Accounting Receivables

Invoice Collections

Use this guide when an invoice has been prepared and the team needs to collect payment without manually forcing the invoice to Paid.

Prepare an invoice for collection

1. From the main Acel dashboard, click Accounting.
2. Click Invoices.
3. Click the invoice row you want to collect. If the invoice does not exist yet, click New Invoice and create it first.
4. Confirm the Customer, invoice lines, tax, totals, and due date.
5. If the invoice is still Draft, click the status action for Mark Pending or Move to Pending.
6. Return to the invoice list and confirm the invoice status is now Pending.

Record a manual receipt

1. From the main dashboard or module menu, click Collections.
2. Click New Collection. If the collections workbench is already shown, continue on that screen.
3. Click the source selector and select Invoice.
4. Click the invoice dropdown and select the Pending invoice.
5. Click the Payment channel dropdown.
6. Select the actual channel used by the customer, such as Cash, M-Pesa, Bank Transfer, or another configured channel.
7. Enter the received Amount.
8. If the channel is cash, add a note only if needed.
9. If the channel is mobile money, bank, card, gateway, or another non-cash method, enter the Provider Reference.
10. If the channel is manual mobile money, enter the Payer Phone.
11. Click Record Payment or Submit Receipt.

Verify payment status

1. Go back to Accounting.
2. Click Invoices.
3. Find the invoice you just collected.
4. Confirm the invoice changes to Paid only when completed payments cover the full invoice total.
5. Click the invoice row and review the payment or receipt evidence.
6. If a receipt is later edited or deleted, click Invoices again and confirm the status still matches the remaining completed payments.

Do not use Mark paid as a shortcut. In Acel, invoice Paid status is receipt-driven so collections, payment channels, and accounting reports stay reconcilable.