Table of Contents

Getting Started

Core Features

Administration

Advanced Topics

System Overview

QuickBill 305 is a comprehensive billing software designed to manage and automate billing processes for business operating permits and property rates. The system provides a complete solution for local assemblies to manage their revenue collection efficiently.

Key Features

Multi-User Role System

Five distinct user roles (Super Admin, Admin, Officer, Revenue Officer, Data Collector) each with specific permissions and access levels.

Automated Billing

Annual bill generation with customizable schedules, automatic calculation based on fee structures, and bulk processing capabilities.

GPS Integration

Precise location capture using Google Maps API for accurate business and property location tracking.

Payment Processing

Multiple payment methods including mobile money integration via PayStack, cash payments, and online transactions.

Public Portal

Online payment gateway for citizens to search bills, make payments, and download receipts instantly.

Comprehensive Reporting

Detailed analytics, audit trails, revenue reports, and defaulter management with export capabilities.

User Roles and Permissions

Super Admin

Full system access with restriction controls
The Super Admin has complete control over system restrictions and can override lockouts.
  • Set system restriction dates (1-3 months)
  • Configure warning alerts and countdown notifications
  • Manage all system settings and configurations
  • Override system restrictions and unlock operations
  • Access all features available to other roles

Admin

Full system access excluding restriction controls
Administrators manage day-to-day operations and system configuration.
  • Add and manage businesses and properties
  • Record payments and generate bills
  • Manage zones, sub-zones, and fee structures
  • Perform bulk operations and adjustments
  • Generate comprehensive reports and analytics
  • Send notifications and manage user accounts
  • Perform system backups and maintenance

Officer

Operational user with core business functions
Officers handle front-line operations and customer interactions.
  • Register new businesses and properties
  • Record payment transactions
  • View and edit business/property profiles
  • Generate and print individual bills
  • View map locations and GPS coordinates
  • Access limited reporting functions

Revenue Officer

Payment-focused role with location tracking
Revenue Officers specialize in payment collection and field operations.
  • Record payment transactions
  • Search and view account information
  • Access business and property maps
  • Generate daily collection summaries
  • View payment history and receipts

Data Collector

Data entry specialist with profile management
Data Collectors focus on accurate data capture and profile maintenance.
  • Register new businesses and properties
  • Edit existing profiles (limited permissions)
  • View business and property details
  • Access location maps for verification
  • Perform basic data entry functions

Getting Started

First Login Process

1
Initial Login

Use your provided username and default password to access the system for the first time.

2
Password Reset

System prompts for mandatory password change. Choose a strong password meeting security requirements.

3
Dashboard Access

After password reset, you'll be redirected to your role-specific dashboard.

4
Profile Setup

Complete your user profile information if required by your administrator.

Each user role has a customized dashboard and navigation menu designed for their specific responsibilities:

Header Section

  • Assembly name and logo
  • User information display
  • Logout and profile options
  • System notifications

Sidebar Navigation

  • Role-specific menu items
  • Quick action buttons
  • Recent activities
  • Shortcut links

Main Dashboard

  • Key performance indicators
  • Statistics and summaries
  • Recent transactions
  • Task reminders

Footer Information

  • System version details
  • Support contact information
  • Documentation links
  • Legal notices

Business Management

Business Registration Process

1
Navigate to Add Business

Go to Businesses → Add New from your dashboard menu.

2
Basic Information Entry

Enter business name, owner name, and contact telephone number (all required fields).

3
Business Classification

Select business type using typeahead search. Category auto-populates and current bill is calculated automatically based on the fee structure.

4
Location Capture

Click "Capture Location" button, allow GPS access, and verify location accuracy on the map.

5
Zone Assignment

Select appropriate zone and sub-zone from dropdown menus.

6
Automatic Financial Calculation

System automatically calculates and displays current bill amount, total payable, and account balance based on the selected business type and category.

