Overview

Create, send, and track customer invoices -with GST, payment status, and receivables all in one place.

The Invoices module handles everything related to billing your customers - creating invoices, tracking who's paid and who hasn't, and keeping a clear record of every transaction. It complements Purchases: Purchases is money you owe, Invoices is money owed to you.

Invoice list

A consolidated view of every invoice, showing:

• Invoice Number - a unique reference number for the invoice

• Date - the invoice creation date, and due date where applicable

• Buyer - the customer being billed

• Supply Type - whether the sale is Inter-state (buyer in a different state) or Intra-state (buyer in the same state) - this affects how GST is calculated, same logic as Purchases

• Total - the full invoice amount, including tax

• Paid Amount - how much has been received so far

• Status - the invoice's current stage (see below)

Filter & sort

• Buyer - view invoices for a specific customer

• Status - filter by current status

• From Date / To Date - view invoices within a date range

• Sort - arrange invoices, e.g., by date

How to create a new invoice

1. Click + New Invoice.

2. Enter the invoice reference details:

   • Invoice Number - enter manually, or let the system assign one when the invoice is issued

   • Invoice Date

   • Due Date

   • Place of Supply - the state code where the sale is considered to take place (used to calculate GST correctly)

   • Proforma - turn this on if you're creating a proforma invoice (a preliminary bill sent before the final invoice, often used for advance confirmation or quotes)

3. Select the buyer under "Bill To" - once selected, their GSTIN fills in automatically from their profile (you can edit it if needed).

4. Configure invoice settings, if applicable:

   • Export / Zero-Rated Supply - mark this if the sale is an export or otherwise not subject to GST

   • Round Off Grand Total - rounds the final amount to the nearest rupee

5. Add line items - the products or services being billed (see below).

6. Add any notes you want to appear on the invoice.

7. Save the invoice - it starts as Draft until issued.

Line items

Add each product or service on the invoice. For each item, you can include:

• Item or service name

• A secondary description, if needed

• HSN/SAC code

• Rate

• Quantity

• GST percentage

• Discount percentage

• Calculated amount

You can add multiple line items - the system calculates the invoice total automatically as you go.

Invoice status

An invoice moves through these stages:

• Draft - created, but not yet issued

• Issued - finalized and sent to the buyer

• Paid - payment has been received

• Cancelled - no longer active

Record payment

Track how much of an invoice has been paid, and how much is still outstanding.

How to record a payment

1. Open the invoice from the Invoices list.

2. Click the Actions (⋯) menu and select Record Payment.

3. Enter the payment amount and date.

4. Save - the invoice's Paid Amount and status update automatically.

Import invoices

Instead of creating invoices one by one, you can bulk-upload many at once using an Excel template - useful if you're migrating past invoices or billing multiple clients at once.

How to import

1. Go to Invoices.

2. Click Import.

3. Download the Excel template.

4. Fill in your invoice details (see below).

5. Upload the completed file.

6. Review the imported invoices - you'll be able to see all previously imported invoices alongside the new ones.

Filling in the template

The template has one row per line item - the first row of each invoice carries the invoice-level details, and any extra line items go in additional rows right below it with the invoice-level fields left blank.

• buyerName - required on the first row of each invoice

• buyerGstin - optional; fills in automatically if the client is already saved

• invoiceDate - format YYYY-MM-DD, only on the first row

• dueDate - optional, same date format

• placeOfSupplyStateCode - 2-digit state code (e.g., 29 for Karnataka); auto-fills for saved clients

• supplyType - intra_state, inter_state, or export

• invoiceCurrency - INR, USD, EUR, GBP, AED, or SGD

• exchangeRateToInr - use 1 for INR; required for foreign currencies (e.g., 84.5 for USD)

• itemDescription - required on every row - the product or service being billed

• hsnOrSac - optional HSN/SAC code

• quantity - a positive number

• unitPrice - price per unit, in the invoice currency

• gstRatePercent - 0, 5, 12, 18, or 28

• discountPercent - 0–100, optional (defaults to 0)

• documentType - tax_invoice or proforma_invoice, only on the first row

• issueImmediately - yes or no - whether to auto-issue the invoice right after import, only on first row

• notes - optional, only on the first row

Example: if one invoice has two line items (e.g., "Website Development Services" and "Server Hosting" for the same client), enter the client and invoice details only on the first row, then add the second item as a new row directly below with the invoice-level fields left empty.

The template also includes a StateCodes sheet for reference when filling in state codes, and a Clients sheet listing your saved clients and vendors with their GSTIN and state code.