The invoice PDF: what's on it, payment QR codes, and your logo

Top to bottom

Header. Your logo, legal name, address and TIN from Settings › Business. The invoice number and the word INVOICE — or STATEMENT if you are sending a statement of account, or RECEIPT for a payment acknowledgement.

Bill to. The client's name and unit; for a company, the company and the contact person. Issue date and due date, the due date in red.

Lines. Each with its description and amount. Metered lines show the working — readings, usage, bands — so the tenant can check it. Credits appear as negative lines. Carried-forward balances name the invoice they come from.

Total due. One number. If the client holds credit, the PDF shows the total, the credit applied, and the net due.

Pay by. A QR code per payment method you have set up — GCash, Maya, a bank account — generated from the details in Settings › Business › Payment details, with the invoice number as the suggested reference. Scanning one opens the tenant's wallet app with your account filled in. A place can override these with its own account.

Footer. Your contact line and any note you set — payment terms, a reminder about the reference number.

Changing the look

Logo, colour accent and the footer note are yours. The layout is fixed, on purpose: a tenant who moves from one Premises landlord to another reads the same invoice, and the BIR-relevant fields are always in the same place.

Official receipts

The PDF is an invoice, not a BIR official receipt. When you record a payment the platform can produce an acknowledgement receipt PDF; your registered OR booklet or BIR-accredited system still issues the official one. Official receipts and BIR sets out which document does what.