Automatic Calculation: The system automatically determines all financial information including current bills, arrears, and total payable amounts based on business type and category selection. No manual entry of financial data is required.

Account Number System

Automatic Generation: Account numbers are automatically generated in the format BIZ000001 and cannot be modified once assigned.

Business Profile Management

Profile Information Display

  • Complete business information with contact details
  • Interactive map showing exact GPS location
  • Automatically calculated billing and payment history
  • Current payment status and outstanding amounts
  • Zone and sub-zone assignments

Search and Filter Options

Search Criteria

  • Business name
  • Owner name
  • Account number
  • Phone number
  • Business type

Filter Options

  • Zone and sub-zone
  • Business category
  • Payment status
  • Date ranges
  • Amount ranges

Property Management

Property Registration Process

1
Owner Information

Enter owner name, contact details, gender, and ownership type (Self/Family/Corporate/Others).

2
Property Details

Specify structure type, property type (Modern/Traditional), property use (Commercial/Residential), and number of rooms.

3
Location and Zone

Capture GPS location and assign to appropriate zone and sub-zone.

4
Automatic Financial Calculation

System automatically calculates current bill, total payable, and account balance based on structure type, property use, and room count. No manual financial data entry required.

Smart Calculation: All financial information is automatically computed based on property characteristics. The system uses predefined fee structures to calculate bills immediately upon property details completion.

Property Number System

Format: Property numbers follow the format PROP000001 and are automatically generated for unique identification.

Dynamic Billing Calculation

The system automatically calculates property bills based on:

  • Structure Type: Modern Building, Concrete Block, Mud Block, etc.
  • Property Use: Commercial properties typically have higher rates than residential
  • Room Count: Fee per room multiplied by total number of rooms
  • Zone Factors: Different zones may have varying rate structures
Example Automatic Calculation:
Modern Building + Commercial Use + 5 Rooms
System calculates: GHS 150.00 per room × 5 rooms = GHS 750.00 current bill
Total payable automatically updated in real-time

Billing System

Annual Bill Generation

Automated Schedule: Bills are automatically generated on November 1st annually. Manual generation is available for administrators.

Bill Generation Process

1
Navigate to Bill Generation

Admin → Billing → Generate Bills

2
Select Generation Options

Choose generation type (All/Businesses/Properties), billing year, and any filter criteria.

3
Review and Execute

Verify settings, execute generation, and monitor progress with completion notifications.

Bill Components

Business Bill Information

  • Business name and owner
  • Business type and category
  • Exact location details
  • Account number and zone
  • Automatically calculated financial breakdown with QR code

Property Bill Information

  • Owner name and contact
  • Property location and details
  • Structure and usage information
  • Property number and zone
  • Automatically computed financial summary with QR code

Bill Status Management

  • Pending: Newly generated bills awaiting delivery
  • Served: Bills delivered to account holders
  • Partially Paid: Some payment received against bill
  • Paid: Bill fully settled
  • Overdue: Bills past their due date

Bill Adjustments (Admin Only)

Single Bill Adjustments

Make individual adjustments directly from business or property profiles using fixed amounts or percentage reductions.

Bulk Adjustments

1
Define Criteria

Set filters by business type, zone, sub-zone, or date ranges.

2
Select Adjustment Method

Choose between fixed amount or percentage adjustment.

3
Review and Apply

Review affected accounts and execute bulk adjustment with logging.

Payment Processing

Recording Payments

1
Search Account

Enter account number, business name, or owner name to locate the account.

2
Enter Payment Details

Input payment amount, select payment method, and enter transaction reference if applicable.

3
Process Payment

Verify details, process payment, and generate receipt automatically.

4
Receipt and Notification

Print receipt, send SMS notification, and update account balance.

Payment Methods

Mobile Money

Integrated with PayStack for MTN, Telecel, and AirtelTigo mobile money payments with real-time verification.

Cash Payments

Manual receipt generation with cash float management and daily reconciliation support.

