Bill Management
Overview
Bill Management handles the full lifecycle of bills — from generation and distribution to payment tracking and status management. The system supports 8 bill status variants and provides filtered views for overdue, cancelled, pending, paid, partially paid, and adjusted bills. Bills are linked to properties and rate payers, and their statuses update automatically based on payment activity.
Navigate to: Sidebar → Bill Management
Bill List Views
| View | Route | Description |
|---|---|---|
| All Bills | /billmanagement/allbills |
All bills regardless of status |
| Overdue/Arrears | /billmanagement/overduebills |
Bills past their due date |
| Cancelled Bills | /billmanagement/cancelledbills |
Bills that have been cancelled |
| Defaulters List | /billmanagement/defaulterslist |
Rate payers with chronic non-payment |
| Pending Bills | /billmanagement/pendingbills |
Bills awaiting payment |
| Paid Bills | /billmanagement/paidbills |
Bills with full payment received |
| Partially Paid Bills | /billmanagement/partiallypaidbills |
Bills with partial payment |
| Adjusted Bills | /billmanagement/adjustedbills |
Bills that have been adjusted (credits, corrections) |
All Bills
| Element | Description |
|---|---|
| Search bar | Search by bill number, rate payer name, property ID, or MMDA |
| Filter tabs | All, Overdue, Cancelled, Defaulters, Pending, Paid, Partial, Adjusted |
| Generate Bill button | Create new bills for properties |
| Export button | Export bill list to Excel |
| Bill card | Shows bill details and status badge |
Bill Card
| Field | Description |
|---|---|
| Bill Number | System-generated unique identifier (e.g. #2026000000000022) |
| Rate Payer Name | Name of the bill recipient |
| Property ID | Linked property identifier |
| Property Address | Physical address of the property |
| MMDA | Metropolitan/Municipal/District Assembly |
| Bill Period | Billing period (e.g. 2026-Q1) |
| Due Date | Payment deadline |
| Amount | Total billed amount (GHS/GH₵) |
| Paid Amount | Amount already paid |
| Outstanding | Remaining balance |
| Status badge | Current bill status |
Bill Statuses
The system tracks 8 bill statuses:
| Status | Colour | Description |
|---|---|---|
Pending |
Orange | Bill generated but not yet due / awaiting payment |
Issued |
Blue | Bill officially issued and delivered to rate payer |
Paid |
Green | Full payment received |
Partially Paid |
Yellow | Partial payment received, balance remaining |
Overdue |
Red | Payment past the due date |
Cancelled |
Grey | Bill cancelled by admin (void) |
Adjusted |
Purple | Bill amount modified (credit applied, correction, etc.) |
Defaulted |
Dark Red | Chronic non-payment, escalated to defaulters list |
Status Transition Flow
Generated → Pending → Issued → Paid ✅
↓ ↓
Overdue ⏰ Partially Paid
↓ ↓
Defaulted ⚠️ Paid ✅
↓
Cancelled ❌ (can cancel from any unpaid status)
Any status → Adjusted (admin correction/credit)
!!! tip "Things to check" - Status transitions are automatic based on payment activity - Manual status changes are only available to admin users - Status changes are logged in the audit trail - Overdue status triggers after the due date passes without full payment - Defaulted status is triggered by configurable business rules
Overdue / Arrears Bills
Navigate to: /billmanagement/overduebills
| Element | Description |
|---|---|
| Overdue count | Total number of overdue bills |
| Total overdue amount | Sum of all overdue balances (GHS/GH₵) |
| Bill cards | Overdue bills with days-past-due indicator |
| Send Reminder button | Send payment reminder to rate payer |
| Escalate button | Escalate to defaulters list |
Overdue Bill Card
| Field | Description |
|---|---|
| Bill Number | Unique identifier |
| Rate Payer | Name of the bill recipient |
| Property | Property name and address |
| Original Amount | Total billed amount |
| Outstanding | Remaining balance |
| Due Date | Original payment deadline |
| Days Overdue | Number of days past due |
| Status badge | Overdue (red) |
!!! tip "Things to check" - Days overdue is calculated correctly from the due date - Send Reminder triggers an email/SMS to the rate payer - Escalate moves the bill to the defaulters list - Overdue bills appear in both the Overdue tab and All Bills tab
Cancelled Bills
Navigate to: /billmanagement/cancelledbills
| Element | Description |
|---|---|
| Cancelled count | Total number of cancelled bills |
| Bill cards | Cancelled bills with cancellation reason |
| Restore button | Restore a cancelled bill to its previous status |
Cancelled Bill Card
| Field | Description |
|---|---|
| Bill Number | Unique identifier |
| Rate Payer | Name of the bill recipient |
| Property | Property name and address |
| Original Amount | Total billed amount |
| Cancelled Date | When the bill was cancelled |
| Cancellation Reason | Reason for cancellation |
| Status badge | Cancelled (grey) |
!!! tip "Things to check" - Cancelled bills cannot be paid - Restore returns the bill to its previous status - Cancellation reason is required and logged - Cancelled bills are excluded from collection reports
Defaulters List
Navigate to: /billmanagement/defaulterslist
Rate payers with chronic non-payment, escalated from overdue bills.
| Element | Description |
|---|---|
| Search bar | Search by rate payer name, property ID, or bill number |
| Defaulter card | Shows rate payer details and total outstanding |
| Send Notice button | Send formal payment notice |
| Escalate to Legal button | Escalate for legal action |
Defaulter Card
| Field | Description |
|---|---|
| Rate Payer Name | Name of the defaulter |
| Rate Payer ID | Unique identifier |
| Property IDs | List of properties with overdue bills |
| Total Outstanding | Sum of all overdue amounts (GHS/GH₵) |
| Number of Overdue Bills | Count of overdue bills |
| Longest Overdue | Days since the oldest overdue bill |
| Last Payment Date | When the last payment was received |
!!! tip "Things to check" - Defaulters are correctly identified based on business rules - Total Outstanding matches the sum of individual overdue bills - Send Notice triggers a formal communication - Escalate to Legal updates the defaulter's status
Pending Bills
Navigate to: /billmanagement/pendingbills
Bills that have been generated but not yet issued or paid.
