Setting Up Invoicing in Ponkan

If you bill clients for services, sell to other businesses, or need a more formal payment process than a checkout link, invoicing is for you. Ponkan lets you create, send, and track professional invoices — all from your dashboard.

No spreadsheets, no separate accounting software, no chasing payments manually.

Why use invoicing?

Checkout links are great for quick, one-off sales. But invoicing is better when you need:

• A formal document with line items, totals, and due dates
• To bill for custom services (e.g., 20 hours of consulting at a specific rate)
• Payment tracking so you know what's been paid, what's pending, and what's overdue
• Automatic reminders so you don't have to chase clients for payment
• A paper trail for your accounting and taxes

How invoicing works

Every invoice in Ponkan follows a simple lifecycle:

1. Draft — You're still building the invoice. Edit line items, amounts, and details as much as you need.
2. Sent — The invoice is finalized and delivered to your client with a payment link.
3. Paid — Your client has paid. The money is in your account.
4. Overdue — The due date has passed and the invoice hasn't been paid yet. Ponkan sends automatic reminders.

This keeps things organized. You can always see exactly where each invoice stands.

Creating your first invoice

Here's how to create an invoice from your dashboard:

1. Go to Invoices in the sidebar
2. Click Create Invoice
3. Select a customer (or create a new one)
4. Add your line items — each with a description, quantity, and price
5. Set a due date
6. Add an optional memo or note for your client
7. Click Save as Draft

Review everything, and when you're ready, click Send. Ponkan will email the invoice to your client with a link to pay online.

Adding line items

Line items are the individual charges on your invoice. Each one has:

• Description — What the charge is for (e.g., "Website redesign — Phase 1")
• Quantity — How many units (e.g., 15 hours)
• Unit price — The price per unit (e.g., $100/hour)

Ponkan automatically calculates the total for each line and the invoice total. You can mix and match products from your catalog with custom freeform charges.

For example, a single invoice might include:

Description	Qty	Price	Total
Website redesign — 15 hours	15	$100	$1,500
Premium hosting (annual)	1	$200	$200
Domain registration	1	$15	$15
Invoice total			$1,715

Getting paid

When your client receives the invoice, they'll see a professional, branded document with all the details. They click the Pay Now button, choose their payment method, and complete the payment.

Ponkan supports all the same payment methods as checkout links:

• Credit and debit cards
• GCash and Maya
• Bank transfers

Once paid, the invoice status updates automatically and you get notified.

Automatic reminders

This is one of the best parts — you never have to send awkward "just following up" emails again.

Ponkan automatically sends polite payment reminders:

• Before the due date — A gentle heads-up that the invoice is coming due
• On the due date — A reminder that payment is due today
• After the due date — Follow-ups for overdue invoices

You can customize when and how often reminders are sent. Your clients stay informed, and you get paid faster — without the uncomfortable conversations.

Recurring invoices

If you bill the same client for the same amount every month (retainer fees, subscriptions, ongoing services), set up recurring invoices:

1. Create your invoice as usual
2. Toggle Recurring on
3. Set the frequency — weekly, monthly, quarterly, or yearly
4. Choose a start date

Ponkan will automatically generate and send a new invoice at each interval. Each one gets its own invoice number, payment link, and tracking — completely hands-off.

Keeping track of everything

Your invoice dashboard gives you a clear overview:

• Total outstanding — How much you're owed across all unpaid invoices
• Total overdue — Invoices past their due date
• Recently paid — Money that came in
• Status filters — Quickly view drafts, sent, paid, or overdue invoices

You can also export your invoice data for your accountant or bookkeeping software.

Tips for better invoicing

1. Be specific with descriptions — "Consulting services" is vague. "Brand strategy workshop — March 2026" tells the client exactly what they're paying for.
2. Set reasonable due dates — Net 15 or Net 30 are standard. Shorter terms mean faster payments.
3. Use recurring invoices for repeat clients — Set it once and forget it.
4. Add your branding — Go to Settings to add your logo and business details. Professional invoices build trust.

What's next?

Now that you know how invoicing works, explore these related guides:

• Create checkout links — For quick product sales and one-time purchases
• Connect GCash and Maya — Give your clients more ways to pay
• Manage your team — Let team members create and send invoices on your behalf