Invoices
Issue GST tax invoices and bills of supply to your buyers, following Indian GST rules. Oflync works out CGST + SGST or IGST from the place of supply, numbers your invoices in a GST-compliant series, prints them on A4, and records the income in Cashflow when the buyer pays.
Who it's for
- GST-registered businesses that bill other businesses (B2B) and need the buyer's GSTIN on the invoice
- Shops, salons, clinics and studios that bill walk-in consumers (B2C)
- Businesses that are not GST-registered or are under the composition scheme, which issue a bill of supply
Before you start
| You need | Where |
|---|---|
| Cashflow on your plan — Invoices comes with it | Subscription plans |
| Cashflow access for team members who raise invoices | Settings → Team (see Roles & permissions) |
| At least one outlet — every invoice belongs to an outlet | Outlets & services |
Open Invoices from Your tools in the left menu. It has three pages: All invoices, New invoice and Business & GST.
Set up Business & GST first
Open Invoices → Business & GST. The first time, Oflync fills in your business name and address from your account, and your GSTIN from an outlet if one has it. A banner reminds you to review these details until you save them. Check the details, complete the rest and select Save settings:
| Section | What to enter |
|---|---|
| Business & registration | Legal and trade name, GST registration type, GSTIN, address. The state fills in from your GSTIN. |
| Invoice numbering | Prefix (e.g. INV), the next number, and how many digits. Numbers look like INV/26-27/0001. |
| Tax defaults | Goods or services, default HSN/SAC, default GST rate, whether your prices include GST, and the GST split. |
| Payment details | Bank account, IFSC and UPI ID printed on every invoice. |
| Terms & signature | Payment terms in days (sets the due date), terms and conditions, and the signatory label. |
Oflync checks the GSTIN (format, state code and check digit) and the invoice number format as you type. If anything is wrong, every problem is listed so you can fix them in one go.
Registration types
| Registration | What you can issue |
|---|---|
| Regular GST registration | GST tax invoice (CGST + SGST or IGST) and bill of supply |
| Composition scheme | Bill of supply only. The invoice says you can't collect tax. |
| Not registered under GST | Bill of supply only |
Invoice numbering
- Numbers run in a series per financial year (April to March), e.g.
INV/26-27/0001,INV/26-27/0002. Invoices dated from 1 April start a new series at0001. - A number is given only when you issue. Drafts have no number, so deleting a draft never leaves a gap.
- Two people issuing at the same moment never get the same number.
- GST rules allow letters, digits,
/and-, up to 16 characters. Oflync blocks a prefix or digit count that would break that.
Create an invoice
- Open Invoices → New invoice. You can also start one from an outlet (New invoice) or from an appointment (Create invoice). The buyer and services are then filled in for you.
- Choose GST tax invoice or Bill of supply.
- Pick the outlet, invoice date and due date. The first outlet is picked for you, and the due date follows your payment terms.
- Add the buyer. For a business buyer, enter their GSTIN. Oflync checks it and fills in their state. Leave GSTIN empty for consumers.
- Check the place of supply and the GST split (see below). Turn on Reverse charge when the buyer pays the GST to the government.
- Add items with Add item: description, goods or services, HSN/SAC, quantity, unit, rate, discount % and GST rate.
- Add Notes to buyer or change the Terms & conditions if needed.
- Use Preview to see the printed invoice, then Save draft or Issue invoice.
The summary next to the items shows gross, discount, taxable value, CGST/SGST or IGST, round-off and total as you type.
What is checked before issuing
When you select Issue invoice, Oflync checks the whole invoice and lists every problem at once, for example:
- Buyer name, place of supply or items missing
- A buyer GSTIN with a wrong format or check digit
- An HSN code that isn't 4, 6 or 8 digits, or a SAC code that isn't 6 digits starting with 99
- A quantity of zero, or a due date before the invoice date
- A GST tax invoice chosen while your registration only allows a bill of supply
Nothing is numbered until every problem is fixed.
How GST is worked out
CGST + SGST or IGST
The place of supply decides the split:
| Your state vs place of supply | Tax charged |
|---|---|
| Same state | CGST + SGST, half the rate each (18% → 9% + 9%) |
| Same union territory without a legislature (Chandigarh, Ladakh, Lakshadweep, Andaman & Nicobar, Dadra & Nagar Haveli and Daman & Diu) | CGST + UTGST |
| Different state | IGST at the full rate |
GST split is set to Auto by default. You can force CGST + SGST or IGST for a special case; Oflync warns you if that disagrees with the place of supply.
If an outlet has its own GSTIN (for example, a branch in another state), invoices for that outlet use the outlet's GSTIN and state.
GST rates
| Rate | Typical use |
|---|---|
| 0% | Nil-rated or exempt supplies |
| 0.25% | Rough diamonds |
| 3% | Gold, silver, jewellery |
| 5% | Merit-rate goods and services |
| 18% | Standard rate for most services |
| 40% | Luxury and sin goods |
| 12%, 28% | Older slabs, kept for invoices that still need them |
Prices that include GST
Turn on Prices include GST if your price list already includes tax. Oflync backs the GST out of each price. For example, ₹1,180 at 18% becomes a taxable value of ₹1,000 plus ₹180 GST.
Totals
- Discounts are applied before tax.
- Each line's tax is rounded to the paisa.
- The total is rounded to the nearest rupee and the round-off is shown.
