Why KiboERP Invoicing?
Standard invoicing software is designed for markets where payments are made by bank transfer and where the accounting framework is the French PCG or US GAAP. For an SME in West Africa, this means non-compliant invoices under OHADA law, no Mobile Money integration, and unusable accounting exports. KiboERP was designed for this context from day one.
Six pillars of the Invoicing module
- Quote-to-invoice in 1 click. Complete conversion pipeline: quote, purchase order, delivery note, invoice. Visible acceptance rate, version history, optional e-signature.
- Recurring billing and customer subscriptions. Monthly, quarterly, annual or custom cycles. Automatic dunning (reminders D+7, D+14, suspension D+30) with no manual action.
- Multi-currency with automatic FX. XOF, EUR, USD, NGN, GHS, KES and more. Automatic conversion at market rates. EUR/XOF peg handled natively.
- Integrated online payment. "Pay Now" button on every invoice. Visa/Mastercard via PayDunya, Mobile Money via LigdiCash. Automatic payment matching at collection.
- Automatic multi-channel reminders. Email + SMS + WhatsApp based on configured rules. No manual follow-up. Full communication history per customer.
- Real-time SYSCOHADA accounting link. Every issued invoice automatically generates the sales journal entry. No double entry. Automatic VAT. Balance sheet and income statement always up to date.
Quotes, conversion and sales pipeline
Invoicing starts before the invoice. KiboERP covers the entire sales cycle, from the first quote to collection, including purchase orders and delivery notes.
Quote pipeline
Every quote follows a clear status: Draft → Sent → Accepted / Rejected → Invoiced. You view the acceptance rate in real time by salesperson, by product or by customer segment. Rejected quotes feed the objection analysis to improve the sales pitch.
One-click conversion to invoice
Once a quote is accepted, one click converts it into a final invoice. Lines, quantities, prices, discounts and payment terms are preserved as-is. The regulatory sequential number is automatically assigned. The invoice is ready to be sent by email, downloaded as PDF or shared as a direct payment link.
Credit notes and adjustment invoices
In case of a return, error or commercial discount after invoicing, KiboERP generates the corresponding credit note in seconds. The credit note is matched against the original invoice and the adjustment accounting entry is automatically created in the SYSCOHADA sales journal.
Recurring billing and customer subscriptions
Recurring billing is the engine of predictable cash flow. Whether you're a communications agency, consulting firm, SaaS provider or association collecting membership fees, KiboERP automates the entire cycle.
Contracts and subscription cycles
- Configurable cycles: monthly, quarterly, semi-annual, annual or fully custom (e.g. every 45 days).
- Automatic renewal: an active contract generates its next invoice without any action on your part, on the defined anniversary date.
- Proration: for mid-period activation, the first invoice is automatically prorated.
- Pause and cancellation: temporary suspension or cancellation with automatic credit note calculation for unused days.
Automatic dunning — smart reminders
Dunning is the automated collection process for unpaid invoices. KiboERP triggers reminders based on the rules you define:
- D+7 after due date: soft email reminder
- D+14: email + SMS follow-up
- D+21: WhatsApp + firm email reminder
- D+30: internal notification to the salesperson + optional service suspension
All communications are logged in the customer record. The salesperson sees at a glance the full reminder history, outstanding amounts and any commitments made by the customer.
Multi-currency and automatic exchange rates
African SMEs often operate in multiple currencies simultaneously: invoicing in XOF or XAF locally, in EUR for European clients, in USD for international transactions. KiboERP covers this need without complex configuration.
Natively supported currencies
- XOF (UEMOA CFA franc) — Benin, Burkina Faso, Côte d'Ivoire, Guinea-Bissau, Mali, Niger, Senegal, Togo
- XAF (CEMAC CFA franc) — Cameroon, Congo, Gabon, Equatorial Guinea, CAR, Chad
- EUR, USD, GBP — for international clients and subsidiaries
- NGN (Nigeria), GHS (Ghana), KES (Kenya), TZS (Tanzania), UGX (Uganda)
Automatic FX and accounting
On each invoice, KiboERP fetches the market exchange rate and automatically converts amounts into the tenant's reference currency. The EUR/XOF peg (1 EUR = 655.957 XOF) is natively managed — no exchange gain/loss entry is generated for XOF/EUR transactions, in line with the UEMOA framework.
Realized exchange differences on other currency pairs are automatically posted to the dedicated income statement accounts, in line with SYSCOHADA guidelines.
Integrated online payment — Mobile Money & Visa/Mastercard
Every KiboERP invoice can include a direct payment link, accessible from the email sent to the customer, the PDF or the customer portal. The customer selects their preferred payment method and pays in seconds.