Bank Transfers

Record bank transfer payments with reference number tracking and verification.

Online Payments

PayStack integration for online card payments through the public portal.

Payment Tracking

  • Unique payment reference numbers for all transactions
  • Complete transaction history with timestamps
  • Payment method and processing officer records
  • Receipt generation and SMS notification logs
  • Account balance tracking and updates

Zone Management

Zone Creation and Setup

1
Create New Zone

Navigate to Admin → Zones → Add New Zone and enter zone name, code, and description.

2
Add Sub-Zones

Create sub-zones within each zone for more detailed geographical organization.

3
Assign Properties and Businesses

Link businesses and properties to appropriate zones during registration.

Zone-Based Operations

  • Filter businesses and properties by zone
  • Generate zone-specific reports and analytics
  • Assign collection responsibilities to officers
  • Track performance metrics by zone
  • Manage zone boundaries and descriptions
Zone Codes: Each zone must have a unique code for identification. Sub-zones inherit the parent zone relationship.

Fee Structure Management

Business Fee Configuration

1
Navigate to Fee Structure

Admin → Fee Structure → Business Fees

2
Add Business Type

Enter business type name and define associated categories with their respective fees.

3
Set Fee Amounts

Define fee amounts for each category within the business type.

4
Activate Fee Structure

Enable the fee structure for use in automatic bill calculations.

Property Fee Configuration

Property fees are automatically calculated based on structure type, property use, and number of rooms:

Automatic Property Fee Examples:
Modern Building - Residential: GHS 75.00 per room (auto-calculated)
Modern Building - Commercial: GHS 150.00 per room (auto-calculated)
Concrete Block - Residential: GHS 50.00 per room (auto-calculated)
Concrete Block - Commercial: GHS 100.00 per room (auto-calculated)

Dynamic Fee Calculation

  • Typeahead search for business types during registration
  • Auto-population of categories based on selected business type
  • Real-time fee calculation and bill amount preview
  • Automatic property bill calculation using room count multiplication
  • Instant total payable computation without manual intervention

Reports and Analytics

Revenue Reports

Revenue Analysis

  • Total collections by period
  • Payment method breakdown
  • Zone-wise revenue analysis
  • Collection trends and patterns

Collection Performance

  • Daily collection summaries
  • Officer performance metrics
  • Target vs achievement analysis
  • Collection efficiency rates

Defaulter Management

1
Generate Defaulter Report

Navigate to Admin → Reports → Defaulters Report

2
Apply Filters

Filter by zone, amount range, account type, and time period.

3
Review and Export

Review defaulter list and export for communication or collection activities.

Audit and Activity Reports

  • User Activity Tracking: Login/logout logs, transaction records, data modifications
  • System Audit Reports: Bill generation logs, payment processing records, fee changes
  • Financial Reconciliation: Daily cash reconciliation, payment summaries, balance reports

Notification System

SMS Notifications

Twilio Integration Setup

1
Configure Twilio Settings

Enter Account SID, Auth Token, and phone number in Admin → Settings → API Settings

2
Test Connection

Verify connectivity and send test messages to ensure proper configuration.

Message Templates

  • Account Creation: Welcome messages with account number and automatically calculated current bill
  • Payment Confirmation: Payment receipts with updated balance information
  • Bill Reminders: Outstanding balance notifications
  • System Alerts: Important system notifications and updates

Bulk Notification Process

1
Select Recipients

Filter by defaulter status, zone, account type, or create custom lists.

2
Compose Message

Select template or create custom message with variable replacements.

3
Send and Track

Schedule delivery, track status, and handle failed deliveries.

System Settings

Assembly Configuration

Basic Settings

  • Assembly name (appears on all bills)
  • Contact information
  • Physical address
  • Official logo upload

Branding Options

  • Logo positioning on bills
  • Color scheme selection
  • Header/footer customization
  • Official seal placement

System Restrictions (Super Admin Only)

Critical Feature: System restrictions can lock out all users except Super Admins. Use carefully.
1
Set Restriction Parameters

Define start date, restriction period (1-3 months), and warning notification days.

