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Welcome to HatiBiashara Guide

This guide covers what HatiBiashara can do today: create invoices, receipts, quotations and payslips, customize templates, save documents to your account, manage saved documents, preview, share links and download PDF or PNG files. More document types will be added later.

Choose a Document Guide

HatiBiashara is becoming a full document generator, so the Guide is organized by document type. Invoices, receipts, quotations and payslips are available now, each with its own fields, templates and export workflow.

Getting Started

Step 1

Log in or Register

Create a free account or log in so HatiBiashara can save your documents under Documents.

Step 2

Choose a Document

Choose the document type you want to learn about or create.

Step 3

Fill and Style

Fill in the details for that document and choose a suitable template.

Step 4

Save, Share or Download

Save the document, share a view link, or open the download dropdown for PDF and PNG exports.

How to Use HatiBiashara

Available now

Invoice Guide

Build an invoice by moving through five simple parts: who is sending it, who is receiving it, the document dates, the billed items, and the final totals. The preview updates as you work, then you can save it, share it, or download it as a PDF or PNG from the same export menu.

Item limit

8 rows

Output

PDF, PNG + Share

Storage

Documents

From

Your Business

INVOICE

INV-2026-001

Bill To

Client details

Due Date

7 days

ItemQtyAmount
Service1Ksh 0
Consulting1Ksh 0
Delivery1Ksh 0
TotalKsh 0

From

Add your business name, address, contact details and KRA PIN so the invoice clearly identifies the sender.

Bill To

Enter the customer or company receiving the invoice. These details appear in the preview and downloaded PDF.

Invoice Details

Set the invoice number, issue date, due date and payment terms so the document is easy to track.

Items

Add up to 8 services or products. Each item calculates quantity, unit price and amount automatically.

Totals & Notes

Review VAT, discount, shipping, notes and payment terms before saving, sharing or exporting.

Show on document

Logo
Invoice date
Due date
From phone
Client KRA PIN
Notes
Hidden fields stay saved in the builder. They are only removed from the preview and PDF.
Display controls

Invoice Fields and Visibility

Some invoice details are useful while editing, but they do not always belong on the final document. Use the visibility controls to decide what appears in the preview and downloaded PDF without deleting the information from the invoice.

Logo

Show the logo when you want a branded invoice, or hide it for a cleaner text-only document.

Dates

Show invoice date and due date when timing matters. The due date appears only when it is enabled and filled in.

Contact Details

Choose whether phone, email and KRA PIN should appear for both your business and the client.

Notes & Terms

Show notes and payment terms when the invoice needs extra instructions or conditions.

Template chooser

Choosing Invoice Templates

Templates control the look of the invoice. Pick a style under the preview before saving or downloading, and HatiBiashara remembers that selection when you edit the document later. The selected template is used by the preview modal, PDF export, PNG export and saved documents.

Selected template is saved with the document
Classic

Standard HatiBiashara green style for everyday invoices.

Downtown

Kenyan invoice-book layout with blue ruled lines and handwritten-style item entries.

Minimal

Simple monochrome layout for formal or lightweight documents.

Corporate

Structured official layout with a dedicated PDF renderer.

Creative

Expressive, solid-color style tuned so PDF and PNG exports stay close to the preview.

Learn the different types of invoices

Read the full blog guide before choosing the right document style.

Read Blog Guide
Account required

Saving Documents

Saving requires an account because each document must belong to the person who created it. When a visitor tries to save or open Documents, HatiBiashara asks them to log in or register. Once saved, the invoice stays available under Documents without forcing the user away from the editor. Failed saves do not leave a fake document behind, and saved document ownership cannot be taken over by another user.

Save

Click Save while creating an invoice, or Save when editing an existing document.

Login Gate

If you are logged out, HatiBiashara asks you to register or log in first.

Secure Storage

The invoice is stored in the D1 documents database and linked to your account.

Stay in place

You stay in the invoice builder and see a saved message when the document is stored.

