Smart client invoicing & project profitability
Catalog the work, quote, invoice with VAT and withholding, then see whether the line actually paid. The service report shows units, sales, VAT, WHT, cost of sales, and gross margin. Projects collect income, expenses, and debt so the engagement is not a guess.
Monthly retainer — Victoria Island
This month · All branches · 48 sales| Service | Units | Amount |
|---|---|---|
| Monthly retainer | 12 | ₦18.0m |
| Court filing support | 9 | ₦2.25m |
| Due-diligence pack | 4 | ₦3.20m |
From rate card to cash in the bank
The same catalog feeds quotes, invoices, the service report, and the project — then receipts post to the ledger.
Catalog
Services and branch rates. Optional inventory utilization for parts.
Quote
Send a proposal; convert when they accept. Rates stay on the line.
Invoice
Record the sale, VAT, WHT, branded PDF. Advances if they paid a deposit.
See the job
Service report for the line. Project report for the engagement. Aging for the cash.
Branch rates, not a global guess
Put retainers, milestones, site visits, and add-on work on the service catalog. Each branch can carry its own price and cost rate. When utilization is on, the catalog also holds a materials template so a job does not invent parts at invoice time.
- Same catalog a hotel uses for restaurant, bar, or spa sales
- Privileges so a consultant cannot quietly change the rate card
- Cost rate on the service so margin is not a surprise later
| Service | VI rate | Ikeja rate |
|---|---|---|
| Monthly retainer | ₦1,500,000 | ₦1,200,000 |
| Court filing support | ₦250,000 | ₦220,000 |
| Due-diligence pack | ₦800,000 | ₦800,000 |
The proposal becomes the sale
When quoting is enabled, send a proposal from the same lines you will bill. Convert it when the client accepts. You do not retype the engagement into a different invoice tool, and VAT / WHT follow the same settings.
- Pipeline of open quotes on the dashboard
- Convert without losing the partner, project, or rates
- Walk-in work still records as a direct service sale
QT-2081 · Harmattan Legal
Valid 14 days · Project: Harmattan FY26| Line | Qty | Amount |
|---|---|---|
| Retainer — Q2 | 3 | ₦4,500,000 |
| Due-diligence pack | 1 | ₦800,000 |
VAT and WHT on the same document
Record the service sale, take an advance, or leave it on receivables. Output VAT and withholding post according to your tax settings — the same engine the rest of AiBiz uses. The PDF looks like a firm invoice; the ledger already has the split.
- WHT shown as withheld by the buyer, not lost in “discounts”
- Tag the line to a project and an attendant
- Unpaid balances age, then can become loan terms if you need a schedule
SV-4410 · Harmattan Legal
Withholding 10% · VAT on fees| Service | Qty | Amount |
|---|---|---|
| Retainer — April | 1 | ₦1,500,000 |
| Court filing support | 1 | ₦250,000 |
| Output VAT | As configured | |
| WHT deducted | (₦175,000) |
Margin on the line, not a weekend spreadsheet
Pick a service and a range. See catalog price versus what you actually billed, units and sales count, VAT, WHT withheld by the buyer, discount, cost of sales (loaded cost at sale × units), average selling price, and gross margin. Rank every service by volume, then open each sale with cost at sale.
- Sales amount is the line total excluding VAT and WHT — tax is not mixed into revenue
- Catalog margin warning when list price sits under loaded cost
- Filter by branch; print the same view you use in the meeting
Ranking · this month
By amount · VI + Ikeja| Service | Units | Amount | Margin |
|---|---|---|---|
| Monthly retainer | 12 | ₦18.0m | 61% |
| Due-diligence pack | 4 | ₦3.20m | 54% |
| Court filing support | 9 | ₦2.25m | 48% |
Parts on the job without hiding the cost
When utilization is on, a service can consume inventory. The report splits catalog material cost (planning), actual materials used in the period (oversight), and loaded cost of sales at the snapshot of the sale — so materials are not added twice, and they are not forgotten.
- Print, medical consumables, spare parts, or site materials
- Line detail shows materials oversight next to COGS per unit
- Purchases still land stock at cost in the same business
| Sale | Price | COGS / unit | Materials |
|---|---|---|---|
| SV-4410 | ₦1.50m | ₦148k | ₦12k |
| SV-4398 | ₦800k | ₦310k | ₦96k |
Did this engagement pay — after expenses?
Tag sales and costs to a project. The project report lists sales income, other income, expenses, overall net income, sales margin, sales margin %, and net debt. Open one project for summary, costing, expense & debt, and profitability. Filter open versus closed, by category and branch.
- Payroll bonuses can still live in payroll, tagged to the project if you want cost on the job
- Net debt on the engagement, not only invoices issued
- Several offices roll up; look at one branch or the firm
Harmattan FY26
This year · Open| Project | Margin % | Net debt |
|---|---|---|
| Harmattan FY26 | 38% | ₦1.58m |
| Northwind FMCG | 22% | ₦0.80m |
Aging instead of inbox archaeology
Every unpaid service sale sits on the partner. See 0–30, 31–60, 90+ and collect against the invoice. The same partner record is used if you also sell goods or later convert a balance into loan terms.
