> ## Documentation Index
> Fetch the complete documentation index at: https://aczen-d43c4738.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# 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

<Steps>
  <Step title="Open the Invoices page">
    In the left sidebar, click **Invoices**. Then click **Create Invoice** in the top-right corner.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.                                                                                        |
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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").
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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.

<CardGroup cols={2}>
  <Card title="Intra-state sale (CGST + SGST)" icon="map-pin">
    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%.
  </Card>

  <Card title="Inter-state sale (IGST)" icon="arrow-right-left">
    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%.
  </Card>
</CardGroup>

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.

<Note>
  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.
</Note>

## Send the invoice

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

<CardGroup cols={3}>
  <Card title="Send by email" icon="send">
    Click the **Send** button. Enter or confirm the recipient's email address, then send. The customer receives the invoice with your business details.
  </Card>

  <Card title="Download PDF" icon="download">
    Click the **Download** button to open the invoice viewer. Choose a template, then click **Download** to save a PDF to your device.
  </Card>

  <Card title="Share payment link" icon="link">
    Click the **Payment Link** button (chain icon) on any unpaid invoice. Copy or share the link so your customer can pay online.
  </Card>
</CardGroup>

## 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.

<Steps>
  <Step title="Open the Record Payment dialog">
    In the Invoices list, click the **₹** (rupee) icon on any unpaid invoice.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

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

## 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.

<Warning>
  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.
</Warning>