Recording Payments

GST Bill helps you track which invoices have been paid and which are still outstanding. Marking payments correctly keeps your books clean and gives you an accurate picture of your receivables.

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Invoice Payment Statuses

Every invoice has one of the following statuses:

| Status | Meaning | |---|---| | Draft | Editable invoice that has not received a permanent number | | Issued | Finalized and numbered invoice; dispatch is tracked separately | | Paid | Full payment received | | Overdue | Issued invoice whose payment is past due | | Cancelled | Invoice voided — cannot be paid |

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Marking an Invoice as Paid

1. Go to Invoices and open the invoice 2. Click the Mark as Paid button (or use the Actions dropdown) 3. Confirm the action

The invoice status will update to Paid and the change is recorded with a timestamp.

> Once marked as paid, an invoice cannot be edited. If you need to make changes, create a new revised invoice.

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Tracking Outstanding Invoices

The Invoices list shows all invoices with their current status. To see only unpaid invoices:

1. Go to Invoices 2. Use the Status filter to select Issued or Overdue

This gives you a clear view of all outstanding receivables.

> An issued invoice may not yet have been delivered. Check its dispatch indicator to distinguish confirmed email/shared-link delivery from an unconfirmed WhatsApp or local PDF action.

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Invoice List Overview

The invoice list shows:

• Invoice number and date
• Customer name
• Invoice total (including GST)
• Current status
• Actions (view, edit, send, download PDF)

  You can sort and filter by date range, customer, or status to find exactly what you need.

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  Bank Details on Invoices

  To make it easy for customers to pay, ensure your bank account details are filled in under Company Settings. These appear at the bottom of every invoice PDF, allowing customers to make direct bank transfers (NEFT/IMPS/RTGS).

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  Frequently Asked Questions

  Q: Can I record partial payments?

Q: Can I undo a "Paid" marking? Contact support if you need to reverse a payment status that was marked incorrectly.

Q: How do I know which invoices are overdue? Filter the invoice list by Issued or Overdue status and compare the due date. Dispatch activity is tracked separately because issuing an invoice does not itself deliver it to the customer.

Q: Does the system send payment reminders? Automated payment reminders are not yet available. You can manually re-send an invoice email to remind a customer.

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📧 Need help? Contact support: admin@gst-bill.com