- The amount is printed in words using lakh and crore, e.g. Indian Rupees One Lakh Five Only.
Oflync recalculates the totals on the server when you save or issue, so the printed figures always match the GST rules.
What the printed invoice shows
- Tax Invoice or Bill of Supply, marked Original for recipient
- Your name, address, GSTIN, PAN and state
- Buyer name and address, GSTIN (or Unregistered buyer (B2C)), and state
- Invoice number, date, due date, place of supply, and whether reverse charge applies
- Items with HSN/SAC, quantity and unit, rate, discount, taxable value, and CGST/SGST or IGST
- An HSN/SAC summary, the totals, round-off and the amount in words
- Bank and UPI details, notes, terms and the authorised signatory
Use Print / PDF on an issued invoice to print it or save it as a PDF (A4). The seller details are saved with each invoice, so changing Business & GST later doesn't change invoices you already issued.
Invoice statuses
| Status | Meaning | What you can do |
|---|---|---|
| Draft | Saved but not issued. No number yet. | Edit & issue, Delete |
| Issued | Numbered and sent to the buyer, not yet paid | Mark paid, Cancel, Print / PDF, Duplicate |
| Overdue | An issued invoice past its due date (shown in red) | Same as Issued — follow up with the buyer |
| Paid | The buyer has paid; the income is in Cashflow | Cancel, Print / PDF, Duplicate |
| Cancelled | Withdrawn with a reason; the number stays used | Print / PDF (marked cancelled), Duplicate |
After issuing
| Action | When |
|---|---|
| Mark paid | When the buyer pays. The amount is added to Cashflow as income for that outlet, dated the day you mark it paid. |
| Cancel | Wrong buyer or amount. Enter a reason; it is printed on the invoice. The number stays used. If it was paid, its Cashflow income is removed. |
| Duplicate | Make a corrected copy as a new draft |
Issued invoices can't be edited. To correct one, cancel it and issue a duplicate. Each invoice shows an Activity trail with when it was created, issued, paid or cancelled.
Find an invoice
Invoices → All invoices lists every invoice, newest first, 20 per page.
At the top, four totals give you the picture at a glance:
| Card | Shows |
|---|---|
| Outstanding | Issued invoices not yet paid, and how many are overdue |
| Billed this month | Issued and paid invoices dated this month |
| GST this month | CGST + SGST + IGST charged this month |
| Drafts | Invoices waiting to be issued |
Narrow the list with:
- Search — invoice number, buyer name or buyer GSTIN
- Status — Draft, Issued, Paid or Cancelled
- Type — GST tax invoice, Bill of supply, or Earlier counter bills
- From / To dates
Links from the Dashboard open the list already filtered — for example, Follow up on the Overdue card shows only overdue invoices, with an Overdue only chip you can clear.
Earlier counter bills
Bills recorded at the counter before GST invoices were introduced are still listed, marked Counter bill. Choose Earlier counter bills under Type to see only them. They are read-only, keep their original amounts, and your Cashflow history for them is unchanged.
Invoices on the Dashboard
The Dashboard has an Invoices pane. Choose its cards from Configure dashboard:
| Card | Shown by default |
|---|---|
| Outstanding — unpaid amount, with unpaid and overdue counts | Yes |
| Billed this month | Yes |
| Issued, all time | Yes |
| Overdue — count and amount past the due date | No (opt in) |
| GST this month | No (opt in) |
| Drafts | No (opt in) |
The pane only appears for people with Cashflow access. See Using your dashboard.
How Invoices works with other apps
| App | What happens |
|---|---|
| Cashflow | Mark paid adds the invoice total as income for the invoice's outlet — under service revenue if every item is a service, otherwise under sales. Cancel on a paid invoice removes that income. |
| Appointments | Create invoice on an appointment opens a new invoice with the customer, outlet and services filled in. |
| Customer registry | Issued and paid invoices appear in the customer's purchase history. Drafts and cancelled invoices don't count. |
| Sales | Link a won opportunity to the invoice you raised. Only issued or paid invoices can be linked. |
| Membership | Member discounts aren't applied automatically yet. Add the member's discount % on the invoice line. |
Common questions
Do I need the buyer's GSTIN?
Only for B2B invoices, so the buyer can claim input tax credit. For consumers, leave it empty.
Why can't I choose GST tax invoice?
Your registration in Business & GST is set to composition or not registered. Those businesses issue a bill of supply.
My invoice number is rejected.
GST invoice numbers can only use letters, digits, / and -, and must be 16 characters or fewer. Shorten the prefix or use fewer digits.
Can I change an invoice after issuing it?
No — GST rules require issued invoices to stay as they are. Cancel it with a reason and use Duplicate to issue a corrected one.
I deleted a draft. Is there a gap in my numbers?
No. Drafts don't have numbers; a number is only given when you issue.
Why is the Cashflow income dated differently from the invoice?
Cashflow records money when it actually arrives, so the income is dated the day you Mark paid, not the invoice date.
Can each branch bill under its own GSTIN?
Yes. Add the GSTIN to the outlet. Invoices for that outlet use its GSTIN and state, which also decides CGST + SGST versus IGST.
Where are the bills I made at the counter before GST invoices?
Under All invoices, marked Counter bill. Filter by Earlier counter bills under Type. See Earlier counter bills.
Who can see invoices?
Anyone on your team with Cashflow access. Grant it under Settings → Team.