🧭 Your first day: from setup to your first paid invoice

Beginner · 15 min · Getting started

A complete first-day run: set up the business, add a product and a supplier, record a purchase, add a customer, raise a sales invoice, receive payment and see it all on the Dashboard.

Why and when you use it

Each screen makes more sense once you see how they connect. This workflow walks one product through the whole cycle, so you see stock go up on purchase, down on sale, and money owed turn into money received. Do it once with real data and you will understand how Stockivio updates stock, GST and accounts by itself.

Before you start

  • Have your GSTIN and company details ready
  • Have one real supplier bill and one real customer to use

Step by step

  1. Business SetupOpen Business Setup and complete the 11 steps, especially company details and the tax step. Press Finish Setup — Go to Dashboard.
  2. Add a product in InventoryOpen Inventory, click + Add Product and fill Product Name, SKU / Barcode, Unit, GST Rate %, HSN Code, Purchase Price (₹), Sale Price (₹) and Low Stock Alert At. Leave Opening Stock Qty at 0 if you will buy it today. Click Save Product.
  3. Add the supplierOpen Suppliers, click Add Supplier, enter the name, phone, GSTIN and city, and click Save Supplier.
  4. Record the purchaseOpen Purchases, click New Purchase Bill, choose the Supplier, enter Supplier Bill Number, Supplier Bill Date and Supplier Bill Amount (₹), add the product under Add Products with quantity and rate, and click Save Purchase Bill. Stock goes up.
  5. Add the customerOpen Customers, click Add Customer and fill Name, Phone, GSTIN, Address, City, State and Pincode. Save the customer.
  6. Raise the sales invoiceOpen Sales Invoices, click New Invoice, pick the Customer, check Supply Type, add the product under Add Products, set the Due date and click Save Invoice. Stock goes down and the customer now owes you.
  7. Receive paymentOpen Payments, click Record Payment, choose Receipt (from Customer), pick the party and amount, use Fill oldest bills first to settle the invoice, and click Save Payment.
  8. See it on the DashboardOpen the home Dashboard. Today's Sales, Today's Purchases, Cash Position and Outstanding Receivables now reflect what you did.

Worked example

Sharma Traders (Jaipur, GSTIN 08ABCDE1234F1Z5) buys 200 pouches of Refined Sunflower Oil 1 L from Hindustan Foods Pvt Ltd (Delhi) at ₹120 each, and sells 50 to Gupta Kirana Store in Jaipur at ₹140 each on 12 Nov 2026. Edible oil is taken at 5% GST here; confirm your rates with your CA.

  1. Inventory: + Add Product, Product Name Refined Sunflower Oil 1 L, SKU SFO-1L, Unit PCS, GST Rate % 5, Purchase Price ₹120, Sale Price ₹140, Low Stock Alert At 40, Save Product.
  2. Suppliers: Add Supplier, Hindustan Foods Pvt Ltd, Delhi, their 07... GSTIN, Save Supplier.
  3. Purchases: New Purchase Bill, Supplier Hindustan Foods, Supplier Bill Number HF/2611, 200 × ₹120. Taxable ₹24,000 plus IGST 5% ₹1,200 (Delhi to Rajasthan is inter-state) = ₹25,200. Save Purchase Bill.
  4. Customers: Add Customer, Gupta Kirana Store, Jaipur, Rajasthan, with their GSTIN. Save.
  5. Sales Invoices: New Invoice, Customer Gupta Kirana Store, 50 × ₹140. Taxable ₹7,000, CGST 2.5% ₹175 + SGST 2.5% ₹175 (same state) = ₹7,350. Due date 19 Nov 2026. Save Invoice.
  6. Payments: Record Payment, Receipt (from Customer), Gupta Kirana Store, ₹7,350, Mode UPI, Fill oldest bills first, Save Payment.
  7. Dashboard: Today's Sales shows ₹7,350 and Today's Purchases ₹25,200.

Result: Stock of the oil is 150 (200 in, 50 out). The invoice shows Balance ₹0. You owe Hindustan Foods ₹25,200 in Outstanding Payables. The GST reports now have one inter-state purchase with IGST and one intra-state sale with CGST + SGST.

💡 Tips

  • Use one real product and real parties; test data you later delete makes the books messy.
  • Always add the supplier and customer before their bill or invoice.
  • Check the Supply Type on each document: same state gives CGST + SGST, other state gives IGST.
  • Do not use Stock Adjustment after a purchase or sale; they already moved the stock.

⚠️ Common mistakes

  • Entering opening stock for the product and then also recording the purchase bill, which counts the stock twice.
  • Recording the customer payment as a new invoice or an expense instead of a Receipt in Payments.
  • Typing the supplier's GSTIN with the wrong state code, which flips IGST and CGST + SGST.

Questions

Can I edit the invoice after saving?

Only the due date and notes can be edited afterwards. For anything else, reverse the invoice or issue a credit note, so the change is visible.

What if the customer pays only part?

Record the amount actually received. The invoice keeps the remaining Balance and stays in Receivables.

🎬 Video walkthrough (script — recording coming soon)
  1. Scene 1: Finish Business Setup and land on the Dashboard.
  2. Scene 2: Add Refined Sunflower Oil 1 L in Inventory.
  3. Scene 3: Add Hindustan Foods as a supplier and save a purchase bill for 200 pouches; show stock 200.
  4. Scene 4: Add Gupta Kirana Store as a customer.
  5. Scene 5: Raise an invoice for 50 pouches; point to CGST + SGST and stock 150.
  6. Scene 6: Record a receipt of ₹7,350 with Fill oldest bills first.
  7. Scene 7: Show the Dashboard tiles updated.

Related lessons

Business SetupInventorySuppliersPurchasesCustomersSales InvoicesPaymentsDashboard
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