How to use ReceiptPro for web designers and IT consultants in Nigeria

A website project often starts with a request for a price, not an agreement to buy. ReceiptPro NG can help a Nigerian web designer or IT consultant prepare that quotation and later record the actual sale. The important habit is to keep scope approval, payment evidence and the business record separate until each has happened.

Set up a service business, not a pretend stockroom

After registering or continuing with Google, complete the business setup and select Technology / digital services. This changes the examples and everyday wording towards services such as website design, IT support and software setup. It does not automatically create a project-management system.

Enter your real business name and contact details. Upload your logo in Settings and check how it looks at a small size. In your service catalogue, add clear names and fees: Website landing-page design, Website maintenance visit or Remote support session. Set the item kind to Service. Services do not need quantities of stock, and recording one does not remove a physical product from inventory.

An optional direct cost should reflect a cost you actually understand; a zero entry does not prove a project has no costs. Keep hosting purchases, transport and subcontractor records separately rather than treating the invoice total as profit.

Build a proforma around the agreed scope

In Easy Mode, choose Create Invoice. In Standard Mode, open Invoice Generator. Leave the document type as Proforma / quote while the client is considering the proposal. Add the customer and use saved services, or describe a one-off service in the editor.

On a phone, Add service opens the item options. Add the description, quantity and fee, then use Preview invoice to check the document. Expand More options for the additional fields you need. Previewing does not save or record a sale. Save proforma stores the quotation; return to the saved draft when the scope changes.

For a fictional project, enter these lines:

• Five-page business website: 1 at ₦60,000 = ₦60,000.
• Content migration: 1 at ₦20,000 = ₦20,000.
• Staff handover session: 3 at ₦5,000 = ₦15,000.
• Quoted total: ₦95,000.

Tax and discounts are omitted from this worked example. Check the applicable settings for your business instead of copying a made-up tax rate. The quotation itself records neither payment nor customer debt.

Make approval and changes easy to understand

Describe what the client receives: page count, supplied content, handover sessions and any exclusions. Keep the detailed project brief and written acceptance with your project records. ReceiptPro does not provide an electronic signature, approval portal or version-controlled software specification.

Use the quote-valid-until date deliberately; it describes the offer's validity, not money already overdue. Growth and Pro provide editable invoice terms. Where your plan does not allow a particular document field to be customised, send the detailed scope separately rather than assuming hidden notes will reach the customer.

If the client requests another feature before accepting, edit the saved proforma and review the revised total. Do not record both the old and new quotation as two sales. If work has already been recorded, check the existing record before making a correction; a new draft does not cancel an earlier sale.

Choose an office-friendly A4 document

Select A4 portrait in the preview for longer service descriptions. Use Logo position to try left, centre or right and keep the business name smaller than the document's main information. An 80 mm layout is also available, but a project quotation usually needs more room than a short counter receipt.

Starter supports an account, up to 50 catalogue items and on-screen documents. Growth and Pro enable browser printing, browser Save as PDF where supported, and WhatsApp text sharing. Pro adds custom colours, themes and fonts. Review the actual output before sending it; a WhatsApp text summary is not automatically a PDF attachment.

Record the transaction once it proceeds

When the client agrees, use the separate Record sale action on the saved proforma, or deliberately start the appropriate confirmed-sale workflow. Choose the real payment status. For a paid bank transfer, check your own bank account first; ReceiptPro does not verify the incoming customer transfer automatically.

An agreed, fully unpaid sale can be recorded as customer credit on Growth or Pro. A proposed job is not that debt. Deposits and instalments require separate records because this version does not allocate partial payments against an invoice automatically. Do not select fully paid after receiving only a deposit, or create another sale merely to acknowledge a collection.

Keep the accepted scope and payment evidence alongside a regular backup. Local selling and protected online staff workspaces have different connectivity rules; do not assume documents automatically sync between devices. See the plan details, read the proforma guide, or try the labelled demonstration before using real client figures.