Sales documents

Sales documents is the invoicing integration. It issues a document your business gives its own customer: an invoice, a GST bill, a quotation, a proforma invoice, a payment receipt, a delivery challan or a credit note — and sends the PDF on WhatsApp.

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Switching it on

The card on the Integrations page opens the console at Integrations → Sales documents, with four tabs — Overview, Documents, Design and Settings — and a switch in the header. The switch is off for a new workspace. Turning it on lets documents be raised here, by an automation and from a store order. Turning it off stops new ones being created; it does not strand anything already issued — the list, marking paid, sending and the public link all keep working. The status beside the console title mirrors what the service checks, in order: The Overview tab opens with three figures — Outstanding, Overdue and Collected this month — each counted from your documents, never forecast. Below them, Ready to issue? is the same checklist in full: is it on, is there a legal name and address, GST mode or plain bills, what the next number looks like and how many the format allows, and whether a WhatsApp template is chosen. Green all the way down means the next document will be issued and delivered. Switching it on or off and editing the Settings tab are owner and admin work.

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Company details

Settings tab. These print on every document, and a copy is frozen onto each document as it is issued — changing them later never rewrites what you have already sent. The defaults are where the New document dialog and the send_invoice automation step start from. Both can be changed per document.

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Signature

With an image or a signatory name saved, every document prints a block at the bottom right: “For your business name”, the image, the name, and Authorised signatory. A transparent PNG on white looks best. To sign printed copies by hand instead, switch the Signature block off on the Design tab.

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Custom fields

Add fields such as Salesperson, Delivery date or Vehicle no. Each new document asks for them on its first step, and prints the ones you filled in under the date. Blank ones are left off. Each document keeps the label it was issued with. Renaming or deleting a field here changes what new documents ask for, never what was already sent.

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UPI QR code

With a UPI ID saved, a document that is still owed in rupees prints a scannable UPI code beside your bank details, filled in with the balance due and the document number. It disappears once the document is settled, and you can switch it off on the Design tab. Bank details print only while something is still owed. An account number on a settled receipt invites a second payment.

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GST is a mode, not a requirement

Leave the GSTIN blank if you are not registered — below the threshold, not Indian, or simply not filing. Your documents are then plain bills titled INVOICE, with no HSN column, no tax columns and no rate summary. That is the common case and it is meant to look finished, not stripped. Set a GSTIN and the same documents become TAX INVOICEs with tax columns, and your state is filled in for you. With GST on:

• Rates are per line, not per document — one bill legitimately carries 18% on one row and 12% on another.
• Which tax depends on where. Your state and the place of supply the same → CGST and SGST, half each. Different → IGST at the whole rate.
• The place of supply is the one you pick on the document, else the customer’s state, else yours. A walk-in with no address is therefore taxed as a sale in your own state.
• Default HSN/SAC code matters for automatic documents: Shopify sends no HSN code, so an invoice raised from an order uses this. Without it, those documents have an empty HSN column.
• Prices include GST works the rate back out of the price you typed, MRP-style, so the total equals the price on the shelf. Off, GST is added on top of each rate. Set the default in Defaults for a new document; each document can change it.
• The GSTIN checksum is checked and warns; it never blocks you from saving.

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How the totals add up

A document is more than its item lines:

• Line discounts are absolute amounts on one line.
• A discount on the whole bill, as an amount or a percentage, is taken before tax and shared across the item lines in proportion to their value. GST per line and per rate still adds up exactly.
• Charges — shipping, delivery, packing, installation and the like — are their own rows, up to ten per document. Each carries its own GST rate. A whole-bill discount never touches a charge.
• Round off brings the total to whole rupees when that setting is on, printed as its own line.

The totals block on the PDF adds a row only when there is something to show: Subtotal, the discount (with its percentage), each charge (with its GST rate when tax is added on top), then on a GST document the Taxable value and the tax, and the Total. A document with no bill discount and no charges prints its totals exactly as before.

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The document types

The type decides the title, the wording, which columns appear, and which number series it draws from. Each type carries its own wording: “Quotation no.” rather than “Invoice no.”, “Valid until” rather than “Due”, or no second date at all. Every non-tax type prints a line saying it is not a tax invoice — a quotation that looks like one is how a quotation gets filed as one. A delivery challan drops the tax columns entirely: it accompanies goods, not money. A receipt, quotation, challan and credit note drop the balance, the PAID stamp and the bank details.

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Numbering

A document number is a legal artefact: consecutive, unique within the financial year, and at most 16 characters. INV/2026-27/0042 is exactly 16, with nothing to spare. You control three things on the Settings tab:

• Prefix — 1 to 8 letters or digits.
• Digits — 0042 is four digits.
• Include the financial year — INV/2026-27/0042. Required for GST; the numbering restarts each April.

The tab shows an example of your next number and how many documents the format allows — “Room for 9,999 invoices a year”. A prefix that overflows 16 characters is reported when you save the format, not three months later when a number cannot be issued. The financial year runs 1 April to 31 March and is evaluated in the invoice’s own time zone, so a bill raised at 6am on 1 April lands in the new year’s series. Each type keeps its own series. Quote ten jobs and win two, and your tax invoice series still has no holes. The prefix you set applies to the invoice series; receipts, quotations, proformas, challans and credit notes use their own (RCT, QT, PI, DC, CN). Numbers are only consumed at the moment a document is issued — an abandoned draft burns none, and a failed creation returns the number it took.

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Statuses, and correcting a mistake

A cancelled document keeps its number and stays on the record as cancelled, because the series must stay consecutive, and the customer’s copy says so. Cancelling cannot be undone.

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Where documents come from

• By hand — the Documents tab. See Creating and sending.
• Automations — the send_invoice step, from an order in context or from one line of tokens.
• Store orders — the Send an invoice recipe on a connected store’s Messaging tab.

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Documents from store orders

An invoice raised from a Shopify or WooCommerce order is built to equal the order:

• the order’s items become the item lines,
• the order’s discount becomes the discount on the whole bill,
• shipping becomes a Shipping charge (with the shipping method’s name when the store sends one), and is left off when it is zero,
• Prices include GST follows what the store says about its own prices.

On Shopify, an order that is already paid issues a paid invoice — by Cash for a cash-on-delivery order, Online otherwise — so you are not asked to mark every online order by hand. If the order is paid later (a bank transfer clears, a cash-on-delivery parcel is collected), Shopify’s update settles the open invoice raised for it, and a repeated update changes nothing. WooCommerce reports an order’s status rather than whether it is paid, so invoices raised from WooCommerce orders are issued unpaid; record the payment on the Documents tab.

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Click-to-WhatsApp ads

When a document is fully paid for a contact who reached you through a click-to-WhatsApp ad, the sale is recorded as a conversion for that ad, for reporting to Meta. An invoice raised from a store order is not counted again, because the order itself already was. See Click-to-WhatsApp ads.

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