee reimbursement)
Third Party Provider: The invoice is for payment to an external contractor/vendor
Mandatory Fields:
Description: Enter details about the service or expense
Service Date: Input the date in MM/DD/YYYY format
Total Amount: Enter the full invoice amount
Amount Requested: Specify the payment amount requested
Category: Select the appropriate expense category
Subcategory: Choose a related subcategory
Step 3: Submit the Invoice
Click Create Invoice to finalize
Invoice email is sent to your manager/relationship owner for review and approval
The invoice appears in the system with "Pending Approval" status
What Happens After Submission?
Manager Review: Your manager/relationship owner receives an email notification to review the invoice
Approval/Rejection: Manager approves or rejects with comments
Finance Action: Finance officer views approved invoice and clicks "Pay" button
Payment Processing: Payment is processed via the company's payment provider (Flutterwave, Monnify, or Paystack based on company settings)
Wallet Deduction: Company wallet is deducted for the approved amount
Payment Complete: Funds are transferred to the contractor or employee
Bulk Purchase Invoice Workflow
Use bulk purchase invoices when you need to submit multiple invoices at once via CSV upload.
Step 1: Navigate to the Bulk Invoice Form
Go to Finance → Invoices
Click New Invoice in the modal pop-up
Select Bulk Invoice to proceed to the form
Step 2: Select the Invoice For Option
In the Invoice For dropdown, choose one of the following:
Self: Invoices for payments to yourself (employee reimbursements)
Someone Else: Invoices on behalf of another internal staff member
Third Party Provider: Invoices for payment to external contractors or vendors
Step 3: Download and Fill the CSV Template
Dynamic CSV Template:
Download the template, which adjusts fields based on the selected Invoice For option:
Self: Fields for logged-in user and related invoice details
Someone Else: Includes a Requester Email column for internal staff
Third Party Provider: Adds a Third Party Provider Name column
Fill Out the Template:
Mandatory fields include Description, Service Date, Total Amount, Amount Requested, Category, and Subcategory
Ensure email addresses and provider names match system entries
Save the File:
Save the completed template as a CSV file
Step 4: Upload the Completed CSV
Navigate to the Bulk Upload section in Gangmates
Click Choose File and select your completed CSV file
Click Upload to begin processing the invoices
Step 5: Approval Process
Auto-Approval:
If the Approve All checkbox is selected, all uploaded invoices are automatically approved
Note: Requires the logged-in user to have the Bulk Invoice Approver permission
Manual Approval:
Invoices are sent to respective managers/relationship owners for review
Managers approve or reject individually as needed
What Happens After Approval?
Finance officer reviews approved invoices and processes payment
Payment is processed via the company's payment provider
Company wallet is deducted for approved amounts
Funds are transferred to the contractor or employee
Sales Invoice Workflow
Use sales invoices to bill your customers for goods or services.
Who Can Create Sales Invoices?
Users with the Create Sales Invoice permission can access this feature. Contact your administrator if you need this permission enabled.
Step-by-Step: Creating a Sales Invoice
Step 1: Navigate to the Sales Invoice Form
Go to Finance → Invoices
Select Sales Invoice
The Sales Invoice form opens
Step 2: Enter Customer Information
Customer Name (Required)
Enter the full name or business name of your customer
Customer Email
Enter a valid email address
The invoice will be sent to this email automatically when you click "Create Invoice"
Note: "Invoice will be sent to this email automatically" appears below the field
Customer Phone
Enter the customer's phone number for your records
Customer Address
Enter the customer's billing or business address
Step 3: Enter Invoice Details
Amount (NGN) (Required)
Enter the total amount you are billing
Minimum amount: ₦100.00
Purpose/Description (Required)
Describe what you are billing for
Be specific so your customer understands the charge
Examples: "Consulting services for January 2026", "Website development - Phase 1"
Additional Notes
Add any extra information for your customer
Examples: Payment terms, project details, thank you message
Step 4: Select Tax Options
Include VAT
Check this box to add 7.5% VAT to the invoice
VAT is calculated on the base amount
Example: ₦100,000 amount → ₦7,500 VAT added
Include Stamp Duty (NGN 50 for invoices over NGN 10,000)
Check this box to add Stamp Duty when applicable
Stamp Duty is ₦50 flat fee when invoice total exceeds ₦10,000
This is a Nigerian regulatory requirement
Step 5: Configure Payment Options (NEW!)
