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

For each item in your invoice:

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 Finalize

  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: Save as draft for later, or 5. Generate Invoice: Create the final invoice

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 invoices directly to customers:

  1. Click "Send Email" after creating invoice

2. Customize email message if needed 3. PDF invoice automatically attached 4. Customer receives professional email with invoice

Managing Existing Invoices

Viewing Invoices

Access your invoice list from:

• Dashboard → Recent invoices section
• Invoices → View all invoices

  Filter invoices by:

• Status: Draft, Sent, Paid, Overdue
• 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 or generate final invoice

Sent Invoices: Limited editing available

• Cannot modify amounts or items
• Can update status (mark as paid)
• Can add internal notes

  Invoice Actions

  Available actions for each invoice:

  - 📄 View: Open invoice details

• ✏️ Edit: Modify invoice (if draft)
• 📧 Email: Send to customer
• 📱 Download PDF: Save invoice file
• 💰 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

Invoice Templates

Customize your invoice appearance:

- Company Branding: Logo, colors, fonts

• 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):

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:

• Monthly GST Summary: Tax collected breakdown
• Customer-wise Reports: GST by customer
• Item-wise Analysis: Tax rates by product/service
• Annual Returns: Year-end GST summary

  Troubleshooting

  Common Issues

  Invoice Not Generating PDF:

• Check if all required fields are filled
• Verify customer details are complete
• Ensure HSN/SAC codes are valid

  Email Not Sending:

• Verify email settings in Company Settings
• Check customer email address is valid
• Confirm SMTP configuration is correct

  Incorrect Tax Calculation:

• Verify customer's state vs your state
• Check HSN/SAC code tax rate mapping
• Ensure tax rates are configured correctly

  Getting Help

  Need assistance with invoices?

  - 📚 Read GST Compliance Guide

• ❓ Check Invoice FAQ
• 📧 Contact Support: support@yourdomain.com
• 🎥 Watch invoice creation video tutorial

  Best Practices

  Invoice Numbering

  - Use consistent numbering format (e.g., INV-2025-001)

• Set up auto-increment for new invoices
• Include year/month for easy tracking
• Never duplicate invoice numbers

  Customer Communication

  - Send invoices immediately after service delivery

• Include clear payment terms and due dates
• Follow up on overdue invoices promptly
• Maintain professional email templates

  Record Keeping

  - Keep backup copies of all invoices

• Maintain customer payment records
• Regular reconciliation with bank statements
• Archive old invoices systematically

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  Need more help? Check our Troubleshooting Guide or contact our support team.