Getting Started
Creating Your Account
InstaInvoice offers a simple registration process. Sign up with your email and password to get started instantly. No credit card required for the free tier.
Pro Tip
Complete your business settings immediately after registration to ensure your invoices include all required information.
First-Time Setup
- Navigate to Settings and complete your business profile
- Add your business name, address, and contact information
- Set up your currency and tax preferences
- Configure invoice numbering format
- Add your banking details for payment instructions
Dashboard Overview
Your dashboard provides a real-time snapshot of your business finances, including:
- Total income and outstanding amounts
- Recent invoices and their payment status
- Overdue invoices requiring follow-up
- Monthly revenue trends and charts
Creating and Managing Invoices
Creating an Invoice
- Click "New Invoice" from the Invoices page or dashboard
- Select an existing client or add a new one directly from the dropdown
- The invoice number is auto-generated following your configured format
- Set the invoice date and due date
- Add line items with descriptions, quantities, and unit prices
- Apply tax rates as needed
- Include payment terms and additional notes
- Review and save your invoice
Invoice Templates
InstaInvoice offers professional invoice templates that comply with BPNG and PNGICT business documentation standards. Each template includes:
- Professional header with your business branding
- Clear itemization of services or products
- Automatic tax calculations and GST compliance
- Payment terms and banking details
Invoice Status Tracking
Draft
Invoice being prepared
Sent
Awaiting client payment
Paid
Payment received
Payment Recording
When you receive payment, record it in the system to update your invoice status and financial reports. You can record partial payments or full payments, and the system will automatically update your dashboard and reports.
Quotes and Proposals
Create professional quotes for potential projects. Once accepted, quotes can be easily converted into invoices with a single click.
Quote Workflow:
- Create quote with pricing and scope details
- Send to client for review
- Mark as accepted or rejected
- Convert accepted quotes to invoices
Client Management
Maintain a comprehensive database of your clients with their contact information, project history, and payment records.
Client Information Includes:
- Full contact details and addresses
- Complete invoice and quote history
- Payment history and outstanding balances
- Custom notes and preferences
Expense Tracking
Track all business expenses to maintain accurate financial records and prepare for tax time. Categorize expenses for better insights into your spending patterns.
Expense Categories
- • Office Supplies
- • Software & Subscriptions
- • Travel & Transportation
- • Professional Services
- • Marketing & Advertising
Expense Features
- • Attach receipts and documents
- • Multiple currency support
- • Custom categories
- • Export for accounting
- • Tax-deductible flagging
Financial Reports
Generate comprehensive financial reports that comply with PNG accounting standards and BPNG requirements.
Available Reports
Profit & Loss Statement
Track your income and expenses over time. Shows net profit/loss with detailed breakdowns by category.
Balance Sheet
Overview of assets, liabilities, and equity. Essential for business health assessment.
Cash Flow Statement
Monitor money moving in and out of your business. Track operating, investing, and financing activities.
Export Options
All reports can be exported as PDF files for sharing with accountants, banks, or BPNG requirements.
Business Settings
Business Profile
Configure your business information that appears on all invoices and quotes:
- Business name and trading name
- Contact information and address
- Tax identification and business registration numbers
- Banking details for payment instructions
Invoice Preferences
- • Custom invoice numbering format
- • Default payment terms and due dates
- • Tax rate configuration
- • Standard notes and terms
Currency Settings
InstaInvoice supports multiple currencies including PGK (Papua New Guinea Kina), AUD, USD, and other Asia-Pacific currencies. Set your primary currency and configure exchange rate handling for international transactions.
BPNG Compliance & PNG Business Standards
Papua New Guinea Compliance
InstaInvoice is designed to meet Bank of Papua New Guinea (BPNG) requirements and PNG ICT business documentation standards for freelancers and small businesses.
GST Compliance
For businesses registered for Goods and Services Tax in PNG:
- Automatic GST calculation at 10% standard rate
- GST-inclusive and exclusive pricing options
- GST number display on invoices
- Tax reports for BAS submissions
Record Keeping Requirements
InstaInvoice helps you maintain proper business records in compliance with PNG tax laws:
- All invoices are automatically dated and numbered sequentially
- Complete transaction history with audit trails
- Secure cloud storage for 7+ years as required
- Export capabilities for tax authority reviews
PNGICT Business Guidelines
For ICT professionals and tech freelancers in Papua New Guinea:
- Professional invoice formatting suitable for government and enterprise clients
- Clear service descriptions and deliverables documentation
- Multi-currency support for international contracts
- Expense tracking for project-based costing
Data Security and Privacy
Your business data is protected with enterprise-grade security:
- • AES-256 encryption for all stored data
- • Secure authentication and user isolation
- • Regular automated backups
- • GDPR-compliant data handling
- • PNG data protection compliance
Need More Help?
Our support team is here to help you succeed with InstaInvoice