- Receipts post to the same banks as the rest of the company
- Advances sit on the sale until you apply them
- Ask AI who is most overdue without exporting a sheet
| Client | 0–30 | 31–60 |
|---|---|---|
| Harmattan Legal | ₦1.58m | — |
| Northwind FMCG | ₦0.4m | ₦0.8m |
Ask the book in plain English
Ask who is overdue, which service made margin, or whether Harmattan is still paying. Answers come from live reports, not a guess.
What every business gets
Hotel, shop, factory, loans, NGO, or a firm — you still get accounts, tax, payroll, and control over who can see and change what.
You decide who can do what
Give each staff member their own login. Turn rights on or off: sell, discount, delete, open cash, change prices, see other branches, or open the books. A cashier can work the till without seeing payroll or bank.
Check the business from your phone
Owners and managers can see sales, stock, and staff activity from a phone, tablet, or laptop — without sitting at the shop or hotel.
Accounting that posts itself
Sales, purchases, deposits, and payments go into the books, profit and loss, balance sheet, and tax accounts. You do not retype them into another package.
Ask in plain English
Ask about occupancy, best sellers, overdue loans, or cash on hand. Answers come from live reports, not a guess.
Payroll and expenses in the same place
Salaries, deductions, allowances, running costs, and bank transfers sit next to your day-to-day work.
Several branches, one business
Run stores, hotels, factories, or field offices under one organisation. Look at one branch, or all of them together.
AiBiz vs. generic invoicing software
See why firms replace pretty PDF tools with invoices that already know tax, margin, and payroll.
| Capability | AiBiz professional services platform | Traditional / generic invoicing |
|---|---|---|
| Billing | Service catalog, quotes, invoices, VAT, WHT, and branded PDFs | Pretty invoices that never post to a real ledger |
| Service report | Units, sales ex tax, VAT, WHT, cost of sales, gross margin, ranking, line cost at sale | A sales total with no cost, or a separate spreadsheet |
| Materials / utilization | Parts on the job, catalog cost versus actual use, loaded COGS at sale | Materials in a store book that never meets the invoice |
| Receivables | Aging, receipts, advances, and optional conversion of unpaid balances to loan terms | Inbox archaeology and spreadsheet follow-ups |
| Engagements | Project report: income, expenses, sales margin, net income, net debt | No view of whether the job actually paid |
| Payroll & tax | Same PAYE, VAT returns, and banks as a trading company | A second product (or a bookkeeper) to close the month |
| Staff access | Each person gets a login. Invoice without seeing bank or payroll | Shared passwords, or everyone in the same draft invoice |
| AI practice assistant | Ask who is most overdue, or which service made margin, in plain English | None — static legacy menus |
Frequently asked questions
Can we send quotes before we invoice?
Yes. When quoting is on, proposals convert into service sales when the client accepts — same catalog, rates, and tax settings.
Do professional invoices handle VAT and WHT?
Yes. Output VAT and withholding post from your tax settings. The service report shows sales amount excluding VAT and WHT, then VAT and WHT totals separately.
What does the service report show?
Pick a service and a date range. You see catalog price, units sold, sales count, sales amount, VAT, WHT withheld by the buyer, discount, cost of sales, average selling price, gross margin, and average daily units. Rank services by volume, then open line details with cost at sale.
Can we see if an engagement made money?
Yes. Tag invoices, costs, and expenses to a project. The project report shows sales income, other income, expenses, sales margin, net income, and net debt — with costing, expense, and profitability views.
What if a job uses materials or parts?
Turn on utilization. Services can consume inventory (parts, print, medical consumables). The service report then shows catalog material cost, actual materials used in the period, and loaded cost of sales so you can see if the job ate the margin.
How do retainers and milestones work?
Bill from the service catalog on a repeating cycle or as milestones. They sit on the same receivables aging as one-off work, with the same VAT, WHT, and receipts.
Can consultants raise invoices without seeing bank and payroll?
Yes. Each person gets only the screens they need. Consultants can draft quotes and invoices without opening bank, drawings, or payroll. You can also block deletions and rate changes. Sensitive changes are logged.
Can unpaid fees become a structured plan?
Yes. An unpaid service balance can convert into loan terms instead of living forever in aging.
Is this only for consulting firms?
No. The same catalog bills retainers for a firm — and meals, drinks, or spa items for a hotel that also runs rooms. Quotes, VAT, WHT, and the service report apply in both cases.
Bill like a firm, close like an accountant
Load your rate card, issue invoices with VAT and WHT, read gross margin on the service report, and age every client on the books.
One intelligent platform. Built for your industry.
Industry workflows, accounts, several branches, and an assistant you can ask in plain English — in the same system.
Hotel & Hospitality
Reservations, guest billing, restaurant and bar, expenses, payroll, tax, and RevPAR — in the same hospitality platform.
Explore Hotel & Hospitality →Retail & Wholesale
High-speed POS, barcode scanning, batch and expiry tracking, multi-store transfers, and wholesale pricing in one cloud system.
Explore Retail & Wholesale →Manufacturing & Production
Default BOMs, production runs that consume materials, batch costing, and a production report with ranking and ₦ per unit — then sell finished goods from the same stock.
Explore Manufacturing & Production →Loan, Lending & Microfinance
Origination, EMI and bullet schedules, collections, PAR / NPL / DPD-based ECL reporting, cash-flow forecast, and ledger posting.
Explore Loan, Lending & Microfinance →NGO & Non-Profit
Donor and donation tracking, maker-checker vouchers, project tagging, field offices, and audit logs — with tax and payroll.
Explore NGO & Non-Profit →