Sales Invoices

Beginner · 12 min · Sales

Raise GST invoices for your customers, take payment against them, print or WhatsApp them, and keep track of what each customer still owes.

Open this screen in Stockivio →

Sales Invoices
New InvoiceRefreshAdd selectedClear ticks
ActiveCancelledIntra-StateInter-State
Invoice NoDateCustomerAmountPaidBalance
Screen layout sketch — the screenshot will appear here once it is added.

Why and when you use it

Every sale you make on credit or for cash should end up as a sales invoice. The invoice reduces your stock, records the GST you owe, and adds the unpaid part to the customer's balance so you know whom to chase. Owners and accountants use this screen daily; salesmen use it when they bill from the office.

Before you start

  • Finish the tax step in Business Setup so your GSTIN and state are saved
  • Add the customer first in Customers, with GSTIN and state if they are registered
  • Add your products with GST rate and HSN in Inventory
  • Add your bank account if customers pay by UPI, card or bank transfer

Step by step

  1. Open the invoice formOpen 🧾 Sales Invoices and press + New Invoice. The New Sales Invoice form opens with the next Invoice No and today's Date filled in; change the Date only if you are billing for an earlier day.
  2. Pick the customerChoose the Customer from the list. If the customer is missing, add them in Customers first so their GSTIN, state and balance are tracked correctly.
  3. Check the Supply TypeSupply Type decides how GST is split. If the customer is in the same state as you, choose intra-state so the tax is shown as CGST + SGST. If the customer is in another state, choose inter-state so the full tax is shown as IGST.
  4. Add productsIn Add Products, tick the items you are selling and press Add selected (Clear ticks removes your ticks if you picked wrong). For each line enter the Qty, check the UOM (unit) and the Rate (₹). The In stock column shows what you have before you sell.
  5. Set payment mode and amount paidChoose the Payment Mode. For UPI, card or bank transfer also choose the Bank account the money went into. Enter Amount Paid (₹): the full amount for a cash sale, part of it for a part payment, or 0 if the whole bill is on credit.
  6. Add a due date and notesSet the Due date for credit sales so overdue bills show up in Receivables. Use Notes for anything you want printed, such as the transport name or a delivery instruction.
  7. Save the invoicePress Save Invoice. If Stockivio warns you about something (for example, stock running short), read the message; Override and save is there for the times you are sure, otherwise go back and fix the line.
  8. Print or send on WhatsAppFrom the invoice, press Print for a paper copy, or Send on WhatsApp. The Send Invoice on WhatsApp box asks for the Customer WhatsApp Number; check it and send.
  9. Use the row iconsEach invoice row in the list has icons: View, Print, History (every change made to it), Edit, Reverse, IRN (e-Invoice and e-Way Bill, when connected), Ship/track and Make recurring. Use the Active, Cancelled, Intra-State and Inter-State filters to narrow the list.
  10. Edit or reverse correctlyEdit only changes the Due date and Notes, and asks for a Reason for the change; amounts, items, stock and GST are never silently changed. If the amounts are wrong, use Reverse, enter the Reversal reason, and raise a fresh invoice.

Worked example

Sharma Traders in Jaipur sells 20 cartons of detergent powder to Gupta Kirana Store, also in Jaipur, on 12 Nov 2026 at ₹1,200 per carton. The product is saved with 18% GST. Gupta Kirana pays ₹10,000 by UPI and will pay the rest in 15 days.

  1. Open 🧾 Sales Invoices and press + New Invoice; Invoice No and Date 12 Nov 2026 are filled in.
  2. Customer: Gupta Kirana Store. Supply Type: intra-state (both are in Rajasthan), so GST shows as CGST + SGST.
  3. In Add Products tick Detergent Powder 1 kg (carton) and press Add selected; Qty 20, UOM carton, Rate (₹) 1,200.
  4. The taxable value is ₹24,000; CGST 9% ₹2,160 and SGST 9% ₹2,160; total ₹28,320.
  5. Payment Mode: UPI, Bank account: the current account, Amount Paid (₹) 10,000.
  6. Due date: 27 Nov 2026. Notes: Delivered by Ravi, Malviya Nagar route. Press Save Invoice.
  7. Press Send on WhatsApp, confirm the Customer WhatsApp Number and send.

Result: The invoice appears in the list with Amount ₹28,320, Paid ₹10,000 and Balance ₹18,320. Stock of the detergent drops by 20 cartons, ₹4,320 of output GST is recorded for GSTR-1 and GSTR-3B, and Gupta Kirana Store's outstanding goes up by ₹18,320 in Receivables.

💡 Tips

  • Look at the Supply Type before saving: a wrong choice puts the tax under the wrong heads (CGST + SGST versus IGST) and is a common GSTR-1 error.
  • Always fill the Due date on credit bills; Receivables and payment reminders use it to show what is overdue.
  • Use the History icon when a customer disputes a bill; it shows every change and the reason given.
  • If you bill the same customer the same amount every month, use the Make recurring icon instead of typing it again.
  • Use the Inter-State filter at month end to check all IGST invoices before your CA files GSTR-1.

⚠️ Common mistakes

  • Trying to change the quantity or rate with Edit. Edit only changes the Due date and Notes. Reverse the invoice with a clear reason and raise a new one.
  • Leaving Amount Paid at 0 when the customer paid cash at the counter. The bill then shows as fully unpaid; record the receipt in Payments to correct it.
  • Choosing UPI or bank transfer without picking the Bank account, so the money lands in the wrong place in your books.
  • Pressing Override and save out of habit. Read the warning first; it is there to stop errors such as selling stock you do not have.

Questions

Can I delete an invoice?

No. Use Reverse and enter the Reversal reason. The reversed invoice moves to the Cancelled filter, so your numbering and audit trail stay complete.

How do I generate an e-invoice (IRN) or e-way bill?

When your GSP connection is set up, use the IRN icon on the invoice row. An IRN can generally be cancelled only within 24 hours, so check the invoice before generating. Ask your CA whether e-invoicing applies to your turnover.

The customer paid later. Where do I record it?

Record it in Payments with Record Payment. The Paid and Balance columns of the invoice update once the payment is matched.

🎬 Video walkthrough (script — recording coming soon)
  1. Scene 1: The Sales Invoices list with Active, Cancelled, Intra-State and Inter-State filters; press + New Invoice.
  2. Scene 2: Pick Gupta Kirana Store, show Supply Type set to intra-state and explain CGST + SGST versus IGST.
  3. Scene 3: Tick the detergent in Add Products, press Add selected, type Qty 20 and Rate 1,200, point at In stock.
  4. Scene 4: Choose UPI, pick the Bank account, enter Amount Paid 10,000, set the Due date and Save Invoice.
  5. Scene 5: Send the invoice on WhatsApp and press Print.
  6. Scene 6: Hover over each row icon: View, Print, History, Edit, Reverse, IRN, Ship/track, Make recurring.
  7. Scene 7: Edit changes only Due date and Notes with a reason; Reverse asks for a Reversal reason.

Related lessons

CustomersPaymentsReceivablesCredit NotesRecurringGST Reports
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