Set up invoicing

Choose your tax system, add your business details, pick the documents you use and connect your customers — four steps to your first invoice.

The first time you open Documents or Invoice settings, Invoices & Payments asks four questions. Everything you choose here can be changed later in Invoice settings.

Before you start: you need Manage invoicing on the Roles page (the workspace owner has it). If your workspace was built from an industry template, invoicing is already set up and you can skip to Create and issue.

Steps

  1. Go to Invoices & Payments → Documents. The setup appears in place of the list.
  2. Tax — choose India — GST, VAT or No tax. GST adds the state list, HSN/SAC codes and the standard rates (0, 0.25, 3, 5, 12, 18 and 28%).
  3. Your business — enter your legal name, address, state and GSTIN. The GSTIN is checked as you type, and its first two digits must match the state you pick. Bank details, a UPI id and a signatory are optional — they print on the PDF when they are there.
  4. Documents — tick the documents you use: Invoice, Credit note, Quotation, Delivery challan, Proforma invoice or Purchase bill. Each gets its own number series, for example INV/26-27/0001.
  5. Customers — choose Use records I already have and pick the list your customers live in, or Create a Customers list for me. If you added purchase bills, do the same for suppliers.
  6. Click Finish setup. Your document types, tax rates and PDF layouts are created and the Documents list opens.

Add your logo and more details later

Go to Invoice settings → Business profiles and open your profile.

  • Logo — a PNG or JPEG. It prints at the top of every layout.
  • Footer — one line printed at the foot of every page, for example your registered office.
  • Bank details and UPI id — the UPI id also adds a "Scan to pay by UPI" QR to unpaid documents.
  • Signatory — the name printed above "Authorised signatory".

To bill from more than one GSTIN (branches in different states), click Add another profile. Each document picks its profile in the editor; the one marked Default is preselected.

Tell invoicing which fields hold what

Invoice settings → Customers & items says which field on a customer holds the name, GSTIN, email, phone, address and state. If you keep an item catalogue, pick its record type here too: choosing an item on a line then fills the description, HSN/SAC, rate, tax and unit.

Troubleshooting

"Add your business details to issue documents" You can draft without a business profile, but issuing needs one. Click Add business details.

The GSTIN is refused A GSTIN is 15 characters: two state digits, the PAN, an entity number, Z and a check character. The state digits must match the state on the profile.

My customers are in a list called something else Pick it in step 5, or later in Invoice settings → Customers & items.