💡 You can use this template invoice. Ensure that the customer details are set to your own information so that you can simulate the full payment experience and make sure to download it as a pdf.
1. Uploading a test invoice
To upload your first invoice, you have two options:
1. Click the upload button: Located at the bottom left of your dashboard, this button allows you to browse your files and select the invoice you wish to upload.
2. Drag and drop: Simply drag your invoice file into the highlighted upload area on the dashboard.
Once you’ve uploaded the invoice, Adfin’s AI powered upload tool will automatically extract all relevant information from the document. This process happens in the background, ensuring that your data is accurately captured for your review.
When the Adfin has finished processing your invoice, you’ll see a success message with two options:
View drafts: Select this option to review the extracted invoice details and customer contacts before sending the invoice. This gives you the chance to make any necessary adjustments.
Send now: If everything looks good and you’re ready to proceed, select “Send Now” to distribute the invoice immediately while triggering the associated workflow (learn more about Workflows).
2. Editing contact details before sending
If your invoice includes customer contact details, Adfin’s AI will automatically capture the relevant data for sending out the invoice. However, if the invoice lacks this information or the AI didn’t capture it correctly, you can easily edit these details in the draft section.
How to edit contact details:
Access the draft section: To edit the contact details, simply click anywhere on the row of the invoice you want to modify.
Review the information: A new box container will appear on the right, displaying all the relevant information from the invoice. If any contact details are missing, they will be highlighted in red.
Make edits: Click on "Edit" to modify the contact details as needed.
3. Selecting workflow and sending out the invoice
Once you've reviewed and edited the invoice details, the next step is to select the workflow for sending out the invoice.
Select Workflow:
On the "Send Invoice" screen, you’ll see a dropdown menu labeled "Select workflow."
Click on the dropdown to choose your preferred method of sending the invoice. You will have a number of workflows to choose from, which will include notifications sent by:
Email: Send the invoice directly to the customer's email. The email will come from Adfin’s domain, but the sender will appear as "<your company name> via Adfin." This helps your customer recognise the sender while ensuring that the payment process is powered by Adfin. (Note: Any response from the customer will be redirected to your email address)
WhatsApp: Send the invoice through WhatsApp for a more immediate and direct communication channel. If the invoice is sent via WhatsApp, it will be delivered through Adfin’s official WhatsApp Business account, meaning you don’t need an active WhatsApp Business account. The message will follow the same naming convention as the email, with the sender appearing as "<your company name> via Adfin." (Note: currently, we don’t support responses from the customer via this channel)
SMS: Send the invoice via SMS, which is ideal for quick, on-the-go notifications. If sent via SMS, the message will be delivered using Adfin’s SMS service provider. Similar to email and WhatsApp, the sender will appear as "<your company name> via Adfin." (Note: currently, we don’t support responses from the customer via this channel)
Review reminders:
Below the workflow selection, you’ll see a list of automated reminders that will be sent as part of the workflow.
These reminders ensure that your customer is notified if the invoice isn’t paid on time, helping to reduce late payments.
Coming soon, you’ll have the flexibility to mix methods for sending reminders (e.g., 1st reminder via email, 2nd via WhatsApp, followed by another email). Additionally, you’ll be able to add actions to the workflow, e.g as offering a 3% discount if the invoice is paid within the next 24 hours.
Customise message (Optional):
If you wish, you can type a custom message in the provided text box to add a personal touch to the invoice.
Send the invoice
Once everything is set up, click the green "Send now" button at the bottom right of the screen.
Your invoice will be sent according to the selected workflow, and the reminders will be scheduled automatically.
4. Receiving the invoice and making the payment
After sending out the invoice, check the email address you provided for the customer’s contact details. You will receive an email that simulates what your customer will see. The email template includes a summary of all the relevant invoice information, along with the invoice attached.
In this email, your customer will find a "Review and pay" button, which directs them to the payment portal where they can securely complete the transaction.
5. Making the payment
Once your customer clicks on the "Review and pay" button in the email, they will be directed to a payment page, as shown in the screenshot. Here, they can view the invoice details, including the amount due, issue date, and due date.
Customers can choose from multiple payment methods, such as:
Google Pay or Apple Pay
Pay by bank: Direct bank transfer
Pay by card: Credit or debit card payment
6. Checking payment status in Adfin
After your customer completes the payment, you can return to the Adfin console to check the status of the invoice. If the payment has been successfully processed, you will see the status change to "Paid" as shown in the screenshot.
If you have enabled the accounting software integration, Adfin will automatically reconcile the payment back into your accounting system.
Depending on the payment method, the settlement times for the funds may vary:
Pay by bank: Funds will typically settle in under 2 hours from when your customer made the payment.
Cards, Apple Pay, and Google Pay: Funds will typically settle 2 business days after your customer made the payment.
Bacs direct debit: Funds will typically settle 4 working days after the payment was scheduled (typically the due date).