Client billing
Invoice the businesses whose sites you run — monthly, in your own name.
If you run hotspots on behalf of other businesses — a hotel group, a chain of shops, a school — Oculus can invoice them for you, the same way Oculus invoices you. Open Client billing in the console.
You don't need this if the sites are all your own.
How it works
- Add a client — the business you bill — with its terms.
- Choose its sites — the venues you run for it.
- Each month, a draft invoice is made for every active client, from its terms and that month's activity.
- You check the draft, add anything extra, then issue it. Issuing gives it your next invoice number and emails the PDF to the client in your name.
- Record payments as they arrive. Unpaid invoices are marked overdue after the due date.
Terms
Each client can have any mix of three charges:
| Charge | On the invoice |
|---|---|
| Monthly fee | One line, e.g. Managed Wi-Fi service — October 2026 |
| Per site | One line for each of the client's active sites, by name |
| Share of sales | A percentage of hotspot sales at the client's sites that month |
Sales are counted exactly as the Reports page counts revenue: paid purchases at the client's sites during the month, in the client's currency. Refunded purchases don't count. Your client can check the figure against the same report.
Changing a client's terms affects the next invoice drafted. Invoices already drafted keep the terms they were made with.
A site belongs to one client
A site is billed to one client at most. Choosing it for another client moves it. Sites that aren't billed to anyone are simply your own.
Drafts
Drafts are made automatically on the 2nd of each month for the month just ended. You can also make them any time with Draft invoices, for any past month. Doing it twice never bills anyone twice — a client who already has an invoice for that month is skipped.
A draft can be changed until it's issued:
- Add a line for anything extra — an installation, a call-out. Use a negative price for a credit or discount.
- Remove a line that shouldn't be there.
A client with nothing to pay that month gets no draft at all.
Issuing and sending
Issue and send numbers the invoice from your own sequence (for example
NWN-2026-000118), sets the due date and emails it to the client's billing
address with the PDF attached. The email comes from your business name, and
replies go to the reply-to address in your invoice settings.
After issuing, an invoice can't be edited — only voided. Send again emails it once more, for instance as a reminder.
Payments and voiding
- Mark paid with the transfer or mobile-money reference, so the payment matches your statement.
- Void an invoice that shouldn't stand, with a reason. Voided invoices stay on record, so your numbering has no gaps. A paid invoice can't be voided.
Invoice settings
Under Client billing → Invoice settings:
| Setting | What it does |
|---|---|
| Business name, address, tax ID | What prints under From. Left blank, your organisation's billing details are used |
| Reply-to email | Where your clients' replies go |
| Number prefix | The start of every invoice number, e.g. NWN |
| Payment due after | Days between issuing and the due date |
| Tax | Added to every invoice. The rate is fixed on each invoice when it's drafted |
| How to pay | Your bank or mobile-money details, printed on every invoice |
| Draft automatically | Turn off to make drafts only when you choose |
Who can do what
Everyone on your team can see clients and invoices. Only admins and owners can change clients, terms or settings, and issue, void or record payments.