WaZoBia Invoice User Manual

WaZoBia Invoice is a business management application designed for Nigerian entrepreneurs and small businesses. Use this manual to set up the app, create invoices and receipts, manage customers and inventory, record payments and expenses, work with a team, protect your data, and troubleshoot common issues.

App Overview

WaZoBia Invoice works on smartphones and computers. It provides:

• Smart invoicing: Create professional invoices, customize templates, add your logo, and send invoices through WhatsApp or email.
• POS-ready sales: Record quick sales and generate receipts for busy shops and markets.
• Inventory management: Track stock, receive low-stock alerts, and manage products.
• Customer management: Keep customer records, purchase histories, and payment information.
• Payments: Record cash, bank transfer, mobile money, card, and part payments.
• Reports and analytics: Review sales, revenue, expenses, stock valuation, and business growth.
• Payment reminders: Follow up on unpaid invoices through WhatsApp and email.
• Multiple languages: Use English, Hausa, Igbo, Yoruba, or Pidgin.
• Offline mode: Continue recording activity without internet and sync when a connection returns.
• Security: Protect locally encrypted data with a PIN and supported biometric authentication.
• Team management: Add team members, control permissions, and identify who recorded activity.
• Data recovery: Recover business data through configured recovery methods or cloud backups.

Getting Started

Follow these steps to set up WaZoBia Invoice and begin managing your business.

1. Install or access the app

You can use WaZoBia Invoice in either of these ways:

• Web app: Open the app URL in your browser.
• Installed app: Use the browser's Add to Home Screen or Install App option.

Installing the app provides the best experience and allows it to work offline.

2. Select your language

On first launch:

1. Choose English, Hausa, Igbo, Yoruba, or Pidgin.
2. Tap your preferred language.
3. Continue setup.

You can change the language later in Settings.

3. Register your business

Enter:

• Business name: Your company or shop name.
• Phone number: Your business contact number.
• Email address: Your business email address; this is optional.
• Business address: Your business location.
• Password: A secure password for the account.

4. Add bank details

Add the account customers should use to pay you:

• Bank name: Select your bank, such as GTBank, Zenith Bank, or First Bank.
• Account name: Enter the name on the bank account.
• Account number: Enter the 10-digit account number.

These details appear on invoices and payment reminders.

5. Upload your logo

This step is optional:

1. Tap the logo upload area.
2. Select an image from your device.
3. Crop or adjust it as needed.
4. Save it.

The logo appears on invoices and receipts.

6. Set up security

Security setup is recommended:

1. Create a four-digit PIN for app access.
2. Enable biometric authentication if your device supports it.
3. Set up a recovery phrase for account recovery.

After setup, the app opens the Dashboard, where you can create invoices, add inventory, and manage the business.

Using the Mobile App

WaZoBia Invoice is a Progressive Web App. You can use it in a mobile browser or install it on your home screen. The installed version opens without browser bars, works offline, and behaves like a native app.

Use in a browser

Open the app URL in Chrome, Safari, or another supported mobile browser. The interface adapts to the phone's screen.

Install on Android with Chrome

1. Open WaZoBia Invoice in Chrome.
2. Tap the three-dot menu in the top-right corner.
3. Tap Add to Home Screen or Install App.
4. Tap Install.
5. Open WaZoBia Invoice from the new home-screen icon.

Install on iPhone with Safari

1. Open WaZoBia Invoice in Safari.
2. Tap the Share button.
3. Scroll down and tap Add to Home Screen.
4. Tap Add.
5. Open the app from the new home-screen icon.

You must use Safari for this installation flow; Chrome on iPhone does not support adding the app to the home screen.

Mobile capabilities

• Responsive layouts for phones, tablets, and desktops
• Offline operation and local storage
• Home-screen installation
• Touch-friendly controls
• Pull-to-refresh
• Camera access for OCR scanning on Pro and higher plans
• Voice input on Pro and higher plans
• Background sync when installed as a PWA

Supported screen widths include small phones from 320 px, regular phones from 375 px, large phones from 414 px, tablets from 768 px, and desktops from 1024 px.

The app is optimized for low-bandwidth 2G and 3G connections, uses minimal mobile data, supports Naira, and includes English, Pidgin, Yoruba, Hausa, and Igbo.

AI-Powered Features

WaZoBia Invoice uses Edge AI, meaning supported AI processing runs on your phone or computer rather than in the cloud. This provides faster responses, offline capability, and on-device privacy.