☑️ Allow Partial Payments
Check this box to let customers pay in installments
When enabled, customers can choose to pay full amount or custom amount
Great for large invoices or customers who need payment flexibility
Minimum Payment Amount (Optional)
Only visible when "Allow Partial Payments" is checked
Set the smallest amount customers can pay per transaction
Example: Set ₦5,000 minimum on a ₦50,000 invoice
Leave blank to allow customers to choose any amount
Prevents very small payments that rack up fees
Example Scenarios:
No Minimum (Maximum Flexibility)
With Minimum (Controlled Flexibility)
Without Partial Payments (Traditional)
Step 6: Create the Invoice
Review all information entered
Click Create Invoice
The invoice is created and sent to your customer's email automatically
How Partial Payments Work
The Customer Experience
When a customer receives an invoice with partial payments enabled:
First Time Opening Invoice:
After First Payment:
Transaction Fee Structure
1.5% fee applies to EACH payment
Fee is calculated on the payment amount (not the invoice amount)
Customer sees the fee BEFORE paying
Example: ₦50,000 Invoice Paid in 2 Installments
What You See in Your Dashboard
Invoice Status Badges:
🟡 Unpaid - No payments made yet
🟡 Partially Paid - Some payments made, balance remaining (shows percentage)
🟢 Paid - Fully paid
🔴 Cancelled - Invoice voided
Invoice Details Page Shows:
Payment Progress Card
Visual progress bar with percentage
Total / Paid / Remaining amounts
Number of payments made
Payment History Table
Date and time of each payment
Amount paid per transaction
Transaction fee per payment
Payment reference
Running totals
Partial Payment Settings
Shows if partial payments are enabled
Shows minimum payment amount (if set)
Example Details View:
Sales Invoice Statuses
Unpaid
Invoice created, no payments made
Customer hasn't paid anything yet
Partially Paid (NEW!)
Some payments made, balance remains
Customer paid part of the invoice, more needed
Paid
Invoice fully paid
All payments complete, funds in wallet
Cancelled
Invoice voided
Invoice no longer valid
Payment Process (After Creation)
For Full Payment (Traditional Flow)
Customer receives secure payment link via email
Invoice details and "Pay Now" button sent automatically
Customer has 15 minutes to complete payment after clicking "Pay Now"
Payment processed through your payment provider (Flutterwave, Monnify, or Paystack)
Funds automatically credited to your wallet
Both you and customer receive confirmation emails
For Partial Payments (NEW Flow)
Customer receives secure payment link via email
Customer opens link and sees payment options (Full or Custom amount)
Customer selects amount to pay (subject to minimum if set)
System shows real-time breakdown (amount + fee = total)
Customer has 15 minutes to complete payment after clicking "Pay Now"
Payment processed through your payment provider
Wallet credited for that payment amount immediately
Invoice status updates to "Partially Paid"
Customer can return to the same link anytime to pay more
Process repeats until invoice is fully paid
Once fully paid, status changes to "Paid"
Sharing Options
While invoices are sent automatically via email, you can also share manually:
Copy Link - Share via WhatsApp, SMS, or messaging apps
Download PDF - Send the PDF file manually
Note: The payment link remains active for partially paid invoices. Customers can bookmark it and return to complete payment.
Tax Calculations
VAT (Value Added Tax)
Rate: 7.5% of the invoice amount
Example: ₦100,000 → ₦7,500 VAT
Calculated on base amount before partial payments
Customer pays proportional VAT with each payment
Stamp Duty
Rate: ₦50 flat fee
Applies when: Invoice total exceeds ₦10,000
Included in total invoice amount
Combined Example with Partial Payments:
Invoice Created:
Customer Pays in 2 Installments:
Remitting VAT to FIRS
VAT collected from sales invoices must be remitted to FIRS (Federal Inland Revenue Service).
Important: VAT remittance only applies to fully paid invoices.
Process:
Wait until invoice is fully paid (status = "Paid")
Navigate to Remittances → Initiate Remittance
Select VAT & FIRS Remittance
Choose fully paid invoices to include (partially paid invoices won't appear)
Submit to an agent for FIRS payment
Deadline: VAT must be remitted by the 21st of the month following the transaction.
For detailed remittance instructions, see the Remittance Management User Guide.
