Invoicing and collections for suppliers and distributors
Invoice every delivery on the terms you agreed, reconcile the bank and paybill payments that arrive without a reference, and see which customers on credit are quietly financing themselves with your stock.
How it runs
30-day terms
aged automatically, so nothing quietly becomes 90
- Delivered on terms, invoiced on the day, chased on the date.
- 30-day terms — aged automatically, so nothing quietly becomes 90
- Same customers, same ledger, one follow-up trail
Who this is for
If you run Wholesale and distribution and bill the same customers again and again, this page is for you.
- Invoicing
- Wholesale and distribution
Distribution runs on credit. Stock goes out on a delivery note, the invoice follows, and the customer pays somewhere between the agreed terms and whenever they feel like it. The volume is what makes it hard: dozens of invoices a week, payments arriving into the bank and the paybill in amounts that rarely match a single invoice, and a receivables position that is only as accurate as the last time somebody sat down with a statement.
Where the receivables go blurry
- Payments arrive as round amounts covering several invoices, or part of one, with no reference
- Reconciliation happens at month end, so for most of the month nobody knows the real exposure
- A customer who has drifted from 30 days to 75 looks the same as one who pays on time
- Deliveries get made to accounts that are already well past their terms, because the driver has no way to know
Invoice every delivery, properly
Raise a branded invoice per delivery with line items, quantities, rates and a due date that reflects the terms that customer agreed. 16% VAT is applied and shown correctly, the PDF is attached to the email, and a pay link sits inside it. Your paybill, till, bank transfer and cheque instructions print on the invoice, so a customer's accounts clerk can settle it the way their process works without calling you for details.
Customers who take a standing weekly or monthly order go on a recurring plan - Zana raises and sends each invoice on schedule so a repeat order never goes un-invoiced.
Reconcile the money that never touched a pay link
Most of what you are owed will arrive by bank transfer or into your paybill, not through a link. Upload the statement - CSV, Excel, or a PDF your bank emailed you, including scanned ones - and Zana reads every incoming transaction, works out which invoice or account it settles, and waits for you to confirm before posting anything. Duplicate-import guards mean re-uploading the same file changes nothing, so a nervous second upload is harmless.
A payment quoting a customer's account reference clears their oldest invoice first, then the next, and banks any remainder as credit against the following one. That is what turns a round KES 200,000 deposit into three settled invoices and a part-payment, without anyone deciding by hand.
For customers who will pay on the phone, the same invoice carries M-Pesa STK push and card, and a branded PDF receipt goes out automatically the moment either settles.
See the exposure while it still matters
Every customer balance is aged 30, 60 and 90 days, with a collection rate and a ranked debtor list, so the question "who is stretching us" has an answer on any given morning rather than at month end. Automatic reminders go out on the schedule you set. Any customer can be handed a statement for any date range, which is usually enough to settle a disagreement about what was delivered and what was paid.
Because every invoice, payment, part-payment, overpayment and write-off posts to a double-entry ledger in the same transaction, the receivables number in the report is the receivables number in the books - not a spreadsheet that has to be explained.
Pay your own suppliers from the same place
Supplier payouts send money to mobile money or bank accounts with approvals and daily limits you control, so what you owe upstream sits beside what you are owed downstream, in one workspace, on one ledger.
What you’ll need
Recurring billing runs on every paid plan from Starter - KES 400/month for up to 100 billable accounts. Larger operations move up the tiers to Utility (7,500 accounts), and beyond that to Enterprise.
See every tierThe parts of Zana doing the work here
Run this on Zana
Set up in minutes — no card required — or book a walkthrough mapped to your billing cycle.