How to use this documentation
Use this page as an end-user workflow guide. It explains who should use the page, what setup is needed, what steps to follow, what fields matter, and what to check when something looks wrong.
Who should use it
Before you start
- Customer and vehicle details are available.
- Credit terms or customer agreement details are confirmed where required.
- Users have coupon, invoice, payment, email, and PDF permissions as needed.
- Customers have email details if invoice email will be used.
Step-by-step workflow
- 1
Create or review customer records
Use web for complete customer, agreement, and vehicle setup. Use mobile for quick customer and vehicle access.
- 2
Issue and manage coupons
Create coupons in amount or litre mode, select vehicles where needed, and use QR scan, accept, or cancel actions from mobile when field handling is required.
- 3
Generate invoices
Use invoice generation to convert eligible coupons or pending balances into invoice records. Web is better for bulk review; mobile is useful for quick follow-up.
- 4
Record payments and share invoices
Use invoice detail for payment rows, email, PDF sharing, QR sharing, and undo only when correction is allowed.
- 5
Review customer outstanding
Owners should review unpaid invoices, payment history, customer statements, coupon status, and unresolved billing items.
Important fields
Best on web
Customer setup, agreement review, invoice review, and outstanding analysis.
Best on mobile
Coupon issue, QR scan, accept or cancel actions, invoice follow-up, payment entry, and PDF sharing.
Downstream records
Customers, vehicles, agreements, coupons, bills, vouchers, invoices, payments, email, PDF, and QR activity.
Owner review
Outstanding balances, invoice status, unpaid customers, cancelled coupons, and payment records.
Common mistakes
- Issuing coupons before the customer or vehicle record is correct.
- Generating invoices before coupon status is reviewed.
- Adding payments without checking invoice total and balance.
- Undoing an invoice when only a payment correction was needed.
Troubleshooting
A coupon cannot be invoiced.
Check coupon status, customer, vehicle, date filters, and whether it is already included in another invoice.
Invoice email cannot be sent.
Check email permission and confirm the customer has a saved email address.
Customer outstanding looks wrong.
Review generated invoices, payment rows, cancelled coupons, undone invoices, and selected report period.
Related documentation
Web dashboard docs
Mobile app equivalents
- Mobile Customers and Vehicles
- Mobile Coupons and QR
- Mobile Invoice Detail
Screenshot note
- Uses couponManagement from the existing static image set.
Set up customer and vehicle records
Use the web dashboard for detailed customer, agreement, and vehicle setup. Mobile can help with quick customer and vehicle access when users are working away from the desk.
Issue and manage coupons
Coupons can be created and reviewed from web or mobile. Mobile is useful for QR scan, customer-role access, accept or cancel actions, and quick field handling.
Generate invoices
Use Send Invoice and invoice generation flows to convert eligible coupons or pending balances into invoice records. Web is better for bulk review; mobile is useful for quick invoice generation and follow-up.
Owner reviews outstanding
Owners should check invoice balances, payment status, customer statements, credit exposure, and unresolved coupons or vouchers during daily or weekly review.
Credit billing workflow checklist
How Petrodweep connects credit billing
- Petrodweep links customer, vehicle, coupon, invoice, payment, and QR activity so credit billing can be reviewed from one chain of records.
- Mobile helps with field actions such as coupon scan and invoice follow-up; web helps with setup, review, and bulk billing context.
- This workflow keeps billing actions together because end users think in terms of customer-to-invoice movement, not isolated buttons.
Frequently asked questions
Should customer setup be done on web or mobile?
Use web for complete customer setup and agreement review. Use mobile for quick customer, vehicle, coupon, and invoice actions.
What records connect downstream?
Customer, vehicle, coupon, bill, voucher, generated invoice, payment, email, PDF, and QR records can all be part of the billing chain.
What should owners check?
Owners should check unpaid invoices, customer outstanding, coupon status, payment records, and any cancelled or undone invoice activity.