PesaScope Pro

Pro adds the tools service businesses, contractors and firms need to look professional and get paid faster — quotations, branded invoices and receipts, project profitability, VAT returns, purchases, automatic reminders and receivables reports.

Which plans include it

In the app, Pro is called Quotation & Invoices. It comes with the Standard and Plus plans, and with the free first month. There is no separate switch to turn on and no add-on to buy.

On Standard or Plus, an Invoicing & Projects group is in your menu with Invoicing Dashboard, Projects, Quotes, Invoices, VAT Returns and Receivables Reports. Owners also get Payment Reminders.

On the Basic plan, Quotes and Invoices show in the menu with a lock and a Standard label. Tapping either opens Upgrade to Standard, which explains what Standard adds and shows its prices.

1. Tap Upgrade to Standard on that page, or open Settings & Management → Business Profile and tap Change plan in the Your plan card.
2. The subscription wizard opens with Standard picked. Choose how long to pay for and pay with mobile money.
3. Quotes and invoices are unlocked as soon as the payment goes through.

Organization & branding

Before you send your first document, set up your business identity so every quote, invoice and receipt looks professional.

1. Open Settings & Management → Organisation Profile.
2. Upload your logo and pick a brand colour.
3. Enter your legal name and the trading name customers know you by, with your address, phone and email.
4. Add your TIN and VAT number if you are registered for tax.
5. Add your bank and mobile money details so customers know how to pay you.
6. Set your usual payment terms. They fill in on every new invoice. Then save the profile.

These details appear automatically on every Pro document, along with a QR code carrying the document number.

Quotations

A quotation is a priced offer you send before doing the work. When the customer agrees, the invoice is one tap away.

1. Open Invoicing & Projects → Quotes and tap New quote. Choose the customer (and a project, if it helps).
2. Say what the job is under What the job is, and set Valid until.
3. Tap Add line for each item. Pick a product or service and the price fills in from your list, then type the quantity. You can also price by measurement with Unit and Dimensions (width, height and depth), and group lines with Add section.
4. Leave Prices already include tax (VAT) on if the prices you type are what the customer pays.
5. Tap Save quote. Then tap PDF (or Preview) and send the quote to the customer, for example on WhatsApp.

Your quotes sit on a board in stages: Draft → Sent → Accepted / Declined / Expired. Drag a quote to the next stage, or open its menu and use Move to.

When the customer agrees, turn the quote into an invoice:

1. Open the quote and tap Turn into an invoice.
2. Choose a Full invoice (all lines), or a Milestone (percentage) for a part such as a 60% advance. For a milestone, give it a label and the percentage.
3. Set the Due date, add a discount if you agreed one, and tap Create invoice. Every line is copied, so nothing is typed twice.

Invoices & payments

Bill a customer straight away, or start from an accepted quote (see above).

1. Open Invoicing & Projects → Invoices and tap New invoice. Choose who you are billing.
2. Say what the invoice is for under What the job is.
3. Add each line. Pick a product and the price fills in, then type the quantity. Tap Add line for the next item.
4. Check the Due date and Payment terms. Your usual terms come from your Organisation Profile.
5. Tap Save invoice, then open it from your invoice list (or tap Send & record payment).
6. Send it: download the PDF, Email it, or share it on WhatsApp.
7. Once it has gone out, tap Mark Sent so you know it is with the customer.
8. When the customer pays, tap Record Payment. Enter the amount that came in, the date and how it was paid. Part payments are fine.
9. Tap Record. The invoice shows what is paid and what is still due, and its status moves to Partial, then Paid.

Unpaid invoices past their due date are flagged Overdue automatically and feed the receivables reports and reminders.

Receipts

Each time you record a payment on an invoice, PesaScope issues a receipt for it. You find it under Receipts on the invoice page, branded the same way, ready to download and share with the customer.

Sending & sharing documents

Get your documents to the customer the way that suits them:

• PDF: a branded PDF you can save, print or share. Quotes, invoices and receipts all download this way.
• Email: on an invoice, sends the PDF attached with a short message.
• WhatsApp: on an invoice, opens a message so you can send it in a chat.

Each document carries an automatic number per year (for example QUO-2026-0001, INV-2026-0042, RCP-2026-0003), and the channel you used is logged against the document.

Projects

Use Invoicing & Projects → Projects to group everything for a single job: a construction site, an office fit-out, a consulting engagement.

1. Create a project with a name, customer, location, dates and a budget.
2. Link quotes, invoices and purchases to it as you go.
3. Open the project's summary to see invoiced vs. spent and the profit margin.
4. Move the status through Active → On hold / Completed / Cancelled.

VAT returns

For VAT-registered businesses, Invoicing & Projects → VAT Returns works out your position for any period without manual spreadsheets.

• Output VAT — VAT charged on the invoices you issued.
• Input VAT — VAT you paid on expenses (reclaimable).
• Net payable — output minus input. Positive means you owe the authority; negative means a refund is due.

1. Pick the period to see a live summary.
2. Tap File Return to lock it in. Filed returns are kept with the date and who filed them, so you always have a record.

Purchases & suppliers

Track what you buy and who you buy it from.

1. Add a supplier under Contacts → Suppliers with their contact, payment terms and tax code.
2. Record a purchase under Money Out → Record Purchase as a draft, attach the supplier's invoice or PO, then submit it.
3. Record payments to the supplier as you settle the bill, including partial payments and discounts.

Outstanding supplier balances feed into what you owe (creditors).

Payment reminders

Stop chasing customers by hand. Under Invoicing & Projects → Payment Reminders you decide when PesaScope emails an invoice automatically.

1. Turn reminders on.
2. Set the day offsets relative to the due date — for example 3 days before, 1 day after, 7 days after.
3. That's it. The daily scheduler emails each customer their invoice PDF at the right time.

Pro reports & statements

Standard and Plus add reports focused on getting paid:

• Pro dashboard — your quote pipeline and conversion rate, total invoiced vs. collected, outstanding and overdue amounts, and a 6-month trend.
• AR aging — outstanding invoices bucketed by how overdue they are (current, 1–30, 31–60, 61–90, 90+ days), grouped by customer.
• Income summary — invoiced, collected and outstanding totals for any period.
• Customer statements — a per-customer history of invoices and payments.

Every one of these can be exported to PDF to print, email or file.