From quote to invoice: track bank transfers and Interac clearly

Freeze the agreement before invoicing

A quote should identify the parties, scope, quantities, prices, discounts, applicable taxes, expiry and commercial terms. Keep the accepted version and the date of acceptance. If the scope changes, agree on the revision rather than silently changing an accepted document.

Issue an identifiable invoice

Check the legal name, addresses and tax-registration details that apply to your business. Give the invoice a unique reference and due date. Tax requirements depend on registration, location and the supply; verify them with official guidance or an accountant. A software tax field does not determine whether a tax must be charged.

Distinguish a transfer notice from money received

For bank transfers and Interac, share clear recipient instructions through the invoice link. Never ask customers to send online banking passwords. A customer saying “I paid” is a notice, not proof that funds arrived. Check the receiving account before recording a receipt. Record its amount, actual receipt date and reference; partial payments leave a remaining balance.

Follow up and correct transparently

A useful reminder names the invoice, remaining balance and next action without claiming an unverified payment. Correct a mistaken receipt with a visible reversal. Use a credit note to reduce an issued invoice and record any refund separately. Tidanda tracks manually confirmed transfers; it does not collect bank or Interac funds automatically. Retain documents according to the rules applicable to your business.