Invoice editor

INV-2026-001

Saved.
Document No.TypeDate
INV-2026-001InvoiceToday
INV-2026-002InvoiceSaved

Documents shows document number, type, client and date. Amount and status stay out because HatiBiashara is focused on document generation, not bookkeeping.

Documents

INV-2026-001

Company Name

INV-2026-002

Smart Traders

Mobile opens directly on the Edit tab.
Reopen and update

Editing Saved Invoices

Saved invoices can be reopened and corrected without rebuilding the document. This is useful for drafts, client changes, small corrections and template changes. On mobile, the bottom Save button stays compact so the action bar does not wrap.

Edit from Documents

Open Documents and choose the edit action on the invoice you want to update.

Reload Builder

The saved invoice loads back into the builder with its details, items and template.

Update Existing

Save updates the same document instead of creating a duplicate copy.

Fresh Invoice

Create New clears the old invoice and starts a fresh document.

Before download

Previewing Invoices

Preview lets you inspect the final document before saving, editing or downloading. It is the best place to confirm spacing, visible fields, template choice and totals. The preview window now uses the same Download dropdown as the main builder, so export choices stay consistent.

Desktop Preview

Desktop users can open a wider preview modal before saving, sharing or downloading.

Mobile Preview Tab

Mobile users switch into the Preview tab so the invoice stays readable on small screens.

Live Updates

The preview reflects fields, items, template selection, visibility toggles and the selected logo.

PreviewDownload
Final output

Downloading Files

Download creates a PDF or PNG from the current invoice state. The downloaded file uses the selected template, current line items, totals and the fields you chose to show. The Download button opens a dropdown with Free watermarked PDF/PNG choices and Pro clean export choices.

Template Aware

PDF and PNG downloads use the selected invoice template instead of falling back to the default style.

Respects Visibility

Hidden fields stay hidden in downloaded files.

PDF or PNG

PDF is best for sending and printing. PNG is useful for quick image sharing.

Reliable Layouts

Corporate and Creative use dedicated PDF renderers for cleaner PDF output.

Free or Pro

Free downloads include a watermark. Pro unlocks clean PDF or PNG export from the same dropdown.

Free Download

Includes watermark

Free
PDFPNG

Pro

Clean export

Unlock
PDFPNG

PDF is best for sending or printing. PNG is best for image previews. Free files can include the HatiBiashara watermark; Pro export removes it.

Share link ready

/share/inv_2026_example

Send a view link

Sharing Invoices

Share creates a link to the current invoice so a client or teammate can view it without needing your account. If the invoice has not been saved yet, HatiBiashara saves it first, then gives you the link. The shared document response does not allow another logged-in user to take ownership of your document.

Share

Click Share from the invoice builder action bar.

Current version

HatiBiashara saves the current invoice state before creating the link.

Copy link

Copy the generated link and send it to the person who needs to view the invoice.

Protected

The shared page is for viewing. It does not let someone overwrite your saved document.

Frequently Asked Questions

How do I create an invoice?

Open the invoice builder, fill in From, Bill To, Invoice Details and Items, then preview or download the invoice.

Can I customize my templates?

Yes. Select one of the invoice templates under the preview. The selected template is saved with the document.

Can I hide fields from the invoice?

Yes. Use the Show on document panel to hide or show logo, due date, contact fields, KRA PIN, payment terms and notes.

Which documents appear under Documents?

Saved invoices and receipts appear under Documents right now. Other document types will be implemented later.

Does the Guide need a D1 table?

No. A table is only needed if the guide should be editable dynamically. Static guide content is better for now.

INVOICE

Invoice No: INV-2026-001

Date: 2026-04-27

John Kamau

123 Moi Avenue

Nairobi, Kenya

+254 700 000 000

johnkamau@gmail.com

KRA Pin: A012345678Z

Company Name

123 Client Street

Nairobi, Kenya

+254 700 000 000

client@example.com

KRA Pin: A012345678Z

ItemQtyUnit Price (KES)Amount (KES)
Service or product1Ksh 0Ksh 0
SubtotalKsh 0
VAT (16%)Ksh 0
TotalKsh 0

Payment Terms: Payment due within 7 days.

Thank you for your business!