# Invoices, payments and recovery in Irsaal water delivery software > How invoices are made, printed and shared, how to receive a customer's payment, and how to see who still owes you money. - Product: Irsaal Water Delivery Software, by Irsaal Software - Section: Money & accounts - Page: https://irsaalsystems.com/help/water-invoices-and-payments - Last updated: 2026-09-23 Irsaal Water Delivery Software makes invoices by itself. You never type one: saving an order, recording a refill, or a rider saving a delivery in the app writes the invoice. Invoices are listed under **Finance → Invoices**, where each one can be printed on a thermal receipt or as an A4 page. A customer's payments are taken with **Add Payment** on their card, by the rider at the door, or with **Collect** on a subscription payment plan. Whatever is not paid stays on the customer's balance until it is. ## Where do invoices come from? - **Save Order & Preview Invoice** on a new order. - **Record Refill / Delivery** in the office. - **Save Refill & Print Invoice** in the rider's app. The rider prints it on a Bluetooth receipt printer or shares it with the customer. Every invoice carries your company name, logo and invoice footer from **Settings → Company & Branding**. Bills printed or shared by a rider also show the customer's previous balance and the total outstanding. ## How do I find and print an invoice? 1. Open **Finance → Invoices**. The top shows what the listed invoices are **Worth**, how much is **Collected**, what is **Outstanding**, and how many are **Paid**, **Partial** and **Unpaid**. 2. Narrow the list with **Customer**, **Created by role**, **Status** (**Paid**, **Partial**, **Unpaid**), **From** and **To**, then press **Go**. 3. Open an invoice by its **Invoice #**. 4. Press **Thermal** for an 80 mm receipt, or **Print / Reprint** for the full page. Which one prints by default, and how many copies, is set under **Settings → Pricing & Printing**. ## How do I receive a payment from a customer? In the office: 1. Open the customer (**Operations → Customers**, then their name). 2. Press **Add Payment**. 3. Enter the **Amount**, the **Method** (**Cash** or **Online**), the **Date** and a **Reference** such as a transfer number. 4. Press **Record Payment**. The payment appears on the customer's **Account Ledger (Receivables)** and their balance drops straight away. The customer gets a **Payment received** message if WhatsApp alerts are on. At the door, the rider takes payment while saving the delivery (**Cash**, **Online** or **Credit**). They can also collect an old balance separately with **Collect Payment** in the app. That money is on the rider's name until the office approves their day; see [Rider Ledger: approving a rider's cash and empty bottles](https://irsaalsystems.com/help/water-rider-ledger). ## What if a customer pays more than they owe? The extra is kept as the customer's **advance**. Some customers pay ahead so they are not asked for money at every visit: Rs 1,000 paid against Rs 500 owed leaves Rs 500 in advance, and Rs 5,000 paid with nothing owed leaves Rs 5,000. - The customer's card shows **Advance** instead of **Balance Due**, with "Paid ahead — the next bills are taken from it". **Add Payment** says how much of the amount will be kept as advance before you record it. - The **Account Ledger (Receivables)** has two columns, **Balance Due** and **Advance**, and a bill paid out of the advance says "taken from advance". - Every bill charged to the account afterwards (an order, a refill in the office, or a delivery the rider saves on credit) is taken from the advance until it is used up. The invoice shows **Paid from advance** and **Advance Left**, and asks the customer for nothing. - In the rider's app the customer's advance is shown, the payment starts on **From advance**, and the rider is told not to ask for money. Cash handed over above the bill at the door is kept as advance too. - To give an advance back, press **Refund Advance** on the customer's card or above their ledger. Enter the **Amount** (never more than is held), how it is **Paid back by** (**Cash** or **Online**), the **Date** and a **Note**, then press **Refund**. The money leaves your cash or bank account and the ledger shows an **Advance Refund** row. This needs the **Customers → Refund Advance** permission. - The **Customer Balances