Orders and money Invoices
Invoices
Make a proper invoice for every paid order, send it on WhatsApp, and give a credit note when you refund.
What it does
An invoice is made from the order after it is paid. It carries your business name, address and logo, the customer, each product with its quantity and price, the tax, the total, and the total in words. It goes to the customer as a PDF in the chat.
You choose what kind of paper it is. With GST switched on it is a GST tax invoice. A business that has a GSTIN but cannot collect tax (a composition seller) gets a Bill of Supply. With GST switched off it is a plain invoice with no tax lines.
When you refund an order, a credit note is made against the invoice. The invoice itself is never changed. Every paper is made by the computer and needs no signature.
Where to find it
SettingsInvoice
How to use it
- Open Settings and choose Invoice. Type your business name, address and phone, add your logo, and choose Look 1 or Look 2.
- If you charge GST, switch on GST invoice and type your GSTIN, the name on your GST registration, your state and your yearly turnover. If you are a composition seller, tick that box as well. You type every value yourself. WAGenie sets no tax for you.
- Choose your invoice number prefix and the next number. Numbers run in order and are never used twice. Change the prefix when your financial year changes in April. Credit notes have their own prefix and numbers.
- Open Products. For each product type the HSN code, the GST rate, and say whether the price you typed already includes GST.
- Open a paid order. Press Invoice details to type the customer name, address, state and GSTIN if you need them on the paper. An empty state means the customer is in your own state.
- Press Download PDF to make the invoice and download it, or Send invoice to send it on WhatsApp. For a cash order with part of the cash entered, press Make invoice now.
- To send invoices by themselves, switch on Send invoices and credit notes by themselves. For online payments, cash orders and credit notes you choose how long to wait and you can change the words of the message, for example to add an offer.
Example for a business
A tailor sells shirts at one price that already includes tax, and curtain cloth at a price that does not. They type the HSN code and rate on each product once. A customer pays online and ten minutes later the invoice arrives in the chat with a line about a festival discount. Another customer returns a shirt, the tailor refunds it, and a credit note follows by itself.
Good to know
- WAGenie makes the invoice from what you type in Settings and on your products. Check your tax details with your accountant. E-invoicing for large sellers is not covered.
- An order has one invoice. Pressing the button again gives the same invoice with the same number.
- An invoice is frozen when it is made. A later change of your settings, a price or the customer details never changes it. A wrong invoice is fixed with a credit note.
- The invoice is sent only while the customer 24 hour chat window is open. No template is ever used. If the window is closed, nothing is sent and you can download the PDF and share it yourself.
- If a price does not include GST, the invoice shows the tax on top. The part that the customer has not paid is shown as the balance due.
- An invoice made before the whole cash is received shows what is paid so far and the balance due, as on that day. It does not change when more cash comes.
- A letter that the paper font does not have, such as an emoji in a product name, prints as a question mark.