2
Configure Warnings

Set up countdown notifications and escalation procedures.

3
Monitor and Manage

Track restriction status and provide unlock procedures when needed.

Backup and Maintenance

Automated Backup System

  • Daily backup scheduling with verification
  • Incremental backup options for efficiency
  • Cloud storage integration capabilities
  • Backup history tracking and management

Manual Backup Process

Navigate to Admin → Settings → Backup and choose from full database backup, selective table backup, file system backup, or configuration backup options.

Public Portal

Citizen Self-Service Features

Bill Search and Viewing

  • Search by account number or business name
  • View complete automatically calculated bill details
  • Check payment history
  • Review outstanding balances

Online Payment Processing

  • Multiple payment method options
  • PayStack payment gateway integration
  • Real-time transaction processing
  • Instant receipt generation

Payment Process for Citizens

1
Access Public Portal

Visit the assembly's public portal website.

2
Search Account

Enter account number or business name to locate account.

3
Review Bill

Verify automatically calculated bill details and outstanding amount.

4
Make Payment

Choose payment method and complete transaction.

5
Get Receipt

Download digital receipt and receive SMS confirmation.

Payment Verification

  • Transaction reference lookup system
  • Real-time payment status checking
  • Receipt reprinting capabilities
  • Dispute resolution contact information

Troubleshooting

Common Login Issues

Cannot Login

  • Verify username and password accuracy
  • Check for caps lock activation
  • Contact administrator for password reset
  • Clear browser cache and cookies

First Login Password Change Fails

  • Ensure new password meets requirements
  • Confirm password confirmation matches
  • Try different browser
  • Contact system administrator

Bill Generation Problems

Common Issue: Bills not generating for some accounts

Solutions:

  • Verify account status is active
  • Check fee structure configuration for automatic calculations
  • Ensure zone assignments are complete
  • Review audit logs for error details

Payment Processing Issues

Mobile Money Payments Failing

  • Verify PayStack configuration
  • Check network connectivity
  • Confirm mobile money account balance
  • Try alternative payment method

Receipt Generation Fails

  • Check printer connectivity
  • Verify receipt template configuration
  • Ensure sufficient paper supply
  • Restart printing service

Getting Support

Internal Support

  • System Administrator contact
  • User manual reference
  • Internal training resources
  • Peer user consultation

External Support

  • Developer support contact
  • System documentation portal
  • Online help resources
  • Professional training options

Best Practices

Data Entry Standards

Business Registration

  • Use consistent naming conventions
  • Verify location accuracy with GPS
  • Complete all required fields for proper automatic calculations
  • Double-check zone assignments

Property Registration

  • Accurate room count is essential for correct automatic billing
  • Verify owner contact information
  • Ensure proper structure classification for accurate calculations
  • Confirm property use designation for correct fee application

Security Guidelines

Security Best Practices
Following these guidelines ensures system security and data protection.
  • Password Management: Change default passwords immediately, use strong requirements, update regularly
  • Data Protection: Regular system backups, secure payment processing, confidential information handling
  • Access Control: Monitor user activity logs, review permissions regularly, audit system access
  • Transaction Security: Verify payment details, maintain audit trails, secure receipt storage

System Performance Optimization

Maintenance Tasks

  • Regular database optimization
  • Monitor automatic calculation accuracy
  • Archive old data periodically
  • Keep fee structures updated

User Training

  • Regular training sessions on automatic features
  • Documentation updates
  • Best practice sharing
  • Performance monitoring

Daily Operations Checklist

✓
Morning Setup

Verify system backups completed, check payment synchronization, review automatic calculation logs

✓
Daily Operations

Process payments accurately, maintain data quality, verify automatic calculations, respond to citizen inquiries

✓
End of Day

Generate daily reports, reconcile cash payments, verify billing accuracy, secure system access