Report** lists who owes and who has paid ahead, and the **Transactions Report** shows how much of the money in was advance and what was refunded. See [Reports in Irsaal water delivery software: which one answers what](https://irsaalsystems.com/help/water-reports). ## How do I see who owes me money? - **Operations → Customers** has a **Balance** column for every customer. - **Finance → Invoices** filtered by **Status: Unpaid** or **Partial** lists the unpaid bills, with the **Outstanding** total. - Each customer's card shows their **Account Ledger (Receivables)** line by line, with a running balance. - **Reports → Customer Balances Report** lists every customer who owes and every customer who has paid ahead, with totals by route. - **Reports** has the **Revenue Report** and **Transactions Report** for any period, exportable to PDF, Excel or CSV. See [Reports in Irsaal water delivery software: which one answers what](https://irsaalsystems.com/help/water-reports). Riders see what each customer owes on their route ("Due Rs. …"), so they can collect it at the next visit. ## What if an invoice is wrong? Correct the order it came from: open the order, change it, and press **Update Order & Reissue Invoice**. The order keeps its number and the invoice is issued again with the right figures. Deleting an invoice (**Delete** on the invoice) behaves differently depending on its order: - If the order was not yet delivered, the order is cancelled too and all its billing is reversed. - If it was delivered, the receivable is removed, but the delivery and any payment history stay. ## Frequently asked questions ### How do I print an invoice in Irsaal water delivery software? Open **Finance → Invoices**, open the invoice, and press **Thermal** for a receipt printer or **Print / Reprint** for an A4 page. ### Can the rider print a bill at the customer's door? Yes. The Irsaal Rider app prints on a Bluetooth receipt printer, or shares the invoice with the customer, when the rider presses **Save Refill & Print Invoice**. ### How do I take a customer's payment for an old balance? Open the customer and press **Add Payment**. Enter the amount, method, date and reference, then **Record Payment**. A rider can do the same in the app with **Collect Payment**. ### Can a customer pay in advance? Yes. Take the payment with **Add Payment** as usual. Anything above what they owe is kept as their advance, and their next bills are taken from it until it is used up. ### How do I give a customer's advance back? Open the customer and press **Refund Advance**. Enter the amount, how it is paid back, the date and a note, then press **Refund**. You cannot refund more than they have in advance. If they are leaving, **Terminate this customer** offers **Advance refunded** beside the deposit, and the account is not settled while their advance is still with you. ### Why is an invoice showing Partial? The customer paid some of it. The rest is on their balance, and the invoice becomes **Paid** once the balance is cleared. ### Where do I add my NTN or invoice footer? Under **Settings → Company & Branding**, in **Tax / NTN No.** and **Invoice Footer Note**. ## Khulasa (Roman Urdu) Invoice khud banti hai jab order save ho, "Refill / Delivery" darj ho, ya rider app mein delivery save kare. "Finance → Invoices" mein invoice khol kar "Thermal" (chhoti rasid) ya "Print / Reprint" (A4) dabayen. Customer se payment lene ke liye uska card khol kar "Add Payment" dabayen, raqam aur tareeqa likh kar "Record Payment" karein. Kaun kitna deta hai, yeh Customers ki "Balance" column aur Invoices mein "Unpaid" filter se nazar aata hai. Agar customer baqaya se zyada de (maslan 500 ke badle 1000, ya 0 baqaya par 5000), to zaid raqam uska "Advance" ban jati hai: agle orders, refill aur deliveries isi advance se katte hain, aur ledger mein "Balance Due" aur "Advance" ke alag columns hain. "Customer Balances Report" batati hai kaun kitna deta hai aur kis ka kitna advance jama hai. Advance wapas dena ho to customer ke card par "Refund Advance" dabayen: raqam (jitna advance jama hai us se zyada nahi), tareeqa aur tareekh likh kar "Refund" karein — paisa cash ya bank account se nikalta hai aur ledger mein "Advance Refund" likha aata hai. --- Source: https://irsaalsystems.com/help/water-invoices-and-payments — Irsaal Help Center (https://irsaalsystems.com/help).