Skip to main content

Bill Management

Bills are the core of your transaction tracking in Payverge. This guide covers creating, managing, and closing bills for your customers.

Understanding Bills​

A bill in Payverge represents a customer's order and payment transaction. Bills can be:

  • Guest-Created - Customers create bills by ordering from QR code menus
  • Staff-Created - Manually created by servers or managers
  • Active - Currently open and accepting orders
  • Paid - Payment received but not yet closed
  • Closed - Finalized and archived

Accessing Bill Management​

  1. Log into your Business Dashboard
  2. Click "Bills" in the sidebar
  3. View all bills with filtering options

TODO: ADD IMAGE - Screenshot of bill management interface

Bill Views​

Active Bills​

Shows all currently open bills:

  • Bills with unpaid balances
  • Bills accepting new orders
  • Real-time updates
  • Quick actions available

Information Displayed:

  • Bill number
  • Table name
  • Total amount
  • Time opened
  • Status
  • Quick actions

TODO: ADD IMAGE - Screenshot of active bills list

Bill History​

View past bills:

  • Closed bills
  • Paid bills
  • Search by date range
  • Filter by status
  • Export data

Search & Filter:

  • Date range picker
  • Search by bill number
  • Filter by table
  • Filter by amount range
  • Sort by date, amount, or table

TODO: ADD IMAGE - Screenshot of bill history with filters

Creating Bills Manually​

Staff can create bills for walk-in customers or phone orders.

Using Bill Creator​

  1. Click "Create Bill" button
  2. Select table or create custom bill
  3. Add items to the bill
  4. Review and finalize

TODO: ADD IMAGE - Screenshot of bill creator interface

Adding Items​

Method 1: Search

  1. Type item name in search box
  2. Select item from results
  3. Choose quantity
  4. Add to bill

Method 2: Browse

  1. Browse menu categories
  2. Click items to add
  3. Adjust quantities
  4. Confirm additions

Method 3: Quick Add

  1. Use quick-add buttons for popular items
  2. One-click to add
  3. Adjust quantity if needed

TODO: ADD IMAGE - Screenshot of item selection interface

Item Customization​

When adding items, you can:

  • Select Options - Required choices (size, protein, etc.)
  • Add Add-ons - Optional extras
  • Special Requests - Custom notes
  • Adjust Quantity - Multiple of same item

Bill Details​

Viewing Bill Information​

Click any bill to see complete details:

Bill Header:

  • Bill number (unique identifier)
  • Table name/number
  • Date and time created
  • Current status
  • Total amount

Items List:

  • All ordered items
  • Quantities
  • Individual prices
  • Options and add-ons
  • Special requests
  • Item subtotals

Financial Breakdown:

  • Subtotal (before tax)
  • Tax amount
  • Service fee (if applicable)
  • Tip amount (if added)
  • Total Amount

TODO: ADD IMAGE - Screenshot of detailed bill view

Bill Status​

Bills progress through several statuses:

Open​

  • 🟢 Bill is active
  • Can add more items
  • No payment received
  • Guests can still order

Pending Payment​

  • 🟡 Items finalized
  • Awaiting payment
  • No new orders accepted
  • Payment in progress
  • 🔵 Payment received
  • Awaiting closure
  • Can generate receipt
  • Ready to close

Closed​

  • ⚫ Bill finalized
  • Archived
  • Cannot be modified
  • Included in reports

TODO: ADD IMAGE - Diagram showing bill status flow

Managing Bill Items​

Adding Items to Existing Bills​

  1. Open the bill
  2. Click "Add Items"
  3. Select items (same as bill creation)
  4. Items added to bill
  5. Total updates automatically

Removing Items​

  1. Open the bill
  2. Find item to remove
  3. Click remove icon (🗑️)
  4. Confirm removal
  5. Total adjusts automatically
Important

Only remove items before payment is processed. After payment, contact support for refunds.

Modifying Quantities​

  1. Open the bill
  2. Find item to modify
  3. Click quantity field
  4. Enter new quantity
  5. Total updates automatically

Payments​

Payment Methods​

Bills can be paid through:

Crypto Payments (USDC)

  • Guest pays directly from their wallet
  • Instant settlement
  • No chargebacks
  • Automatic bill update

Traditional Payment Plugins

  • PayPal
  • Stripe (credit/debit cards)
  • MercadoPago
  • Other enabled plugins

Cash/Card at Counter

  • Guest pays in person
  • Staff manually marks as paid
  • Record payment method

TODO: ADD IMAGE - Screenshot of payment methods selection

Processing Crypto Payments​

Guest-Initiated:

  1. Guest views bill on their device
  2. Clicks "Pay with Crypto"
  3. Connects wallet
  4. Approves USDC payment
  5. Payment processes on blockchain
  6. Bill automatically updates to "Paid"

Real-time Updates:

  • Payment notification appears instantly
  • Bill status changes automatically
  • Receipt generated
  • Kitchen notified (if applicable)

Recording Manual Payments​

For cash or card payments at counter:

  1. Open the bill
  2. Click "Mark as Paid"
  3. Select payment method:
    • Cash
    • Credit Card
    • Debit Card
    • Other
  4. Enter amount received
  5. Calculate change (if cash)
  6. Click "Confirm Payment"

TODO: ADD IMAGE - Screenshot of manual payment recording

Bill Splitting​

Allow multiple guests to split a bill.

