Creating Sales Invoices

Every sale your business makes lives in Booksmor as a Sales Invoice voucher. This guide covers the full workflow — from a basic invoice to advanced scenarios like partial payment-on-issue, multiple lines with mixed GST, edits after posting, and sharing the invoice with the customer.

Time to read: ~15 minutes. You’ll need: at least one customer and one product set up. If you haven’t done that yet, start with Your first day with Booksmor and Managing Customers, Vendors and Products.

What you get when this is done

• Sales invoices that post in one click, with GST split correctly between CGST + SGST or IGST.
• Permanent voucher numbers in your own series (e.g. SALES/2026/00001) — also custom series if you use Voucher books.
• A shareable link, PDF, and email for every invoice — so customers get what they need to pay.
• A clean amend / delete path that preserves your audit trail and (under GST) prompts you for a reason.

Where to find the screen

From the sidebar: Daily → Transactions. The Sales Invoice tab is selected by default at the top.

The Transactions page is the central recording surface for every voucher type — Sales Invoice, Purchase, Credit Note, Debit Note, Delivery Challan, Receipt, Payment, and Journal — each as a separate tab. Switching tabs swaps the form below; everything else (your recent vouchers list, search) stays the same.

The basic flow — a one-line cash sale

Let’s start with the simplest case: a single product sold to a known customer, paid in cash at the same time.

1. Daily → Transactions → Sales Invoice tab.
2. Customer — pick from the dropdown. Click + New beside it if the customer isn’t yet on file (a small inline form appears — just Name is required).
3. Sales account — leave as — default —. Booksmor uses your standard Sales account from the Chart of Accounts.
4. Voucher date — leave blank for today, or pick a date.
5. Due date — when payment is due. Leave blank for “due immediately”.
6. Line items — in the first product row:
   • Pick your product from the — select product — dropdown. Rate and GST % auto-fill from the product record.
   • Type the Qty.
   • Total updates live on the right.
7. Tick Paid now via at the bottom and pick a Cash / Bank account from the dropdown.
8. Click Post.

A green banner appears: ✓ Posted — serial SALES/2026/00001. The form clears, ready for the next invoice. Behind the scenes Booksmor has:

• Created the sales voucher (Cr Sales + Cr GST Output / Dr Cash) for the full amount, AND
• Auto-posted a matching receipt against the same invoice so it shows as fully paid (no open receivable).

The new voucher appears at the top of Recent vouchers at the bottom of the page.

The fields, in detail

Customer

Required. The dropdown shows every active customer; the + New button lets you add one without leaving the page (only Name is required at minimum — full details can be filled later in Masters → Customers).

Sales account

Which Sales account in your Chart of Accounts this revenue should post to. Most businesses use the standard Sales account (Booksmor picks it automatically when this field is — default —). Override only when you track revenue from different streams separately — e.g. Sales — Wholesale vs Sales — Retail.

Voucher date

The transaction date. Defaults to today if left blank. Use a back-date carefully — invoices in earlier GST periods will affect filings that may have already been submitted.

Due date

When you expect the customer to pay. Used for the Receivables — aged chart on the Dashboard, customer statements, and dunning reminders. Optional.

GST treatment strip

Once you pick a customer, a blue strip appears under the date fields:

• “Place of supply: Karnataka (29) · Intra-state · CGST + SGST” — your home state matches the customer’s. Booksmor will split tax into CGST + SGST.
• “Place of supply: Maharashtra (27) · Inter-state · IGST” — different states. Tax goes to IGST.
• “No customer state on file — treated as local: CGST + SGST” — the customer has no state set. Fix it: Masters → Customers, edit, set State (place of supply), save.

The strip only appears when GST enabled is on in Settings → GST.

Line items

Each line is one product on the invoice. Columns:

• Product — pick from the dropdown. Click + New product below the lines to add a missing product inline.
• Qty — number of units.
• Rate — unit price. Auto-fills from the product’s Sale ₹ but is fully editable per invoice (e.g. for a one-off discount).
• GST % — auto-fills from the product. Override only when this specific deal carries a different rate.
• Total — line subtotal incl. GST, calculated live.

Click + Add line for more products. Click the red ✕ to remove a line.

Totals

The totals table on the right shows:

• Subtotal — sum of all lines (qty × rate).
• GST — total tax across all lines (broken into CGST + SGST or IGST on the printed invoice).
• Charges — any non-taxed add-ons (purchase vouchers have this; sales invoices don’t by default).
• Voucher total — what the customer owes.

Paid now via

A shortcut for invoices that are settled immediately — typically retail counter sales or B2C with prepaid orders. Tick it, pick a Cash / Bank account, and Booksmor will:

1. Post the sales voucher as normal,
2. Auto-post a matching receipt the same day for the full amount against the new invoice,
3. Skip the receivable round-trip entirely.

The customer never appears as “owing” in your aged receivables for this invoice.

If the customer pays later — or pays partially — leave Paid now via unticked and record the Receipt when it arrives (separate KB doc).

Description / narration

Free text. Shown on the printed invoice in the “Narration” field at the bottom. Helpful for what the invoice is about (“April retainer”, “Replaces invoice #99 cancelled”).

After posting — viewing, editing, sharing

Scroll to Recent vouchers at the bottom of the Transactions page. Each row shows date, voucher number, type, amount, status.

• Single-click the row to expand its ledger lines inline (read-only) — useful for a quick check.
• Double-click the row to open the full Voucher view.

The Voucher view

The voucher view fills the page with:

Sharing with the customer

The Share panel is the fastest way to send the invoice:

• Copy link + paste it anywhere — your CRM, an email, SMS.
• WhatsApp opens web.whatsapp.com pre-filled with a “Hi! Here’s your invoice…” message and the link. If the customer has a phone number on file, WhatsApp jumps straight to their chat.
• Email invoice sends the PDF as an attachment using your Booksmor email sender (or your custom SMTP if you’ve configured one in Settings).

