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Invoice

What is Invoicing?​

Invoicing is the process of creating and issuing tax invoices to customers for goods sold or services rendered. An invoice is a legal document that establishes the obligation for the customer to pay, records revenue, and documents GST liability for compliance purposes.

Who Uses This?​

Sales Team

Create invoices from sales orders and track billing progress

Accounts Team

Manage accounts receivable, payment tracking, and reconciliation

Dispatch Team

Link delivery challans with invoices for billing after delivery

Finance Head

Monitor revenue recognition, cash flow, and GST compliance

Key Features​

Invoice Creation & Management​

  • Sales Order Integration: Auto-populate invoice from confirmed orders
  • Multi-Item Invoicing: Bill multiple items with individual tax rates
  • Flexible Pricing: Apply item-level or invoice-level discounts
  • GST Automation: Automatic tax calculation based on customer location
  • Digital Signatures: Attach authorized signatures to invoices

Payment & Tracking​

  • Payment Terms: Configure Net 30, Net 60, advance payment terms
  • Partial Billing: Invoice against partial delivery from sales orders
  • Dispatch Integration: Link delivery challans with invoices
  • Payment Tracking: Monitor received payments against invoices
  • Document Management: Attach purchase orders, e-way bills, proofs

How It Works​

Typical Workflow

  1. Receive Order: Customer places sales order for products or services
  2. Fulfill Order: Dispatch goods with delivery challan (if applicable)
  3. Create Invoice: Generate tax invoice from sales order or standalone
  4. Add Line Items: Select items with quantities, prices, discounts, and taxes
  5. Configure Dispatch: Mark material dispatch status and expected delivery
  6. Attach Documents: Upload customer PO, e-way bill, delivery proof
  7. Sign Invoice: Apply digital signature if configured
  8. Issue to Customer: Download PDF and send to customer
  9. Track Payment: Monitor payment received status and aging

Invoice Statuses​

StatusDescriptionWhat It Means
OpenInvoice issued but payment not receivedActive invoice awaiting customer payment
PaidFull payment received from customerInvoice closed, no further action needed
Partial PaidPartial payment received, balance pendingTrack remaining amount and follow up
OverduePayment due date passed without paymentRequires immediate follow-up and collection

Dispatch Tracking​

Invoices include dispatch status tracking with visual indicators:

Dispatch Status Indicators:

  • Pending: Material not yet dispatched
  • Partial Dispatched: Some quantity sent, balance pending
  • Fully Dispatched: Complete order delivered to customer

Dispatch Details Captured:

  • Dispatch date
  • Quantity dispatched vs invoiced
  • Transport mode (Road, Air, Sea, Rail)
  • Logistics provider name
  • Tracking number and vehicle number
  • Expected delivery date
  • Total items and weight

Getting Started​

TaskGuideTime Required
Create New InvoiceHow to Add Invoice5-7 minutes
View Invoice DetailsHow to View Invoice3 minutes
Edit Draft InvoiceHow to Edit Invoice4 minutes
Record Payment ReceivedPayment Received Guide3 minutes
Issue Credit NoteCredit Note Guide4 minutes

Quick Tips​

Best Practices

  • Always verify customer's GSTIN matches their official records before invoicing to enable valid ITC claims
  • Link invoices to sales orders whenever possible for complete order-to-cash tracking
  • Configure payment terms at customer master level to auto-populate on invoices
  • Use digital signatures for all B2B invoices to meet e-invoicing compliance requirements
  • Attach customer's purchase order reference in documents for future verification
  • Mark dispatch status accurately to track delivery obligations and pending shipments

Need help? Contact support at support@bizconnekt.com