Voice assistant

To activate it:

1. Tap the microphone button on the Dashboard, or say "Hey WaZoBia" if voice activation is enabled.
2. Wait for the listening indicator.
3. Speak a command.

Example commands include:

• Dashboard: "Show me today's sales" or "What's my revenue this week?"
• Invoices: "Create new invoice" or "Show unpaid invoices."
• Customers: "Find customer John" or "Add new customer."
• Inventory: "Check stock of rice" or "What items are low?"
• Payments: "Record payment of 50,000" or "Show pending payments."
• Reports: "Show profit and loss" or "Generate sales report."
• Reminders: "Send reminder to Ade" or "Show overdue invoices."

The voice assistant supports English, Pidgin English, Hausa, Yoruba, and Igbo, and accepts natural speech.

Scan products into inventory

1. Go to Inventory → Add Item → AI Scan.
2. Point the camera at the product or label.
3. Let the app recognize the product name.
4. Confirm or edit the detected text.
5. Add the price and quantity, then save.

Scan business cards

1. Go to Customers → Add → Scan Card.
2. Point the camera at the business card.
3. Let the app extract the name, phone number, email, and address.
4. Review the extracted details and save the customer.

Scan receipts and documents

1. Go to Expenses → Add → Scan Receipt.
2. Photograph the receipt.
3. Let the app extract the vendor, amount, date, and items.
4. Confirm the details and save the expense.

On-device scanning is intended to reduce typing, work offline, and keep images from being sent to a server.

Phone and desktop use

On a phone, you can install the app, work offline, scan with the camera, use voice commands, share through WhatsApp and email, and use a touch-optimized interface.

On a desktop, you can use a larger reporting interface, keyboard shortcuts, multiple windows, direct printing, a USB webcam for scanning, and desktop notifications.

With Pro or Advanced plans, data can sync between phone and desktop so you can start work on one device and continue on another.

API Configuration

The API Configuration wizard connects WaZoBia Invoice to supported payment services and cloud databases. It guides you through selecting a service and entering the required details.

Supported options shown in the manual are:

• Paystack: Accept cards, bank transfers, and USSD payments.
• Flutterwave: Accept African payments, multiple currencies, and mobile money.
• Supabase: Connect a cloud database.
• Firebase: Connect Google's cloud platform.
• Custom API: Configure another provider or your own system.
• Demo mode: Learn and test the setup without connecting a live service.

Set up an integration

1. Go to Settings → API Configuration, or select API from the main menu.
2. Choose a payment gateway, cloud database, or custom API.
3. Enter the required API credentials.
4. Let the wizard generate integration code.
5. Copy the generated code for use in your application.

Keep API keys private and enter them only in the configuration interface.

Dashboard

The Dashboard is the app's home screen and presents a quick business summary.

• Today's Sales: Total sales for the current day.
• Outstanding Invoices: The count and total value of unpaid invoices.
• Low Stock Alerts: Products that need restocking.
• Recent Transactions: Recent sales and payment activity.
• Quick Actions: Shortcuts for creating invoices, recording sales, and opening reports.

The Dashboard updates as you record sales and payments. Use Quick Actions for the fastest route to common tasks.

Creating Invoices

Create a new invoice

1. From the Dashboard or main menu, select New Invoice.
2. Select an existing customer or add a new customer.
3. Add products or services:
   • Select an inventory item or enter a custom item.
   • Set quantities and prices.
   • Apply a percentage or fixed discount if needed.
   • Review the automatically calculated VAT.
4. Preview the invoice.
5. Send it through WhatsApp or email, print it, or download it as a PDF.

Invoice options include custom templates, a business logo, automatic numbering, VAT calculations, percentage or fixed discounts, payment terms, due dates, and multiple currencies.

Create bulk invoices

Bulk invoicing is intended for recurring charges such as school fees, rent, or subscriptions.

1. Go to Invoices and select Bulk Invoice.
2. Enter the shared item description, such as "School Fees" or "Monthly Rent."
3. Select all customers who should receive an invoice.
4. For each customer, enter:
   • An amount, which may differ by customer.
   • Optional customer-specific remarks.
5. To begin with a common amount, use Set for All, then edit individual values.
6. Choose a delivery method:
   • Email uses each customer's email address.
   • WhatsApp uses each customer's phone number.
   • Both sends through email and WhatsApp.
7. Select Create and Send All.

All invoices are created at the same time, sent using the selected method, and saved in the invoice list.

