Get paid
Your customer opens their invoice, scans the PayNow QR and pays the exact amount. You check your bank and record it, and a receipt goes to them. Reminders chase anything late.
Screenshots use a fictional business and figures. Select an image to view it full size.
What your customer sees
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The link opens their own page, with no login. At the top is the amount due, the date, and a PayNow QR. It works with DBS, POSB, PayLah!, UOB, Citibank and most banking apps, and the amount and a reference are filled in for them.
Their page asks for the part due now: S$763, locked in the QR. When they have paid, they press I have paid. That tells you straight away; it does not mark the invoice paid by itself.
They can Download PDF or Print it, and See all your invoices from your business after signing in with a code emailed to them.
Record a payment
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When a customer says they have paid, the invoice shows a note with their name. Check your bank, then press the Record button in that note. If you connected Telegram, you are pinged too, with a button to record it from the chat.
They pressed I have paid. Check your bank, then record it. -
Or press Record payment at the top. Fill in the Amount, Date received and How (PayNow, bank transfer, cash, card, cheque or other). The line underneath says how much will still be owing.
Leave Email them a receipt ticked to send a receipt, then press Record payment.
The deposit recorded. S$763 is left for December. The payment shows under Payments, and the invoice becomes Part paid or Paid. Recorded the wrong amount? Undo the payment from that list and record it again.
The sale is already in your P&L. An invoice counts as revenue on the day it is issued. Recording a payment only moves the money from “owed to you” into your bank.
Payments that record themselves
If you bank with Aspire and turn on PayNow Auto-Confirm in Invoice settings, SME AI Office checks your account for PayNow payments with the invoice’s reference and the exact amount, and records them for you. It checks when the customer presses I have paid, and a few times a day. The payment then says Confirmed by PayNow Auto-Confirm. Anything it cannot match, you record by hand.
Reminders
Turn on automatic reminders once, in Invoice settings, and pick the days. Polite emails then go before the due date, on the day, and after it, until the invoice is paid. They only start once the invoice has been sent.
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Each invoice has a Reminders card saying when the next one goes. Switch off Remind them about this invoice for one invoice, or Remind this customer at all for a customer you would rather chase yourself. Press Email a reminder now to send one straight away.
When the next reminder goes, and the switches to stop it.
You can also send an invoice or a reminder on WhatsApp from the Send button. It opens WhatsApp with the message written; nothing goes until you press send there.
Late fees
A late fee is never added by itself. If you set one up in settings, an overdue invoice suggests an amount. Press More and Add a late fee, check the amount, and press Add late fee. It goes on as a line with no GST, and the total goes up. Tell the customer why.
Questions
What if my customer cannot scan the QR?
Their page shows your bank transfer details if you added them in settings. If your PayNow is a VPA and you added a backup UEN, they can also pay to your UEN by hand.
They paid more than they owed. What happens?
You cannot record more than is owing. Record what was owed, and sort out the extra with them.
When do reminder emails go out?
Between 9am and 7pm, one at a time, never two the same day for one invoice.