Invoice Management Guide
Complete guide to creating, editing, and managing invoices with GST calculations
Table of Contents
Invoice Management
Learn how to create, manage, and send professional invoices with automatic GST calculations.
Creating Your First Invoice
Step 1: Access Invoice Creation
1. From your dashboard, click the "Create Invoice" button 2. Or navigate to Invoices → Create New Invoice
Step 2: Select Customer
1. Choose an existing customer from the dropdown 2. Or click "Add New Customer" to create one 3. The customer's GST details will auto-populate
Step 3: Add Invoice Items
Add each item manually, or open Smart Invoice and choose an item from the Catalog. A catalog selection fills its saved description, price, unit, HSN/SAC code, and GST rate once.
For manually entered items:
1. Description: Enter the product or service description 2. HSN/SAC Code: Add the appropriate tax classification code 3. Quantity: Specify the quantity (default: 1) 4. Rate: Enter the unit price 5. Tax Rate: Select GST percentage (5%, 12%, 18%, 28%)
The system will automatically calculate:
- Line total (Quantity × Rate)
- Tax amount (based on selected rate)
- Final amount including taxes
Step 4: Review and Save the Draft
1. Check Calculations: Verify all amounts are correct
2. Add Notes: Include any special terms or conditions
3. Set Due Date: Specify payment due date
4. Save Draft: Keep the invoice editable while you review it - Open WhatsApp: Opens a prepared WhatsApp message for you to send
- Shared link: Lets the customer open and download the invoice
- Download PDF: Saves a local copy; customer delivery is not confirmed
The invoice page displays whether dispatch has not started, was confirmed by email or shared-link download, or remains unconfirmed.
Invoice Features
Automatic GST Calculation
The system automatically calculates:
- CGST + SGST: For intra-state transactions
- IGST: For inter-state transactions
- Total Tax Amount: Sum of all applicable taxes
- Final Amount: Including all taxes and charges
Professional PDF Generation
Your invoices include:
- Company logo and branding
- Complete GST compliance details
- Item-wise tax breakdown
- Bank details for payments
- Terms and conditions
Email Integration
Send issued invoices directly to customers:
1. Issue the reviewed draft
2. Click "Email Invoice"
3. Customize the email message if needed
4. The PDF invoice is automatically attached
5. The customer receives the invoice by email - Dashboard → Recent invoices section
- Invoices → View all invoices
Filter invoices by:
- Status: Draft, Issued, Paid, Overdue, Cancelled
- Customer: Specific customer invoices
- Date Range: Monthly, quarterly, yearly
- Amount Range: Filter by invoice value
Editing Invoices
Draft Invoices: Can be fully edited
1. Click invoice number to open
2. Click "Edit" button
3. Make necessary changes
4. Save the draft, then issue it when it is final - Cannot modify amounts, customer details, or items
- Can be dispatched by email, WhatsApp, shared link, or PDF
- Can update payment status
- Must be cancelled and replaced if legal details are incorrect
Invoice Actions
Available actions for each invoice:
- 📄 View: Open invoice details
- ✏️ Edit: Modify invoice (if draft)
- Issue Invoice: Assign the permanent number and lock the invoice
- 📧 Email: Send to customer
- Download PDF: Save the invoice file locally
- 💰 Mark Paid: Update payment status
- 🗑️ Delete: Remove invoice (draft only)
Advanced Features
Recurring Invoices (Pro Feature)
Set up automatic invoice generation:
1. Create a template invoice
2. Set recurrence pattern:
- Weekly: Every 7 days
- Monthly: Same date each month
- Quarterly: Every 3 months
- Yearly: Annual billing
3. Configure auto-email settings
4. Set end date or number of occurrences - Layout Options: Professional, modern, classic
- Field Configuration: Show/hide specific fields
- Terms & Conditions: Standard payment terms
Bulk Actions (Pro Feature)
Manage multiple invoices:
- Bulk Email: Send multiple invoices at once
- Batch Download: Download multiple PDFs
- Status Updates: Mark multiple as paid
- Export Data: CSV/Excel export for accounting
GST Compliance
Required Information
For GST compliance, ensure invoices include:
- Invoice Number: Sequential numbering
- Invoice Date: Date of issue
- GST Registration Numbers: Yours and customer's
- HSN/SAC Codes: For all items
- Tax Breakdown: CGST, SGST, IGST amounts
- Total Tax Amount: Sum of all taxes
Tax Calculations
Understanding how taxes are calculated:
Intra-State Transaction (same state):
A draft has no permanent invoice number and has not been sent to the customer.
Step 5: Issue the Invoice
Open the reviewed draft and click Issue Invoice. The system assigns the next permanent invoice number and locks the invoice's legal details.
> Issuing does not send or deliver the invoice. It only finalizes the invoice and assigns its number.
Step 6: Dispatch the Invoice
After issuing, choose the delivery method that suits you:
- Email Invoice: Sends the invoice PDF through the configured email service
Managing Existing Invoices
Viewing Invoices
Access your invoice list from:
Issued Invoices: Legal details are locked
Invoice Templates
Customize your invoice appearance:
- Company Branding: Logo, colors, fonts
Item Amount: ₹1,000
CGST (9%): ₹90
SGST (9%): ₹90
Total: ₹1,180
Inter-State Transaction (different states):
Item Amount: ₹1,000
IGST (18%): ₹180
Total: ₹1,180
Compliance Reports
Generate GST reports:
Troubleshooting
Common Issues
Invoice Not Generating PDF:
Email Not Sending:
Incorrect Tax Calculation:
Getting Help
Need assistance with invoices?
- 📚 Read GST Compliance Guide
Best Practices
Invoice Numbering
- Use consistent numbering format (e.g., INV-2025-001)
Customer Communication
- Send invoices immediately after service delivery
Record Keeping
- Keep backup copies of all invoices
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Need more help? Check our Troubleshooting Guide or contact our support team.