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Documents are created on the Documents tab of Integrations → Sales documents, from an automation step, or from a connected store’s Send an invoice recipe. All three produce the same document; only this page’s dialog is by hand.

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New document — the four steps

New document on the Documents tab opens a fixed-size, four-step dialog. The rail across the top carries a one-line summary of each step you have passed — “Tax invoice · Asha Rao · PO-118”, “3 items + 1 charge · ₹4,150” — so the whole document can be checked without stepping back.
1

Document & customer

Pick the customer first. The picker is built for a bill counter: type the phone number and the list narrows as you go, an exact match is listed first and Enter takes it, and if nobody matches it offers Add … as a new customer — a name (optional) and the number you already typed. Contacts without a phone number are not offered, because both this flow and payment requests send on WhatsApp.The last row is Walk-in customer: no contact at all. The document can be downloaded and printed, but not sent on WhatsApp. Without a name it prints as “Cash sale”.Then choose the document type — it decides the title, the columns and the number series. Details on the document opens the block that prints on the page: the name and phone for a walk-in, the customer’s GSTIN for a B2B invoice, the address as it will print (pre-filled from the contact), and in GST mode the place of supply, which decides CGST/SGST against IGST.Last on this step: Reference (a PO or job number the customer quotes back, printed beside the document number) and any custom fields your workspace defined. All of them are optional.
2

Items

One row per line: description, HSN/SAC, quantity, unit, rate, an absolute discount, and the GST rate for that line. Press Enter in the last Rate box to add the next line.Under the lines:
  • Discount on the whole bill — an amount or a percentage, taken before tax and shared across the items. Charges are not discounted.
  • Prices include GST (GST mode only) — on, the tax inside each rate is worked back out; off, GST is added on top. It starts from your workspace default.
  • Charges — one click adds Shipping, Delivery, Packing or Installation, and Other charge… takes any label. Each has an amount and, in GST mode, its own rate. Up to ten.
The Estimated total beside the rows shows the subtotal, discount, charges, taxable value, CGST and SGST or IGST, round off and total. It is an estimate — the preview on the last step is exact.
3

Payment

Paid in full (the counter sale), Part paid (with the amount received) or Not paid yet. Anything not paid in full asks when it is due — on receipt, in 7, 15 or 30 days, your workspace default, or a date you pick. Paid and part-paid ask how the money was received: Cash, UPI, Bank transfer, Card, Cheque, Online or Other.A payment receipt asks only how the money came in — it is settled by definition. A quotation, delivery challan or credit note carries no balance, so this step asks nothing.Notes and Terms print under the totals; blank uses your workspace defaults.
4

Preview & send

The panel is the real PDF of this draft, rendered by the same code that renders the finished document. It prints DRAFT where the number goes, because the number is only assigned when the document is created — showing a guess would show a number another sale may take first. Refresh re-renders it and Open shows it in a new tab.Beside it: a summary and Send on WhatsApp now, which needs a contact. The create button is named for the type — Create tax invoice, Create payment receipt — and waits while the preview is rendering.
Once created, the document is numbered and cannot be edited — only paid, cancelled or sent. Go back a step to change anything.

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Sending it on WhatsApp

Once a workspace has nominated an invoice template, every WhatsApp send uses it — inside the 24-hour window as well as outside. You chose approved copy with the PDF in its header, and a customer who wrote in an hour ago should get the same message as one who never has. A customer created at the counter seconds before their first bill has no WhatsApp thread yet. Watx opens one, and because a fresh thread is outside the window the document rides the approved template — which is the only way Meta lets a business write first.

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Choosing the template

Settings → Invoice template, in the console. Only templates with a document header are listed: that header is what carries the PDF, and a template without one would deliver a sentence about an invoice with no invoice attached. The PDF is sent with its file name, so the customer’s chat shows the document’s number rather than “Untitled”. See Message templates for how to create one, and the library for ready-made payment and receipt starters.

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The thirteen values a template can carry

Map each placeholder to one of these. Every value is read off the document itself — none needs a store, a gateway or any integration. Dates print as DD/MM/YYYY in the document’s own time zone, and amounts group in lakhs (₹1,10,465.60) — on the PDF too.
The mapping is reset when you change the template. Saying {{2}} is the amount means nothing on a template whose {{2}} is the date.
Every issued document has its own page at https://api.watx.in/i/<token>, with the PDF at https://api.watx.in/i/<token>.pdf. The customer needs no login, the page is not indexed by search engines, and a draft is not public. That address is what Meta fetches when it sends the PDF, and what the Link to the online copy value points at.

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After it is issued

The Documents tab lists every document, newest first, filtered by All, Unpaid, Paid and Cancelled. Each row shows the number, the customer, the amount (with what is still due on a part-paid one), the status (with how it was paid, or when it is due and whether it is overdue) and how it went out — template, PDF, or not sent. Documents raised by an automation or from a store order say so under the delivery column. A failed send never undoes the document: it exists the moment it is created, and the failure is recorded against it. Each row carries a menu:

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The detail panel

Open shows the whole document without opening the PDF: the customer, the dates, the reference and custom fields, how it was delivered, every line and charge, the totals and the notes and terms. Its buttons are Record payment, Send on WhatsApp, PDF, Copy link (the public page) and Cancel.

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Recording a payment

Record payment asks Received via — Cash, UPI, Bank transfer, Card, Cheque, Online or Other — and an amount. Leave the amount blank to settle the whole balance; enter less to record a part payment, and the document moves to Part paid with the rest still due.

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Raising one automatically

The send_invoice automation step takes its lines two ways:
  • One line, built from tokens — the default, and what a business with no store needs.
  • From the order in context, when the automation was started by a store order. The invoice then equals the order — its discount, its shipping as a charge, and on Shopify issued paid when the order is paid. See Documents from store orders.
An amount that resolves to nothing is treated as an error rather than sent as a zero-value document. The step publishes the invoice id, number, page URL, PDF URL, total, currency, status and whether it was sent, so a later step can use them. For a connected store, the Send an invoice recipe on the store console does the same in one click. Shopify sends no HSN code, so set a default HSN/SAC code in Settings before you rely on it.