Features Comparison
Payment Options
Full amount only
Full or custom amounts
Customer Flexibility
Must have full amount
Can pay what they can afford
Payment Window
15 minutes (one-time)
15 minutes per payment session
Transaction Fees
1.5% × 1
1.5% per payment
Status Options
Unpaid → Paid
Unpaid → Partially Paid → Paid
Invoice Link
Single use
Reusable until fully paid
Payment Tracking
Single transaction
Multiple transactions tracked
Wallet Credits
One credit
Multiple credits
VAT Remittance
After payment
After FULL payment
Use Cases
When to Enable Partial Payments
✅ Large invoices (₦100,000+) - Makes big amounts more manageable ✅ Long-term clients - Shows flexibility and trust ✅ B2B invoices - Businesses often prefer installment payments ✅ Project-based billing - Allow payment as milestones complete ✅ Seasonal businesses - Help clients with cash flow challenges
When to Keep Traditional (Full Payment Only)
✅ Small invoices (< ₦10,000) - Not worth the complexity ✅ One-time customers - Simpler process ✅ Urgent payments - Need immediate full payment ✅ Subscription services - Regular, predictable amounts
Business Benefits
Better Cash Flow
Get some money now rather than waiting for full amount
Partial payment is better than no payment
Reduces payment delays
Higher Conversion
40% increase in payment completion rates (industry average)
Customers more likely to start paying when they have flexibility
Reduces invoice abandonment
Professional Image
Shows you understand customer needs
Modern, customer-friendly approach
Competitive advantage
Complete Control
You decide which invoices allow partial payments
Set minimums to prevent very small payments
Can still require full payment when needed
No Extra Work
Just one checkbox when creating invoice
Automatic status updates
Automatic wallet credits
Complete audit trail maintained
Troubleshooting: Partial Payments
Customer Can't Make Partial Payment
Issue: Customer only sees "Pay Full Amount" option
Solutions:
Verify "Allow Partial Payments" was checked when creating invoice
This setting can only be enabled at invoice creation
If disabled, invoice must be cancelled and recreated
Minimum Payment Error
Issue: Customer gets error "Minimum payment is ₦X"
Solutions:
Customer must pay at least the minimum you set
They can pay exactly the minimum or more
They can pay up to the remaining balance
If minimum is too high, you'll need to create a new invoice
Payment Not Updating to Partially Paid
Issue: Customer paid but status still shows "Unpaid"
Solutions:
Payment confirmation may take a few minutes
Refresh the page after waiting
Check your wallet transactions for the credit
If payment went through but status unchanged, contact support
Can't Find Partially Paid Invoices
Issue: Not seeing partially paid invoices in list
Solutions:
Use the status filter and select "Partially Paid"
Look for yellow badge with percentage
Check invoice details for payment history
Ensure you're in the correct company/workspace
Invoice Stuck at Partially Paid
Issue: Customer paid some but hasn't completed
Solutions:
Customer can return to the same payment link anytime
Share the link via WhatsApp/SMS as a reminder
No automatic reminders (yet - coming soon!)
You can cancel invoice if needed and create new one
Transaction Fee Questions
Issue: Customer confused about fees on multiple payments
Solutions:
Explain that 1.5% fee applies per payment (standard)
Total fees are same as if paid all at once
Fee is shown clearly before each payment
This covers payment processing costs per transaction
VAT Remittance with Partial Payments
Issue: Can't find invoice in VAT remittance
Solutions:
Invoice must be fully paid (status = "Paid")
Partially paid invoices don't appear in remittance
Wait until customer completes all payments
VAT is only remitted on completed invoices
Quick Reference: Partial Payments
Creating Invoice with Partial Payments
Customer Makes Partial Payment
Viewing Payment Progress
Key Numbers
Transaction Fee
1.5% per payment
Payment Window
15 minutes after clicking "Pay Now"
Minimum Invoice
₦100
VAT Rate
7.5%
Stamp Duty
₦50 (invoices > ₦10,000)
Maximum Partial Payments
Unlimited
For detailed remittance instructions, see the Remittance Management User Guide.
Invoice Types Comparison
Purpose
Contractor/employee invoices company
Company invoices customer
Who Creates
Contractors, employees
Company
Who Pays
Company
Customer
Approval Required
Yes - Manager/relationship owner
No
Payment Action
Finance clicks "Pay" button
Customer clicks "Pay Now" link
Email Sent To
Manager/relationship owner
Customer
Payment Provider
Company's payment provider (Flutterwave, Monnify, or Paystack - depending on company configuration).
Company's payment provider (Flutterwave, Monnify, or Paystack - depending on company configuration).
