> ## Documentation Index > Fetch the complete documentation index at: https://docs.watx.in/llms.txt > Use this file to discover all available pages before exploring further. # Sales documents > Issue invoices, GST bills, quotations, receipts and delivery challans to your own customers — no payment gateway and no store required. **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. Not to be confused with **Settings → Plan & billing**, which is what you pay Watx. **Nothing here needs Razorpay, a store or any other integration.** The first use case is a shop owner handing a bill to a walk-in who paid cash, and a clinic billing a consultation. The only thing required is your company details. ## 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: | Status | Meaning | | ------------------------- | ----------------------------------------------------------------- | | **Off** | Nothing new will be issued | | **Needs company details** | On, but no legal name — every document would fail. Fix this first | | **On** / **On · GST** | Ready | The **Overview** tab 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. Switching it on or off and editing the company details are **owner and admin** work. ## Company details **Settings** tab. These print at the top of every document, and a copy is **frozen onto each document as it is issued** — changing them later never rewrites what you have already sent. | Group | Fields | | ----------------------- | ----------------------------------------------------------------------------------------------------- | | **Your business** | Legal name (required), address, address line 2, city, postal code, email, phone | | **GST** | GSTIN, and when it is set: default HSN/SAC code and default GST rate | | **Invoice numbers** | Prefix, digits, include the financial year, round the total to whole rupees | | **Sending on WhatsApp** | The template that carries the PDF — see [Creating and sending](/integrations/sales-documents-sending) | | **Payment details** | Account name, account number, IFSC, UPI ID | | **Wording** | Terms, notes, footer | Bank details print **only while something is still owed**. An account number on a settled receipt invites a second payment. ## 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 INVOICE**s 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. * **A missing place of supply is refused**, not guessed. Guessing would charge a local customer the wrong tax and file it against the wrong state, invisibly. * **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. * The GSTIN checksum is checked and **warns**; it never blocks you from saving. ## The document types The type decides the title, the wording, which columns appear, and **which number series it draws from**. | Type | Prints as | Default prefix | Tax document | Shows a balance | | -------------------- | ---------------- | -------------- | ------------ | --------------- | | Tax invoice | TAX INVOICE | `INV` | Yes | Yes | | Invoice / Bill | INVOICE | `INV` | Yes | Yes | | Payment receipt | PAYMENT RECEIPT | `RCT` | No | No | | Quotation / Estimate | QUOTATION | `QT` | No | No | | Proforma invoice | PROFORMA INVOICE | `PI` | No | Yes | | Delivery challan | DELIVERY CHALLAN | `DC` | No | No | | Credit note | CREDIT NOTE | `CN` | Yes | No | 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. A document typed as a tax invoice prints as a plain **INVOICE** when the workspace has no GSTIN. Calling it a tax invoice while you are not registered would be a false statement on a financial document. Nothing is ever promoted the other way. ## 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. ## Statuses, and correcting a mistake | Status | Meaning | | ------------- | -------------------------------------- | | **Draft** | Being built. No number yet, not public | | **Issued** | Numbered and final. Money owed | | **Part paid** | Some of the amount received | | **Paid** | Settled | | **Cancelled** | Withdrawn | **An issued document cannot be edited.** What may still change is its status, the payment recorded against it, and whether it has been sent. A mistake is corrected the way GST requires — cancel it and issue a fresh one — never by editing. This is what makes the PDF safe to render on demand: re-opening an old document always reproduces exactly what the customer was given. ## Where documents come from * **By hand** — the **Documents** tab. See [Creating and sending](/integrations/sales-documents-sending). * **Automations** — the `send_invoice` [step](/automations/steps), 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](/integrations/store-console). ## Next The four-step dialog, the customer picker, the preview, and how the PDF reaches WhatsApp. Layouts, accent colour, density, paper size and the optional blocks.