Split Methods​

Equal Split

  • Divide bill evenly among guests
  • Each pays equal amount
  • Automatic calculation

By Item

  • Assign items to specific guests
  • Each pays for their items
  • Shared items split proportionally

Custom Amount

  • Each guest pays custom amount
  • Flexible splitting
  • Must total to bill amount

TODO: ADD IMAGE - Screenshot of bill splitting interface

How Splitting Works​

  1. Guest or staff initiates split
  2. Choose split method
  3. Assign items or amounts
  4. Each guest pays their portion
  5. Bill tracks all payments
  6. Closes when fully paid

Multi-Payment Tracking:

  • See who paid what amount
  • Track payment methods used
  • View payment timestamps
  • Generate individual receipts

Closing Bills​

When to Close Bills​

Close bills after:

  • ✅ Payment received in full
  • ✅ Guest has left
  • ✅ Receipt provided (if requested)
  • ✅ No disputes or issues

Closing Process​

  1. Verify payment received
  2. Open the bill
  3. Click "Close Bill"
  4. Confirm closure
  5. Bill moves to history

What Happens:

  • Bill marked as closed
  • Included in daily reports
  • Table becomes available
  • Data archived
Best Practice

Close bills promptly after guests leave to keep your active bills list clean and accurate.

Receipts​

Generating Receipts​

Digital Receipts:

  1. Open paid bill
  2. Click "Generate Receipt"
  3. Receipt displays on screen
  4. Guest can:
    • View on device
    • Download PDF
    • Email to themselves
    • Share via text

Printed Receipts:

  1. Generate receipt
  2. Click "Print"
  3. Connect to printer
  4. Print physical copy

TODO: ADD IMAGE - Screenshot of digital receipt

Receipt Information​

Receipts include:

  • Business name and logo
  • Business address and contact
  • Bill number
  • Date and time
  • Table number
  • Itemized list with prices
  • Subtotal, tax, tip, total
  • Payment method
  • Transaction ID (for crypto)
  • Thank you message

Tips & Gratuity​

How Tips Work​

Guest-Added Tips:

  • Guests can add tips when paying
  • Choose percentage (15%, 18%, 20%, custom)
  • Or enter custom amount
  • Tips included in total payment

Tip Distribution:

  • Tips go to business wallet
  • Business distributes to staff
  • Track tip amounts per bill
  • Generate tip reports

TODO: ADD IMAGE - Screenshot of tip selection interface

Tip Reporting​

View tip analytics:

  • Total tips per day/week/month
  • Average tip percentage
  • Tips by server (if tracked)
  • Tips by payment method

Bill Search & Filtering​

Find bills quickly with powerful search:

Search Options​

By Bill Number:

  • Enter full or partial bill number
  • Instant results

By Table:

  • Filter by specific table
  • See all bills from a table

By Date Range:

  • Select start and end dates
  • View bills in period

By Amount:

  • Set minimum and maximum
  • Find high-value bills

By Status:

  • Open, Paid, Closed
  • Multiple status selection

TODO: ADD IMAGE - Screenshot of search and filter options

Bill Analytics​

Track bill performance and trends.

Key Metrics​

Average Bill Value:

  • Mean transaction amount
  • Helps set revenue targets
  • Track over time

Bills per Day:

  • Daily transaction count
  • Identify busy periods
  • Staff scheduling insights

Payment Method Distribution:

  • Crypto vs traditional
  • Most popular methods
  • Processing cost analysis

Table Performance:

  • Revenue by table
  • Most profitable locations
  • Optimization opportunities

TODO: ADD IMAGE - Screenshot of bill analytics dashboard

Bulk Operations​

Manage multiple bills at once.

Available Actions​

  1. Select Bills - Check boxes next to bills
  2. Choose Action:
    • Close selected bills
    • Export to CSV
    • Print receipts
    • Generate reports

Export Options:

  • CSV format
  • Excel compatible
  • Include all bill details
  • Filter before export

Troubleshooting​

Bill Won't Close​

Check:

  • Payment fully received
  • No pending items
  • All orders fulfilled
  • No active disputes

Solution:

  • Verify payment amount matches total
  • Check for partial payments
  • Contact support if stuck

Payment Not Showing​

For Crypto Payments:

  • Check blockchain confirmation
  • Wait 30-60 seconds
  • Verify transaction hash
  • Check wallet balance

For Manual Payments:

  • Verify staff marked as paid
  • Check payment method recorded
  • Refresh the page

Items Missing from Bill​

Possible Causes:

  • Order not approved by staff
  • Item removed before payment
  • Technical issue

Solution:

  • Check order history
  • Verify with kitchen
  • Add items if needed
  • Contact support if persistent

Best Practices​

Daily Routine​

Opening:

  • Review any overnight bills
  • Close any forgotten bills
  • Check for payment issues

During Service:

  • Monitor active bills
  • Approve orders promptly
  • Process payments quickly
  • Close bills when guests leave

Closing:

  • Close all remaining bills
  • Verify all payments received
  • Generate daily report
  • Prepare for next day

Organization​

  • Close bills promptly
  • Use consistent naming for custom bills
  • Record payment methods accurately
  • Add notes for special situations
  • Archive old bills regularly

Customer Service​

  • Provide receipts when requested
  • Handle split bills gracefully
  • Process payments quickly
  • Resolve disputes professionally
  • Thank guests for payment

Advanced Features​

Bill Notes​

Add internal notes to bills:

  • Special requests
  • Customer preferences
  • Issues or complaints
  • Follow-up needed

Notes are:

  • ✅ Visible to staff
  • ❌ Not visible to guests
  • ✅ Included in reports
  • ✅ Searchable

Bill Templates​

Create templates for common orders:

  • Set menus
  • Combo meals
  • Party packages
  • Catering orders

Recurring Bills​

For regular customers:

  • Save bill as template
  • Quick recreation
  • Consistent pricing
  • Faster service

Next Steps​

Now that you understand bill management:

Need help? Contact support@payverge.io