Wallet Impact
Deducted (company pays out)
Credited (company receives)
Tax Calculation
N/A
Automatic (VAT 7.5%, Stamp Duty ₦50)
FIRS Remittance
N/A
Yes (VAT tracking)
Benefits Summary
Purchase Invoices (Single & Bulk)
Standardization: Consistent invoice format for all contractor and employee invoices - no dependence on external invoice formats
Control: Manager/relationship owner approval before payment
Visibility: Finance team has clear view of all pending payments
Bulk Processing: CSV upload for multiple invoices with optional auto-approval
Integration: Payment processed through company's configured provider (Flutterwave, Monnify, or Paystack)
Audit Trail: Complete documentation for all payments
Sales Invoices
Professional: Customer-facing invoices with your company branding
Tax Compliance: Automatic VAT (7.5%) and Stamp Duty (₦50) calculations
Convenience: Integrated Flutterwave payment for customers
Efficiency: Automatic email delivery, no manual sending
Cash Flow: Direct wallet credit on customer payment
Compliance: VAT tracking for FIRS remittance
Key Notes
Purchase Invoices (Single)
Payment Method dropdown adjusts the form based on Self or Third Party Provider
Invoice goes to manager/relationship owner for approval
After approval, finance officer processes payment via "Pay" button
Company wallet is deducted upon payment
Purchase Invoices (Bulk)
Ensure CSV templates are correctly completed based on the Invoice For option
Only users with Bulk Invoice Approver permission can use the Approve All feature
Each invoice is routed to the appropriate manager for approval (unless auto-approved)
Finance processes payment after approvals
Sales Invoices
Requires Create Sales Invoice permission
Customer email receives invoice automatically on creation
Payment link expires 15 minutes after customer clicks "Pay Now"
Funds credited to wallet only after successful payment
Paid invoices with VAT must be remitted to FIRS by the 21st of the following month
Troubleshooting Common Issues
Purchase Invoice Issues
Invoice Not Approved:
Check with your manager/relationship owner for status
Review any rejection comments
Resubmit with corrections if needed
Invoice Approved But Not Paid:
Contact finance team to process payment
Verify company wallet has sufficient balance
Invalid Data Format (Bulk):
Ensure all dates are in MM/DD/YYYY format
Ensure amounts are numerical
Download error report, correct issues, re-upload
Errors During Upload (Bulk):
Download the error report
Correct the flagged issues
Re-upload the corrected file
Missing Permissions:
Contact your administrator for required permissions
Bulk Invoice Approver permission needed for auto-approval
Payment Failed:
Check company wallet balance
Verify payment provider is configured correctly
Contact finance team for assistance
Sales Invoice Issues
Customer Didn't Receive Email:
Verify the email address is correct
Check customer's spam/junk folder
Use Copy Link to share via WhatsApp or SMS as alternative
Payment Link Not Working:
Ensure customer is clicking the link within the email
The 15-minute window starts when they click "Pay Now", not when email is sent
If expired, customer can return to email and click again for new session
Invoice Status Not Updating to Paid:
Flutterwave payment confirmation may take a few minutes
Refresh the page after waiting
Check wallet for credited funds
Contact support if payment was made but status unchanged
VAT Not Calculating:
Ensure "Include VAT" checkbox is checked
VAT only applies to the base amount entered
Stamp Duty Not Appearing:
Stamp Duty only applies when total (including VAT) exceeds ₦10,000
Ensure "Include Stamp Duty" checkbox is checked
Invoice Not Appearing in VAT Remittance:
Invoice must have "Paid" status
Invoice must have VAT or Stamp Duty amounts greater than zero
Invoice must not have been previously submitted for remittance
Support
Need Help?
For unresolved issues, contact [email protected].
For bulk invoice issues, include your CSV file and error messages for faster assistance.
For sales invoice issues, include the invoice reference number and any error messages.
Quick Reference
Navigation
Single Purchase Invoice
Finance → Invoices → New Invoice → Single Invoice
Bulk Purchase Invoice
Finance → Invoices → New Invoice → Bulk Invoice
Sales Invoice
Finance → Invoices → Sales Invoice
Purchase Invoice Use Cases
Contractor Payment
Radio promo vendor invoices for services rendered
Expense Reimbursement
Employee invoices for out-of-pocket expenses
Sales Invoice Tax Rates
VAT: 7.5% of invoice amount
Stamp Duty: ₦50 flat fee (invoices over ₦10,000)
Invoice Flows
Purchase Invoice: Contractor/Employee Creates Invoice → Manager/Relationship Owner Receives Email → Approves → Finance Clicks "Pay" → Wallet Deducted → Funds Transferred
Sales Invoice: Company Creates Invoice → Customer Receives Email → Customer Pays via Flutterwave → Wallet Credited → Remit VAT to FIRS
Required Permissions
Create Single Purchase Invoice
(Standard user access)
Bulk Purchase Invoice Auto-Approve
Bulk Invoice Approver
Create Sales Invoice
Create Sales Invoice
User Guide Version 2.1 | Feb. 2026
Last updated