> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gasos.ng/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoices and payments

> Invoice a customer's fill-ups, take full or part payments, correct with credit notes, send reminders, and see who owes and how late.

## Invoices

On a customer's page, choose **New invoice** and pick the period, usually **Last month**. Gasos makes a **draft** with every fill-up in the period that isn't on an invoice yet: date, station, plate, fuel, litres, price and amount. A draft isn't owed and has no number yet.

On the draft you can change the period, the invoice date, add **their reference** (for example their purchase order number) and a note, and add **other items**: a delivery charge, or a discount with a minus price. Choose **Save draft**, then **Issue invoice**. Issuing gives it the next number (INV-0001, INV-0002…) and a due date: the invoice date plus the customer's **Pay within** days.

At the end of the month, choose **Invoice last month** on the **Invoices** page. Gasos makes a draft for every customer with fill-ups not yet invoiced; check them, then **Issue** them all at once.

If an issued invoice is wrong, use a **credit note** (below) for a small correction, or **Void** it. Voiding puts its fill-ups back to not invoiced so you can invoice them again; anything paid on it becomes the customer's credit. The number isn't reused.

## Payments

Choose **Record payment** on a customer or an invoice: the amount, the date received, how (bank transfer, cheque, POS or cash) and the reference. Gasos applies it to the oldest unpaid invoices first. To decide yourself, turn on **Choose which invoices it pays** and set an amount per invoice; part payments are fine, and the invoice shows **Part-paid** with what's left.

Money that isn't applied, because they paid ahead or paid more, is the customer's **credit**. It's used on their next invoice when it's issued, or straight away with **Apply credit** on an unpaid invoice. **Take off** moves a payment off an invoice back to credit.

## Credit notes

A credit note (CN-0001…) takes money off what a customer owes: an overcharge, a wrong price, a goodwill discount. From an invoice, choose **Credit note**, the amount and the reason; it's taken off that invoice. From the customer's page it becomes credit for their next invoice. Credit notes show on statements, and can be voided.

## Sending and reminders

On an invoice, choose **Email**, **WhatsApp** (opens a chat with the link ready) or **Copy link**. The customer opens it without an account, and can print it or **Download PDF**. The invoice shows when it was sent and when they opened it, and its **Activity** keeps the whole story.

Gasos reminds customers about unpaid invoices by email on the days you choose under **Credit settings** (by default 3 days before the due date, on the day, and 7, 14 and 30 days late), never more than once a day. Turn **Automatic payment reminders** off on a customer to leave them out. You can also send one by hand with **Send reminder**.

## Credit settings

Owners and admins set, under **Credit settings**: the invoice number prefix and next number, **Pay within** for new customers, **VAT on fuel** (none, or 7.5% included in prices), the bank details printed on invoices, a footer note, the reminder days, receipts by email for each payment, and **Invoice everyone on the 1st** to issue and email last month's invoices by itself.

## Statements

Under **Statement**, choose the dates and **View statement**. It shows the opening balance, every fill-up, extra item, payment and credit note with a running balance, and what they owe at the end, across all stations.

## Who owes

**Who owes** shows each customer's unpaid invoices by how late they are: not due, 1–30, 31–60, 61–90 and over 90 days past the due date. Fill-ups not invoiced yet are shown apart, and credit is taken off. Chase the oldest first, and put an account **On hold** while it's well overdue.


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