Create an Invoice

This guide walks you through creating a sale invoice from start to finish. Purchase invoices follow the same steps — the only difference is that you select a supplier instead of a customer, and stock increases rather than decreases.

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Before you start

You don’t need to pre-create parties or items before creating an invoice. Both the web and mobile apps let you quick-create parties and items inline while building your invoice — no need to leave the form. If you prefer to set them up in advance:

• Add parties in your Parties list
• Add items to your Items catalogue

Step 1: Open the new invoice form

From the Invoices page, click the + New Invoice button in the top-right corner. You can also press the keyboard shortcut N from anywhere on the invoice list.

A slide-over panel opens on the right side of the screen with the invoice form.

Open the Invoices tab, then tap the floating + button at the bottom-right corner of the screen.

This opens a full-screen invoice form.

Step 2: Select the invoice type and party

1. Use the Sales / Purchases segmented control at the top of the invoice list to set the type before opening the form. The creator inherits the active type.
2. In the slide-over, the Customer (or Supplier) field is a searchable combobox at the top-left. Start typing to filter your parties, then select one from the dropdown.
3. Quick create: If the party doesn’t exist yet, click the + Create customer (or supplier) row at the bottom of the dropdown. A compact dialog opens where you enter the party name and phone number, then click Create & Select. The new party is auto-selected in the combobox.

1. At the top of the form, tap Sale or Purchase in the type toggle.

2. Tap the Select party… field below. A full-screen modal opens showing:

   • Your Parties — existing customers or suppliers, with a search bar at the top
   • Phone Contacts — contacts from your phone that don’t already match a party (requires contacts permission)

   Select a party by tapping their name, or quick-create one by tapping Create “name” as new customer/supplier at the bottom of the list. An inline form expands where you enter the name and phone number, then tap Create & Select.

Phone contacts

On first use, Hisaabo asks for contacts permission. Allowing it lets you create parties directly from your phone’s contact list — their name and phone number are pre-filled automatically.

Step 3: Set the invoice date and due date

The Date and Due date fields sit next to the party selector in a three-column layout. Both accept a standard date picker. The invoice date defaults to today; the due date is optional.

If you have set a credit period on the selected party, the due date is auto-calculated when you pick the party.

Below the party selector, two date cards sit side by side:

• Invoice Date — defaults to today. Tap to open the date picker.
• Due Date — defaults to 30 days from today. Tap to change.

If the selected party has a credit period configured, the due date adjusts automatically after party selection.

Step 4: Add line items

Each line item is displayed as a card inside the slide-over. Click the Product combobox to search your items catalogue, or type a custom description.

Quick create: If the item doesn’t exist yet, click the + Create item row at the bottom of the product dropdown. A compact dialog opens where you enter the item name, price, tax rate (GST preset pills), and unit, then click Create & Select. The new item is auto-selected in the line item and its price and tax rate are populated.

For each line item, fill in:

Field	Notes
Product	Searchable dropdown. Selecting an item auto-fills unit price, tax rate, and HSN.
Qty	Number of units. Supports decimals.
Rate	Price per unit in INR.
GST %	Auto-filled from the item. Override if needed.
Discount %	Line-level discount, calculated before tax.

The four numeric fields (Qty, Rate, GST %, Discount %) are arranged in a single row for quick entry. The computed Amount is shown at the end of each line item card.

To add more items, click + Add line item below the existing items. Remove a line item by clicking the × button on its card.

Each line item appears as a stacked card. Tap “Tap to select item…” to open the item picker modal, which shows your items catalogue with search. Selecting an item auto-fills the price, tax rate, and description.

Quick create: If the item doesn’t exist yet, tap the Create “name” as new item row at the bottom of the item picker. An inline form expands where you enter the item name, price, tax rate (GST preset pills), and unit, then tap Create & Select. The new item is created and auto-selected in the line item.

For each line item card:

Field	Notes
Item	Tap to open the searchable item picker. Items with variants or alternate units show badges.
Qty	Top-left field. Supports decimals.
Rate (₹)	Top-right field. Price per unit.
GST %	Bottom-left field. Auto-filled from the item.
Disc %	Bottom-right field. Line-level discount.

The computed Amount is shown at the bottom of each card.

Tap the Add button next to the “Items” section header to add another line item. New items appear at the top of the list. Remove a line item by tapping the red × icon.

Selecting item variants

If an item has variants (for example, a t-shirt in multiple sizes and colours), a Variant selector appears after you select the item.

