How to send invoices and quotes on Klaasi (and get paid in one tap)

Many sales don't happen through a shop page. A customer asks for a custom cake, a bulk order of perfume, a logo design or three months of tutoring. You agree on the price in a chat, and then you need to ask for the money properly.

Klaasi Invoices lets you make a clean invoice or quote in about a minute, send it on WhatsApp or by email, and, if you want, add a Pay button so your customer can pay online. When they pay, the invoice turns Paid by itself.

This guide shows you every step.

Where to find Invoices

Open your dashboard and look under Money in the menu. Tap Invoices.

At the top you'll see Money owed to you: how much your unpaid invoices add up to. Below that are tabs: All, Unpaid, Paid, Quotes and Drafts.

Each plan includes a number of invoices a month. The Invoices page shows how many you have left, like "2 of 3 invoices left this month". Business has no monthly limit. To compare plans, see the pricing page.

Step 1: Start a new invoice or quote

Tap New invoice or New quote.

• An invoice asks for payment.
• A quote is a price offer. When your customer agrees, you can turn it into an invoice in one tap.

You can switch between Invoice and Quote at the top of the form.

Step 2: Let Klaasi AI fill it from one sentence

At the top of a new invoice there's a box called Fill it from one sentence. Type what you sold, the way you'd say it out loud. For example:

2 Oud Royale 50ml at 45,000 each and gift wrap 2,000 for Bola, due Friday

Tap Fill it for me. Klaasi AI fills in the customer and the lines for you. Always check the lines before you save. This uses your monthly Klaasi AI allowance. If you'd rather type everything yourself, just skip this box.

Step 3: Add the customer's details

Under Who is it for?:

1. Customer name (needed).
2. WhatsApp number, so you can send it in one tap.
3. Email (for the invoice and reminders). Add it if you want Klaasi to email the invoice and send reminders.
4. Address (optional).

Step 4: Add what they're paying for

Under What they're paying for:

1. Pick the Currency (naira or dollars).
2. For each line, type the Item, the Qty and the Price each.
3. Tap + Add a line for more items. Tap ✕ to remove a line.
4. If needed, add a Discount %, a Tax / VAT % and a Delivery amount.

The Total at the bottom updates as you type.

Step 5: Set the due date and a note

Choose a Due date. Then add a Note to the customer (optional), such as "Thank you for your order!"

Step 6: Choose a design

Under Design, tap the look you like. There are five designs: Classic, Minimal, Bold, Maison and Modern card.

• Free includes Classic.
• Pro adds Minimal.
• Business gets all five.

Designs your plan doesn't include show a small Pro or Business label.

Step 7: Decide how your customer pays

This is the most important choice on the form.

Pay button on

Switch on Add a Pay button. Your customer can then pay by card, bank transfer, mobile money or crypto. The money goes to your Klaasi wallet, and the invoice turns Paid by itself. You don't need to check a screenshot.

Klaasi's normal sale fee applies to these payments only. You choose who pays it under Who pays Klaasi's fee?:

• I pay the fee: your customer pays the invoice amount, and the fee comes out of what you receive.
• My customer pays the fee: the fee is added to what your customer pays, so you receive the full invoice amount. Your customer sees it as a service fee.
• We share the fee: half is added for your customer, and you pay the other half.

Want money upfront? Tick Let them pay 50% first. Your customer can then pay half now and the rest later. The invoice shows Part-paid until everything is in.

Pay button off

With the Pay button off, it's a plain invoice with no Klaasi fee. Use the box How to pay you to write your bank details, or "pay on delivery". When the money arrives, you mark it as paid yourself (see Step 10).

Klaasi remembers the bank details from your last invoice, so you only type them once.

You can use How to pay you even with the Pay button on. It shows while there's money left to pay.

Step 8: Save and send

Tap Save and get the link. (Not ready yet? Tap Save draft instead.)

You'll see Invoice ready. Send it below. Under Send to your customer's name, choose how:

• WhatsApp: opens WhatsApp with a message already written for you, including the link.
• Email: Klaasi emails the invoice to your customer. This needs their email address.
• Copy link: paste it anywhere, like Instagram DMs or SMS.
• Download PDF: a neat PDF to attach or print.
• Save as picture (for chats and Status): an image you can post in chats or on your WhatsApp status.

Tap See it as your customer does to check what they'll see.

Step 9: Follow its status

Every invoice shows where it is:

• Draft: saved, not sent yet.
• Sent: the link is ready.
• Viewed: your customer opened it. Klaasi shows the date, or "Not opened yet."
• Part-paid: some money has come in.
• Paid: fully paid.
• Overdue: the due date has passed.
• Cancelled: you cancelled it.
• Accepted: for quotes your customer agreed to.

Reminders

If you added an email address, Klaasi sends reminders by email the day before it's due, on the day, and 3 days late. You don't have to chase anyone.

Step 10: Mark it as paid

Got the money another way, like a bank transfer or cash? Open the invoice and tap Mark as paid. Leave Amount received empty to mark everything left as paid, or type the part you got. There's no Klaasi fee on money you mark as paid yourself.

More things you can do

Turn a quote into an invoice

When your customer agrees to a quote, tap Mark as accepted. When you're ready to bill them, tap Turn into an invoice. You'll see Your quote is now an invoice.

Make a copy

Same customer, same order next month? Tap Make a copy, change anything, and send. A paid or part-paid invoice can't be changed, so a copy is also how you fix a mistake after payment.

Edit or cancel

Tap Edit to change an invoice before it's paid. Tap Cancel this invoice if the deal is off.

Repeating invoices (Business)

On the Business plan, choose Send it again by itself: Every week or Every month. Klaasi makes a fresh copy on schedule and emails it when there's an address. Tap Stop repeating any time.

Tips for getting paid faster

• Turn on the Pay button for customers abroad or anyone who prefers cards.
• Ask for 50% first on custom work, so you're never out of pocket.
• Send by WhatsApp, where your customer is already chatting with you.
• Add an email so the automatic reminders can do the chasing.

Want to try invoices before you sign up? See our free invoice generator.

Related guides: How to get paid and withdraw and Getting started on Klaasi.

Need help?

If something doesn't look right, open the Support page and send us a message.

Ready to send your first one? Open Invoices in your dashboard and make an invoice in a minute.