How to check my vendors outstanding Balance and specific invoice

Introduction: Financial Clarity in Modern Courier Operations

In the fast-moving world of e-commerce and retail logistics across Nairobi, maintaining 100% financial visibility is vital for sustainable cash flow. When managing dozens or hundreds of customer deliveries each week, merchants need an instantaneous, accurate method to track what has been delivered, how much has been collected via Cash on Delivery (COD), and what delivery fees remain outstanding.

At Dan Express Courier Services, our automated logistics and dispatch platform is engineered to eliminate guesswork, spreadsheet discrepancies, and phone inquiries. Every merchant account includes a dedicated financial command center where you can review live balances, examine specific itemized invoices, download official digital PDF receipts, and reconcile accounts in real time.

Understanding Your Vendor Account Ledger

Before diving into portal navigation, it is helpful to understand how the Dan Express ledger balances your transactions:

• Total Accumulated Delivery Fees: The cumulative cost of all motorcycle delivery runs dispatched on your behalf based on our transparent zone tariff.
• Collected Cash on Delivery (COD): Funds collected by our vetted riders directly from your recipients upon parcel handover.
• Net Available Balance: If our riders collect COD payments for your merchandise, those collected funds belong to you. The system automatically offsets the nominal delivery fee from the collected product amount, displaying your positive net payout balance. If you dispatch prepaid merchandise where delivery fees are billed on credit, this displays as your payable outstanding balance.

Step-by-Step: How to Check Your Live Outstanding Balance

Follow these simple steps to view your live account position:

1. Log In to Your Vendor Portal: Navigate to the Dan Express portal at https://danexpress.co.ke/portal/login/. Enter your registered email address or merchant username along with your password under the "Sign in as Vendor" tab.
2. View the Dashboard Financial Overview: Immediately upon logging in, your vendor dashboard displays three prominent summary metric cards at the top of the interface:
   • Total Dispatched Orders: The count of active, completed, and returned parcels.
   • Total COD Collected: Total value collected from your customers currently held for remittance.
   • Current Balance / Payable: Your real-time net position. A positive balance indicates funds queued for M-Pesa or bank disbursement to you, while a negative balance indicates delivery charges due for settlement.
3. Review Recent Ledger Movements: Scroll to the "Financial Activity" table directly beneath the metric cards to inspect the chronological timeline of recent parcel completions, rider handovers, and system balance adjustments.

How to Inspect a Specific Delivery Invoice

Whether you require proof of delivery for tax accounting, internal auditing, or customer inquiry, finding and drilling into a specific invoice on Dan Express takes just seconds:

1. Navigate to the Invoices Section: In your merchant portal side navigation bar, click on the Invoices & Statements tab.
2. Locate the Invoice by ID or Date: All generated invoices follow a standardized sequence (e.g., INV-2026-00142). Use the search bar or filter controls to search by:
   • Specific Invoice Number (e.g., INV-00124)
   • Billing Cycle Range (Daily, Weekly, or Monthly)
   • Payment Status (Paid, Pending, or Overdue)
3. Open the Itemized Invoice Details: Click the "View Details" button next to the desired invoice. The screen will expand to show a complete line-item breakdown including:
   • Unique Order Tracking Number
   • Recipient Name and Destination Zone (e.g., Westlands, Kilimani, Upper Hill, CBD)
   • Date and Exact Timestamp of Delivery Completion
   • Assigned Rider Name and Identification
   • Specific Delivery Fee Charged
   • Gross COD Amount Collected (if applicable)

Downloading Official PDF Invoices and Reports

Every invoice in the Dan Express system can be downloaded as an official, tamper-proof PDF document suitable for Kenya Revenue Authority (KRA) accounting records, VAT filing, or corporate auditing:

• Inside the invoice preview window, click the blue Download PDF Invoice button.
• The generated PDF includes Dan Express Courier Services official corporate branding, headquarters address at Lake Turkana Business Centre on Moi Avenue, our registered tax credentials, your merchant details, and an itemized financial schedule.
• You can also generate bulk date-range statements (e.g., full monthly statement) with a single click using the "Export Statement" button.

Official Channels to Settle Your Outstanding Balance

When settling your outstanding courier service balance, always utilize Dan Express official cashless payment channels to ensure instant automated clearance:

• Safaricom M-Pesa Paybill: Business Number 247247, Account Number: 0708648262
• Family Bank Direct Transfer: Account Number: 033000042388
• Co-operative Bank of Kenya: Account Number: 01192985838700

Tip: Always quote your registered Business Name or the specific Invoice Number in the payment reference field. Our automated reconciliation engine will mark your invoice as Paid and reflect the updated zero balance within minutes.

Resolving Financial Discrepancies or Billing Questions

If you ever have an inquiry regarding a specific charge, return trip fee, or COD deduction, our central operations dispatch team is on standby to assist you immediately. You can reach our billing desk directly by calling 0708 648 262, initiating a live WhatsApp chat from your portal, or visiting our dispatch offices on Moi Avenue, Nairobi. Clear, transparent, and prompt accountability is our hallmark.