A dropdown appears below the product combobox showing available variants.

A variant picker pill appears below the item name on the line item card. Tap it to open a modal showing all available variants with their attribute values and prices. The description updates to include the selected variant (e.g. “T-Shirt - Red / XL”).

Alternate units

If an item has alternate units (for example, “dozen” alongside individual “pieces”), a unit selector appears.

A dropdown appears below the product combobox letting you switch between the base unit and alternate units. The price updates based on the unit’s configured conversion factor.

Horizontal scrollable pills appear below the item name, showing each available unit with its price. Tap a pill to switch units — the rate and description update automatically.

Step 5: Apply discounts and additional charges

Below the line items section:

• Invoice-level discount — enter a flat amount in INR or a percentage of the subtotal.
• Additional charges — click + Add charge and enter a label and amount (e.g. “Delivery - ₹200”).
• Round-off — enter a positive (round up) or negative (round down) value to round the total.

The mobile form supports line-item-level discounts (the Disc % field on each item card). Invoice-level discounts, additional charges, and round-off are not yet available on mobile — use the web app for invoices that require these.

Step 6: Add notes

Two text areas at the bottom of the slide-over:

• Notes — printed on the invoice PDF (e.g. “Thank you for your business”).
• Terms and Conditions — payment terms printed at the bottom of the PDF.

A single Notes field at the bottom of the form lets you add payment terms, delivery notes, or any other text. This is printed on the invoice PDF.

Step 7: Review the total

The totals section at the bottom of the slide-over shows:

Field	Meaning
Subtotal	Sum of all line item amounts before tax
Tax	Total GST (split into CGST/SGST or IGST on the PDF)
Discount	Total discount applied
Charges	Sum of additional charges
Round Off	Round-off amount
Total	The final amount due

A Summary card at the bottom of the form shows:

Field	Meaning
Discount	Total line-item discounts (shown only if > 0)
Subtotal	Sum of all line item amounts
Tax	Total GST (shown only if > 0)
Total	The final amount due

A running total is also shown next to the “Items” section header so you can track the amount as you add items.

Step 8: Save the invoice

Click Create Invoice in the footer of the slide-over. The panel closes and the new invoice appears in your list with status draft and an auto-assigned sequential number (e.g. INV-00001).

Tap the sticky Create Invoice button at the bottom of the screen. After creation, you’re taken directly to the invoice detail view.

If the invoice total is ₹0, an alert asks you to confirm before creating.

From the invoice detail view, you can:

• Download the PDF
• Record a payment
• Change the status (e.g. mark as sent after you email it)
• Edit the invoice if the status is not paid

Cannot edit paid invoices

Once an invoice is fully paid (status paid), you cannot edit it. To make a correction, remove the payment first, then edit the invoice, then re-record the payment.

How totals are calculated

Hisaabo uses fixed-point arithmetic (strings passed through the shared calcLineItem and calcInvoiceTotals utilities) — not floating-point JavaScript numbers — for all monetary calculations. This avoids rounding errors.

For a single line item:

taxableAmount = quantity × unitPrice × (1 - discountPercent / 100)
taxAmount     = taxableAmount × (taxPercent / 100)
totalAmount   = taxableAmount + taxAmount

For the invoice:

subtotal          = sum of all line item taxableAmounts
taxTotal          = sum of all line item taxAmounts
invoiceDiscount   = flat amount or (subtotal × discountPercent / 100)
chargesTotal      = sum of all additional charge amounts
total             = subtotal + taxTotal - invoiceDiscount + chargesTotal + roundOff

Frequently asked questions

Can I add a line item without linking it to an item in my catalogue?

Yes. Type any text in the Product combobox without selecting from the dropdown. The line item will have no item link and will not affect stock quantities.

Yes, though on mobile you currently need to select an item from the picker. Custom free-text line items are supported on the web app.

What happens to stock when I create an invoice? Stock is updated inside the same database transaction as the invoice. Sale invoices reduce stock; purchase invoices increase stock. If you have alternate units, the quantity is converted to the base unit first.

Can I duplicate an existing invoice? Not directly from the UI in the current version. The quickest workaround is to open the invoice you want to duplicate, note the details, and create a new invoice with the same party and line items.

How do I handle a return from a customer? Create a Credit Note (choose document type “Credit Note” when creating the document). Reference the original invoice in the Reference Document field. The credit note will appear in your GSTR-1 report under the credit notes section. See GST on Invoices for how credit notes affect your GST liability.