Purchase and Sales Invoice Management

At Inventrar, we believe financial workflows shouldn’t slow you down; they should fuel your growth. Our invoice management module blends automation, flexibility, and insights so that every invoice is not just a document, but a strategic asset.

Flexible Invoice Generation

  1. One-Click Conversion: Turn any shipping manifest, sales order, or purchase order into a fully branded invoice in a single click—no manual data entry, no errors.
  2. Brand-Consistent Templates: Leverage Inventrar’s drag-and-drop template builder to design HTML/CSS invoice layouts that carry your logo, colors, and payment instructions. Footer blocks can be customized with regulatory disclosures or promotional messages (e.g., “Ask us about our volume discounts!”).
  3. Dynamic Line-Items & Bundles: Beyond simple SKU lists, support product bundles, tiered pricing, and service-hour line-items. Conditional sections (e.g., “Warranty Terms”) appear only when relevant, keeping each invoice clean and precise.
Benefit: Empower your sales and procurement teams to focus on relationships and negotiation—not on tedious document formatting.

Multi-Tax & Exchange Handling

  1. Jurisdiction-Aware Tax Rules: Define and assign VAT, GST, withholding tax, or special local levies at the item, customer, or region level. Tax calculations update automatically when you clone or edit invoices.
  2. Real-Time FX & Gain/Loss Tracking: For cross-border trade, Inventrar pulls live FX rates at invoice creation—and again at payment—so your finance team sees exactly where foreign-exchange gains or losses occurred. Automated journal entries post the revaluation, eliminating month-end surprises.
  3. Tax Reporting & Filing Exports: Generate pre-formatted tax reports (e.g., VAT returns, GST summaries) in your country’s standard file formats—ready for electronic filing or your accountant’s review.
Benefit: Stay audit-ready and compliant globally, while maintaining the agility to sell in any market or currency.

Automated Payment Matching

  1. Seamless Bank & Gateway Integration: Connect any bank via secure APIs or upload daily statement files. Link popular gateways—Stripe, Paystack, Flutterwave—so that incoming receipts flow straight into Inventrar.
  2. Smart-Rule Reconciliation: Leverage configurable matching rules (amount tolerance, date range, reference keywords) to auto-reconcile payments to their corresponding invoices. Partial payments and prepayments are accurately applied, with unapplied balances tracked in a holding account.
  3. Exception Management: Payments that can’t be matched trigger configurable alerts—via email, Slack, or in-app notifications—so your AR team can resolve mismatches before they snowball.
Benefit: Reduce DSO (Days Sales Outstanding) by cutting manual matching time by up to 80% and minimize human error.

Dunning & Collections Automation

  1. Multi-Stage Campaigns: Define drip sequences—Day 1 friendly reminder, Day 7 firmer notice, Day 15 “legal escalation”—all with custom templates and sender identities (e.g., “Your Account Manager”).
  2. Behavioral Triggers & A/B Testing: Use open-rate and click-through data to pivot messaging—if a customer ignores reminders, automatically escalate tone or involve a collections specialist. Test subject lines or send-times to optimize engagement.
  3. Integrated Dispute Handling: Allow customers to click “Dispute” in reminder emails, which automatically opens a support ticket in Inventrar’s helpdesk. Attach all relevant invoice and payment data for fast resolution.
Benefit: Maintain healthy cash flow while preserving customer goodwill through personalized, data-driven communications.

Aging Analysis & Executive Dashboards

  1. Real-Time Aging Buckets: View receivables and payables across “Current,” “30–60,” “60–90,” and “90+” day buckets, with drill-down by customer, region, or product line.
  2. Custom Alerts & Thresholds: Set aging-based alerts—for example, notify finance leadership when any single invoice exceeds 60 days past due, or when total past-due AR crosses a % of monthly revenue.
  3. Automated Reporting: Schedule Excel, PDF, or CSV exports of AR/AP aging reports. Push them via email or SFTP to stakeholders, or embed them in your weekly executive briefing.
  4. Predictive Cash-Flow Forecasting: By combining aging data with sales pipeline and historical collection trends, Inventrar projects your near-term cash flow—so you know whether you can afford that new equipment or need to tighten credit terms.
Benefit: Give CFOs and owners crystal-clear visibility into liquidity, risk, and working-capital needs—turning reactive fire-drills into proactive strategy sessions.


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