Available payment methods
- Mobile Money (via LigdiCash): Orange Money, Wave, MTN MoMo, Moov Money — the most widely used mobile wallets in West Africa
- Visa / Mastercard (via PayDunya): international card payment
- Bank transfer: bank details included in the PDF invoice, with a unique reference for automatic matching
- Cheque / cash: manual payment entry by the accountant, with immediate matching
Automatic payment matching
As soon as an online payment is confirmed, KiboERP automatically matches the payment with the corresponding invoice. The customer balance is immediately updated. The automatic reminder is cancelled. The treasury entry is generated in the accounting records. No action is required from the accountant.
Use cases
Freelancer and communications agency
A freelancer or agency sends quotes, converts them to invoices and shares the payment link directly via WhatsApp or email. The client pays by Mobile Money. The invoice is automatically matched. At month-end, the accounts are up to date with no re-entry.
E-commerce and online store
Online orders automatically generate invoices linked to customer accounts. Refunds trigger credit notes. Recurring billing covers premium subscriptions or monthly boxes. The link with Inventory ensures that invoiced quantities match available stock.
SaaS editor or subscription-based service
A software publisher or service platform bills customers monthly. KiboERP manages subscription cycles, plan upgrades/downgrades with proration, automatic reminders on payment failure, and monthly accounting close. The ARR/MRR dashboard is directly calculated from active contracts.
Consulting firm and professional services
A consulting firm invoices clients in multiple instalments (deposit, progress milestone, balance). KiboERP tracks outstanding amounts per client, automatically chases overdue invoices and produces a detailed accounts receivable report for the CFO. The On-premise version enables deployment on the firm's internal network, with no cloud dependency.
Invoicing software comparison
Classic alternatives are designed for markets without Mobile Money and with European or North American accounting frameworks. KiboERP is the only solution natively integrating SYSCOHADA, Mobile Money payments and African multi-currency.
Indicative data based on public pricing grids and official vendor documentation as of Q1 2026. KiboERP is the only solution simultaneously covering SYSCOHADA, integrated Mobile Money and On-premise deployment for the African market.
SaaS or On-premise: which option is right for you?
The KiboERP Invoicing module is available in both deployment modes, with exactly the same features. The choice depends on your infrastructure, privacy requirements and invoice volume.
See detailed plans and pricing or contact the On-premise team.
Frequently asked questions
Is Mobile Money payment directly integrated in invoices?
Yes. Every invoice generated by KiboERP can include a 'Pay Now' button linked to LigdiCash (Mobile Money: Orange Money, Wave, MTN MoMo, Moov Money) and PayDunya (Visa/Mastercard). As soon as the client pays, the payment is automatically recorded and the invoice is matched. No manual entry required.
Is recurring billing automated?
Yes. You define a customer contract (monthly, quarterly, annual or custom subscription), and KiboERP automatically generates and sends invoices at each billing date. Dunning (automatic reminders for unpaid invoices) is triggered according to the rules you configure: reminder at D+7, D+14, suspension at D+30.
Which currencies are supported?
KiboERP natively supports XOF (UEMOA CFA franc), XAF (CEMAC CFA franc), EUR, USD, NGN (Nigeria), GHS (Ghana), KES (Kenya) and other African and international currencies. Exchange rates are fetched automatically for conversion and accounting. The EUR/XOF peg is handled natively.
How can I customize the PDF invoice template?
KiboERP lets you integrate your logo, brand colors, legal notices, and bank details into the PDF template. Mandatory fields (sequential number, date, payment terms, line-by-line VAT) are automatically included to stay compliant with the SYSCOHADA framework.
Can I import quotes from Excel?
Yes. A CSV/Excel import is available for quote lines and product catalogs. You can also create reusable quote templates for recurring services, with pre-filled rates and descriptions.
Is payment matching automatic?
Yes. When a payment is received (online via Mobile Money/Visa, or manually entered), KiboERP automatically matches the payment with the corresponding invoice(s). Partial payments and credit notes are also handled. The customer balance is updated in real time.
What is the difference between SaaS and On-premise?
With SaaS, your environment is ready in under 5 minutes, with automatic updates and access from anywhere. With On-premise, KiboERP is deployed on your own infrastructure (local server or VPN), ideal for consulting firms, financial institutions or organizations with data privacy requirements. The invoicing features are identical in both modes.
Are invoices compliant with SYSCOHADA?
Yes. KiboERP generates invoices with irreversible sequential numbering, complete legal notices (RCCM, TIN, intra-community VAT if applicable), multi-rate VAT (18% UEMOA, 19.25% Cameroon, reduced rates…), and payment terms. Each invoice automatically generates the corresponding accounting entry in the SYSCOHADA sales journal.
Related pages
Ready to invoice fast, get paid fast, with zero re-entry?
Start on SaaS today or plan an On-premise deployment with our team.