The public link is read-only: viewers can see the invoice, download the PDF, and pay via UPI (if your VPA is set in Settings) — they can’t change anything.

Editing a posted invoice

Click Edit in the voucher view. Booksmor switches to an editable ledger view. Adjust the lines (account, debit, credit). The status pill stays Posted; under the hood, Booksmor amends the voucher in a way that preserves the original audit record.

Under GST (Settings → GST → GST enabled is on), Booksmor requires a reason for every edit. Type a short explanation in the Reason box; it’s stored as part of the audit log.

Click Save changes. The voucher number stays the same; the ledger reflects the new amounts.

Deleting a posted invoice

Click Delete in the voucher view, confirm, and (under GST) provide a Reason. Booksmor reverses the voucher’s ledger postings; the voucher itself moves to status void — it stays in your records for audit, but no longer affects your books.

Two situations call for delete vs edit:

• Edit — when the invoice is real but the amounts/accounts were wrong.
• Delete — when the invoice shouldn’t exist at all (duplicate, cancelled order).

Advanced topics

Custom voucher books

Need a separate series (e.g. RETAIL/2026/00001 alongside SALES/2026/00001)? Create a Voucher book:

1. Setup → Settings → Voucher books.
2. Click + Add book. Pick a name, set Base type to sales, optionally pin a Fixed account (always uses this Sales account for vouchers in this book).
3. Save.

The book appears as an extra tab at the top of Transactions. Click that tab to open the same Sales Invoice form, with vouchers numbered in the new series.

Common uses: separate the books each branch issues, or run a Proforma series with its own numbering for quotes that aren’t yet real sales.

Reference number + date

For invoices that replace or correspond to an earlier document (e.g. a quote you converted), use the Reference number + Reference date fields. (These appear automatically on Credit Notes and Debit Notes; on a plain Sales Invoice, they’re available via voucher books if you need a custom-numbered series.)

Mixed-GST invoices

Each line carries its own GST %. An invoice can mix 5%, 12%, 18%, 28% products freely — Booksmor splits the tax per bracket on the printed invoice and posts each bracket separately to your GST Output account. Nothing extra to set up.

Custom fields

Need to capture something the standard form doesn’t have (e.g. “PO number from customer”, “Delivery slot”)? Add a custom field via Setup → Designer → Forms → Sales Invoice. It appears on the form, gets saved with the voucher, and shows on the printed PDF.

Common questions

Why does my new invoice not auto-fill the rate from the product? The product’s Sale ₹ is 0 or blank. Edit the product (Masters → Products), set the sale rate, save. New invoice lines will then auto-fill; existing invoices stay as-is.

Can I issue an invoice in a foreign currency? The form uses your tenant’s Base currency (set in Settings → Company & financial setup). Multi-currency vouchers aren’t supported in the current release — invoice in INR and record the FX separately if you bill abroad.

How do I print thermal POS-style receipts instead of A4? Use the dedicated Point of Sale module (sidebar → Daily → Point of Sale) for counter sales. POS prints 80mm thermal receipts and posts its sales under a separate POS voucher book.

Can two team members raise sales invoices at the same time? Yes. Booksmor assigns serial numbers atomically — no two invoices ever share the same number, even with concurrent posting from multiple sessions.

The invoice posted but I see the wrong serial number. Check the active tab at the top — if you’re on a custom voucher book tab, the number follows that book’s series, not the default. Click Sales Invoice to use the default series.

How do I cancel an invoice that I haven’t sent to the customer yet? Use Delete in the voucher view, with the reason “Not yet sent — cancelled”. The voucher voids (with audit trail) and the serial number remains used (gaps are normal under GST).

Can the customer pay directly from the invoice link? Yes — when your UPI VPA is set in Settings, the public invoice page shows a UPI QR with amount and reference pre-encoded. Customer scans, pays, and you receive payment. You’ll still record the Receipt in Booksmor once you reconcile bank/UPI.

What if the customer wants to part-pay now and the rest later? Don’t tick Paid now via. Post the full invoice, then record a Receipt for the partial amount (see Receipts KB doc). The remaining balance shows as outstanding on the customer’s ledger and on your Dashboard.

Troubleshooting

The Customer dropdown is empty. You haven’t added any customers yet. Either click + New to add one inline, or go to Masters → Customers to bulk-add.

The GST strip doesn’t appear. GST enabled is off in Settings → GST. Turn it on, save, refresh the Transactions page.

The “Post” button does nothing / shows an error. Most common causes:

• A line has 0 qty or 0 rate — Booksmor blocks zero-value vouchers.
• The Chart of Accounts isn’t bootstrapped — go to Masters → Chart of Accounts → Load standard COA.
• For a Journal voucher (different tab), the debits don’t equal credits — the button is disabled until balanced.

Edit / Delete buttons are missing from the voucher view. The voucher’s status is void (already deleted) or you don’t have permission for this voucher type. Check Setup → Team → Roles to see what your role allows; for granular per-voucher-type rights, look for permissions like sales.create, sales.post, sales.read.

Email invoice fails with “email not configured”. Your tenant SMTP isn’t set up. Open Settings → Tenant SMTP to add your sending email — or use the Share panel’s Copy link + WhatsApp instead.

The customer says the UPI QR doesn’t work. Check Settings → UPI payments. The VPA must be a valid live UPI ID (test it yourself by paying ₹1 from any UPI app). If the VPA is correct and still failing, the customer’s UPI app may not support the dynamic-amount intent; ask them to type the amount manually.

Need more help? Email support@booksmor.com with: the voucher number, what you tried, and a screenshot of the error.