Generating Receipts

Receipts are generated automatically after you record an invoice payment.

1. Record a payment against an invoice.
2. Open the automatically generated receipt.
3. Choose whether to:
   • Share it through WhatsApp.
   • Send it by email.
   • Print it with a regular or supported thermal printer.

Receipts are saved automatically and remain available on the Receipts page.

Customer Management

Use customer records to track contact information, transactions, and outstanding balances.

Add a customer

1. Open Customers from the main menu.
2. Select Add Customer.
3. Enter the customer's name and contact details.
4. Optionally enter a business name.
5. Add an address or location.
6. Add any useful notes and tags.
7. Save the customer.

The customer becomes available for new invoices.

Customer records also provide purchase history, outstanding-balance tracking, payment reminders, and customer statements.

Inventory Management

Add a product

1. Open Inventory.
2. Select the option to add a product.
3. Enter:
   • Product name and description
   • SKU or barcode, which can be scanned with the camera
   • Cost price and selling price
   • Percentage or fixed margin
   • Current stock quantity
   • Low-stock alert threshold
   • Product category
4. Save the product.

Inventory supports stock-in and stock-out tracking, automatic deduction after sales, low-stock notifications, reports, and stock valuation. Stock validation prevents a sale when stock is zero or insufficient.

Import inventory as a manager

• Excel import requires an Advanced subscription.
• Imported rows are added to the manager's existing inventory.
• Cost price and margin fields are supported.
• Products can also be added using the AI camera scanner.

Import inventory as a team member

• Team members can import Excel inventory without a subscription restriction.
• Team members can import backup files.
• An Excel import replaces the team member's local inventory so it matches the manager's latest data.
• Team members can view inventory and use it for sales.
• Team members cannot add, edit, or delete inventory items.

Recording Payments

Supported payment methods include cash, bank transfer, mobile money, card payment, and part payment.

1. Open the invoice that received a payment.
2. Enter the full or partial amount received.
3. Select the payment method.
4. Confirm and save the payment.
5. Open, print, or share the automatically generated receipt.

For a partial payment, the app tracks the remaining balance.

Expense Tracking

Record an expense

1. Open Expenses from the main menu.
2. Select Add Expense.
3. Enter:
   • Description: What the expense was for.
   • Category: Purchases, Rent, Utilities, Fuel, Payroll, Marketing, Maintenance, Transport, Insurance, Taxes, or Other.
   • Amount: The value in Naira.
   • Date
   • Vendor: Optional.
   • Notes: Optional.
4. Save the expense.

The system automatically stores the recorder's initials, user ID, and namespace ID for reconciliation.

The expense list shows category badges, dates, and a blue initials badge identifying the team member who recorded each item. Initials are derived from the person's name; for example, "John Doe" becomes "JD." Managers may appear as "MG" or with initials based on the business name.

Reports and Analytics

Reports are available only to Managers. Team members cannot view them.

Available reports include:

• Overview Report: A complete business summary with key metrics.
• Profit and Loss: Revenue compared with expenses, including COGS calculations.
• Tax Summary: VAT and CIT calculations; an Advanced subscription is required.
• Expenses Report: Expense details by category with team-member initials.
• Turnover Alerts: Business turnover compared with tax thresholds.
• Outstanding Invoices: Unpaid amounts grouped by customer.
• Inventory Report: Stock levels and valuation.
• Customer Report: Top customers and purchase history.

To export a report, open it and select Download PDF. The resulting file can be used for records, sharing, accounting, and tax purposes.

The Expenses Report can be filtered by category or date range. Each expense shows the recorder's initials to support reconciliation.

Payment Reminders

Payment reminders automate invoice follow-up:

• Reminders can be sent before an invoice due date.
• Overdue notifications can be sent after the due date.
• Messages can be delivered through WhatsApp and email.
• Reminder text can be customized.

Configure reminders while creating an invoice and choose the follow-up intervals. The app then sends the messages at those intervals.

Team Management

WaZoBia Invoice supports a Cloud Team Account and local team management. Cloud Team is different from Google Drive or OneDrive cloud backup.

Create a Cloud Team organisation as a manager

Managers need an Advanced or Platinum plan. Shopkeepers and accountants join under the manager's plan without a separate subscription.

1. Go to Settings → Team & Sync → Manage cloud account, or open app.wazobia-invoice.ng/account/cloud.
2. Choose Register.
3. Enter the organisation details and create the Manager account.
4. Select Push local to cloud or Full sync (push + pull) to upload receipts and invoices.
5. Choose a Shopkeeper or Accountant role.
6. Select Create team invite and share the generated code.