| Element | Description |
|---|---|
| Pending count | Total number of pending bills |
| Bill cards | Bills awaiting issuance or payment |
| Issue Bills button | Issue selected pending bills to rate payers |
| Cancel button | Cancel selected pending bills |
Paid Bills
Navigate to: /billmanagement/paidbills
Bills with full payment received.
| Element | Description |
|---|---|
| Paid count | Total number of fully paid bills |
| Total collected | Sum of all paid amounts (GHS/GH₵) |
| Bill cards | Paid bills with payment details |
| View Receipt button | Open the payment receipt |
Paid Bill Card
| Field | Description |
|---|---|
| Bill Number | Unique identifier |
| Rate Payer | Name of the payer |
| Property | Property name and address |
| Amount Paid | Total amount paid (GHS/GH₵) |
| Payment Date | When full payment was received |
| Payment Method | Online, Offline, etc. |
| Status badge | Paid (green) |
Partially Paid Bills
Navigate to: /billmanagement/partiallypaidbills
Bills with partial payment — balance still outstanding.
| Element | Description |
|---|---|
| Partial count | Total number of partially paid bills |
| Total outstanding | Sum of remaining balances (GHS/GH₵) |
| Bill cards | Bills with partial payments |
Partially Paid Bill Card
| Field | Description |
|---|---|
| Bill Number | Unique identifier |
| Rate Payer | Name of the payer |
| Property | Property name and address |
| Total Amount | Original billed amount |
| Paid Amount | Amount paid so far |
| Outstanding | Remaining balance |
| Last Payment Date | When the last payment was received |
| Status badge | Partially Paid (yellow) |
Adjusted Bills
Navigate to: /billmanagement/adjustedbills
Bills that have been modified — credits applied, amounts corrected, etc.
| Element | Description |
|---|---|
| Adjusted count | Total number of adjusted bills |
| Bill cards | Bills with adjustment details |
| View Adjustment button | See the adjustment history |
Adjusted Bill Card
| Field | Description |
|---|---|
| Bill Number | Unique identifier |
| Rate Payer | Name of the payer |
| Property | Property name and address |
| Original Amount | Amount before adjustment |
| Adjusted Amount | Amount after adjustment |
| Adjustment Reason | Reason for the adjustment |
| Adjusted By | Admin who made the adjustment |
| Adjustment Date | When the adjustment was made |
| Status badge | Adjusted (purple) |
!!! tip "Things to check" - Adjustment history is fully auditable - Adjusted amounts are reflected in financial reports - Only authorised users can make adjustments - Adjustment reason is required and logged
Bill Details
Navigate to: Sidebar → Bill Management → All Bills → View Details
Comprehensive view of a single bill.
Bill Information
| Field | Description |
|---|---|
| Bill Number | System-generated unique identifier |
| Bill Period | Billing period (e.g. 2026-Q1) |
| Due Date | Payment deadline |
| Status | Current bill status |
| Generated By | System or admin who generated the bill |
| Generated Date | When the bill was created |
Rate Payer Information
| Field | Description |
|---|---|
| Rate Payer Name | Name of the bill recipient |
| Rate Payer ID | Unique identifier |
| Contact | Phone number and email |
| Type | Individual or Organisation |
Property Information
| Field | Description |
|---|---|
| Property ID | Linked property identifier |
| Property Name | Display name |
| Property Address | Physical address |
| MMDA | Metropolitan/Municipal/District Assembly |
| Zone | Zone within the MMDA |
Financial Summary
| Field | Description |
|---|---|
| Billed Amount | Total amount due (GHS/GH₵) |
| Paid Amount | Total amount paid |
| Outstanding | Remaining balance |
| Late Penalty | Applicable penalty for overdue payment |
Payment History
Lists all payments made against this bill.
| Field | Description |
|---|---|
| Payment Date | When the payment was made |
| Amount | Payment amount (GHS/GH₵) |
| Method | Online, Offline, etc. |
| Reference | Payment reference number |
| Status | Payment status (Success, Pending, Failed) |
Actions
| Action | Description |
|---|---|
| Issue Bill | Send the bill to the rate payer |
| Send Reminder | Send a payment reminder |
| Adjust Bill | Modify the bill amount |
| Cancel Bill | Cancel the bill |
| View Receipt | View the payment receipt (if paid) |
!!! tip "Things to check" - Bill details match the original bill generation - Payment history shows all payments in chronological order - Outstanding amount is calculated correctly (Billed - Paid) - Status updates reflect the current state - Actions are available based on the current status - Receipt is only available for paid/partially paid bills
Payment Receipt
Navigate to: /receipt/:id (public, no auth required)
| Field | Description |
|---|---|
| Receipt Number | Unique receipt identifier |
| Bill Number | Linked bill identifier |
| Rate Payer | Name of the payer |
| Property | Property name and address |
| Amount Paid | Payment amount (GHS/GH₵) |
| Payment Method | Online, Offline, etc. |
| Payment Date | When the payment was made |
| MMDA | Assembly name |
| QR Code | Verification QR code |
| Transaction Reference | Payment gateway reference |
!!! tip "Things to check" - Receipt is accessible without authentication (public URL) - QR code is scannable and links to the receipt - All amounts are accurate and formatted in GHS/GH₵ - Receipt matches the payment record in the system - Receipt can be printed or downloaded as PDF