Create, send, and track GST invoices in Aczen Bilz

Learn how to create, send, and track GST-compliant invoices in Aczen Bilz, including automatic CGST/SGST/IGST calculation and payment recording.

Aczen Bilz generates fully GST-compliant invoices with automatic tax breakdowns, so you never have to calculate CGST, SGST, or IGST by hand. Once you create an invoice, you can send it by email, download a PDF, or share a payment link directly with your customer.

Create a new invoice

1. Open the Invoices page

   In the left sidebar, click Invoices. Then click Create Invoice in the top-right corner.

2. Select a client

   Use the Client selector to choose an existing client from your contacts. The form will auto-fill the client’s name, email, address, and GSTIN.

   If the client is new, add them first from the Clients section, then return here.

   Optionally, enter a separate Shipping Address if the delivery location differs from the client’s registered address.

3. Fill in invoice details

   Complete the following fields in the Invoice Details card:

   Field	Description
   Invoice Number	Enter manually or click Generate for an auto-formatted number (e.g., INV-2505-042).
   Invoice Date	Defaults to today. Change if backdating.
   Due Date	The date by which payment is expected.
   Default GST Rate	Choose 0%, 5%, 12%, 18%, or 28%. Individual line items can override this.
   Pricing Mode	Exclusive — your rate is before GST (e.g., ₹100 + 18% GST = ₹118). Inclusive — your rate already includes GST (e.g., ₹118 incl. GST).
   Place of Supply	Defaults to the client’s registered state. Override only if needed. This determines whether CGST + SGST or IGST applies.
   Currency	Defaults to INR. Change for foreign currency invoices.

4. Add line items

   In the Invoice Items card, add each product or service you are billing for:

   • Item — Select from your inventory, or type a description.
   • HSN/SAC — Harmonised System Nomenclature code for goods, or Service Accounting Code for services. Required for GST filing.
   • UOM — Unit of measurement, carried over from inventory (e.g., pcs, kg, hrs).
   • Qty — Quantity being billed.
   • Rate — Per-unit price (exclusive or inclusive of GST depending on your pricing mode).
   • GST % — Tax rate for this specific line. Leave at the invoice default or override per item for multi-rate invoices.

   Click Add Item to insert additional rows.

5. Set discounts, advance, and round-off

   In the Additional Details card:

   • Advance — Deduct any advance already received from the final payable amount.
   • Discount (%) — Applies a percentage discount to the taxable value before GST is calculated.
   • Round Off — Enable Auto round to nearest rupee to follow CBIC rounding practice, or enter a manual value.
6. Add notes

   In the Additional Notes card, enter any payment terms, special instructions, or remarks you want printed on the invoice (e.g., “Payment due within 30 days”).

7. Create the invoice

   Click Create Invoice. Aczen Bilz saves the invoice with status Pending and automatically posts a journal entry to your books.

   If your business profile is incomplete, a prompt will ask you to fill in missing details (business name, GSTIN, bank details) before the invoice can be created.

How GST is calculated

Aczen Bilz determines whether to apply CGST + SGST or IGST based on your business state (set in Settings → Business) and the customer’s Place of Supply.

Intra-state sale (CGST + SGST)

When your state and the customer’s Place of Supply are the same, the GST is split equally between CGST and SGST. For example, at 18% GST: CGST 9% + SGST 9%.

Inter-state sale (IGST)

When your state and the customer’s Place of Supply differ, the full GST rate is applied as IGST. For example, at 18% GST: IGST 18%.

The invoice summary shows a rate-wise breakdown of all GST buckets, which is useful for multi-rate invoices where different line items carry different GST percentages.

To get accurate CGST/SGST vs. IGST calculation, make sure your business state is set in Settings → Business and your client’s Place of Supply is recorded in their contact profile.

Send the invoice

From the Invoices list, find the invoice and use the action buttons:

Send by email

Click the Send button. Enter or confirm the recipient’s email address, then send. The customer receives the invoice with your business details.

Download PDF

Click the Download button to open the invoice viewer. Choose a template, then click Download to save a PDF to your device.

Share payment link

Click the Payment Link button (chain icon) on any unpaid invoice. Copy or share the link so your customer can pay online.

Invoice statuses

Status	Meaning
Pending	Invoice has been created but no payment has been received.
Partial	A payment has been recorded but the full amount is still outstanding.
Paid	The invoice has been fully paid.
Overdue	The due date has passed and the invoice is not yet fully paid.

You can filter the invoices list by any of these statuses using the filter buttons at the top of the table.

Record a payment

When a customer pays, record it directly against the invoice so your books stay up to date.

1. Open the Record Payment dialog

   In the Invoices list, click the ₹ (rupee) icon on any unpaid invoice.

2. Enter the payment amount

   The dialog shows the invoice total, any amount already paid, and the current balance due. Enter the amount received. Use the 50% or Full shortcuts to pre-fill common values.

3. Save the payment

   Click Record Payment. If the payment covers the full balance, the invoice status changes to Paid. If it is a partial payment, the status changes to Partial and a progress bar shows how much has been collected.

You can record multiple partial payments against the same invoice. Each payment is added to the running total until the invoice is fully settled.

Edit an invoice

Click the Edit (pencil) icon on any invoice to update the customer name, email, shipping address, due date, GST rate, line items, or notes. Changes are saved immediately and the invoice totals recalculate automatically.

Editing a paid invoice is not recommended. If you need to correct a paid invoice, consider issuing a credit note instead to maintain a clean audit trail for GST filing.