Join a Cloud Team as staff

1. Go to Settings → Team & Sync → Manage cloud account.
2. Enter the invite code, name, email, and password.
3. Use Pull from cloud or Full sync to refresh the team's sales on the device.

Add a local team member

1. Go to Settings → Team & Sync.
2. Add the person's name and contact information.
3. Assign the Manager or Team Member role.
4. Set the required permissions.

The local setup uses QR or local pairing.

Permission levels

Managers have full access, including reports, expenses, subscriptions, team administration, inventory management, and business settings.

Team Members can:

• View inventory
• Import inventory from Excel
• Import backup files
• Record sales
• Create invoices
• Record expenses with automatic initials tracking
• View customers
• Export their data

Team Members cannot:

• View Reports or the Expenses Report
• Add, edit, or delete inventory items
• Add team members
• Change business settings
• Manage subscriptions

Managers can use the initials stored on expenses to identify who recorded each transaction during reconciliation.

Backup and Cloud Sync

Cloud Backup stores business data in a connected Google Drive or OneDrive account. This is separate from the Cloud Team Account.

Connect Google Drive

1. Go to Settings → Cloud Backup.
2. Select Connect Google Drive.
3. Sign in with a Google or Gmail account.
4. Grant the requested Google Drive permissions.

Connect OneDrive

1. Go to Settings → Cloud Backup.
2. Select Connect OneDrive.
3. Sign in with an Outlook, Hotmail, work, or other Microsoft account.
4. Grant the requested OneDrive permissions.

Backup behavior

• Data backs up automatically while online.
• Offline changes are queued and synchronized later.
• Team sales can synchronize to the manager's cloud account.
• A cloud backup can be restored when needed.
• Business data stays in the connected user's cloud account rather than WaZoBia storage.

For network failures, the app retries up to two times. It also displays specific errors, offers a Try Again action, and provides guidance for expired authorization codes, network timeouts, and configuration errors.

If an authorization code expires, reconnect the account. If a network request times out, allow the automatic retry or select Try Again. For persistent configuration problems, contact hi@wazobia-invoice.ng.

Google Drive Integration

Connect and back up

1. Go to Settings → Cloud Backup → Connect Google Drive.
2. Sign in and grant the requested permissions.
3. Once connected, allow the app to create automatic backups in its dedicated WaZoBia folder in Google Drive.

Restore from Google Drive

If you change devices or reinstall the app:

1. Connect the same Google account.
2. Open the restore option.
3. Restore the available backup.

Google Drive backups include invoices and receipts, customers, inventory and stock, payment records, expenses, and business settings and profile information. The backup remains in your Google Drive account.

Data Recovery

If you lose device access or accidentally clear local data, recovery may be available through:

• A Google Drive or OneDrive cloud backup
• Your registered email
• Phone-number verification
• A saved recovery code

Keep recovery details current and store recovery codes or phrases securely. Without valid recovery information or an available backup, recovery may not be possible.

Settings

Open Settings from the sidebar or bottom navigation.

• Business Profile: Update business details and logo.
• Invoice Settings: Configure templates, numbering, and terms.
• Language: Select English, Hausa, Igbo, Yoruba, or Pidgin.
• Currency: Set the default currency.
• Tax Settings: Configure VAT rates.
• Notifications: Control push and email notifications.
• Security: Manage the PIN, biometrics, session timeout, and password.
• Cloud Backup: Configure Google Drive, OneDrive, or local backup.

Complete the Business Profile first because its business name, logo, and contact information appear on invoices and receipts.

Subscription and Payment

Plans

• Basic: Free tier with core features.
• Pro: Advanced reporting and expense tracking.
• Advanced: Cloud Team Account, cloud backup, tax summaries, and Excel import.
• Platinum: Full feature access.

Available subscription payment methods are Paystack, including card and bank transfer, Flutterwave, and bank transfer.

View subscription history

Go to Settings → Subscription → Subscription History to review:

• Past subscription transactions
• Dates, amounts, and plan tiers
• Payment references and transaction IDs
• Success, failed, or pending statuses
• Total amount spent in the app

Fraud detection and app lock

The app monitors subscription payment attempts. After three attempts identified as fraud failures, the app locks and displays recovery instructions.

To unlock it, enter the unique payment reference from a successful subscription. Keep successful payment references safe because they act as the unlock key. Contact hi@wazobia-invoice.ng for help.

Security Features

Security controls include a four-digit PIN lock, fingerprint or Face ID authentication on supported devices, automatic session timeout, local data encryption, encrypted Google Drive or OneDrive backups, and PIN-verified password changes.

Change your password with a PIN

A PIN must be enabled before the Change Password option appears.

1. Open the app.
2. Go to Settings → Security.
3. Scroll below PIN Lock to the Change Password card.
4. Check whether the status badge says Set or Not Set.
5. Select Change Password, or Set Password if no password exists.
6. Enter your four-digit PIN.
7. Select Verify PIN.
8. Enter a new password with at least four characters.
9. Optionally use the eye icon to show or hide the password.
10. Enter the same password in Confirm New Password.
11. Select Update Password.

A success message confirms the change, and the new password takes effect immediately.

Repeatedly entering a wrong PIN causes a temporary lockout. Wait for the lockout period to end before retrying.

If you are locked out, select Forgot PIN? on the PIN Lock screen. The available recovery phrase, security question, or other configured recovery method can reset the PIN and password.

Lost but Found

Lost but Found helps recover a lost or stolen phone by sending periodic GPS locations to a secure web tracker.

Activate tracking

Activate the feature with your payment reference. The app obtains an authentication token and begins sending GPS updates.

Tracker requests are linked to the device's userId and deviceId and validated with an access token or payment reference.

Web recovery tools

From the web tracker you can:

• View the device on a map
• Check its last-seen time
• Ring it
• Send a message
• Lock it
• Wipe it
• Mark it as stolen

The app and tracker show online or offline state, the last update time, location accuracy, and command history.

When the device is unavailable

If the phone is off, has no internet, is in airplane mode, or has location disabled:

• The last known location remains available with its timestamp and accuracy.
• The tracker marks the device offline or inactive and shows when it was last seen.
• Ring, lock, and wipe commands remain queued on the server and run when the phone reconnects and checks in.
• Stolen mode preserves a timeline and history that can assist law enforcement.

For best results, keep tracking enabled, use a shorter update interval during high-risk periods, save the userId and deviceId securely, send lock, message, and ring commands immediately, mark the device stolen, and share the last-seen timeline and location with police promptly.

App Flowcharts

Invoice creation

1. Open the app and select New Invoice.
2. Select or add a customer.
3. Add products or services.
4. Set quantities and prices.
5. Apply discounts and tax.
6. Preview the invoice.
7. Send it through WhatsApp or email, or print it.

Payment recording

1. Select an unpaid invoice.
2. Enter the payment amount.
3. Choose the payment method.
4. Confirm the payment.
5. Let the app generate the receipt.
6. Share the receipt with the customer.

Password change

1. Go to Settings → Security.
2. Select Change Password.
3. Enter the four-digit PIN.
4. After verification, enter and confirm the new password.
5. Save the updated password.

Cloud backup

1. Go to Settings → Cloud Backup.
2. Connect Google Drive or OneDrive.
3. Sign in and grant permissions.
4. Allow automatic backup to begin.
5. Data synchronizes while online.
6. Restore the backup on a supported device when needed.

Team member setup

1. As a Manager, go to Settings → Team.
2. Add a team member.
3. Assign a role and permissions.
4. Give the team member the access code.
5. Let the team member join and begin work.
6. Review team sales and expenses as the Manager.

Troubleshooting

The app does not load

• Clear browser cache and cookies.
• Check the internet connection.
• Try another browser; Chrome is recommended.
• If the PWA is installed, uninstall and reinstall it.

Synchronization does not work

• Check the internet connection.
• Reconnect Google Drive or OneDrive.
• Run a manual sync from Settings.
• Confirm that the connected cloud storage is not full.

You cannot create an invoice

• Check the subscription status.
• Complete the Business Profile.
• Add at least one product to inventory.

You forgot your password

• Use Change Password in Security Settings if you know the PIN.
• Select Forgot PIN? on the lock screen to start recovery.
• Use the configured recovery phrase, security question, or other recovery method to reset the PIN and password.

Old data appears after reinstalling

WaZoBia Invoice is a PWA, so data is stored in the browser rather than the installed app shell.

• Go to Settings → Danger Zone → Delete All Data, or
• Clear the browser's site data for the app URL.

Contact support

For additional help, email hi@wazobia-invoice.ng or visit the WaZoBia Invoice FAQ page.