Invoice Management

Invoice management is about delivering precise and up to date information to the customers and vendors about the deliverables, deadlines and monetary obligations. With Giddh, you can create beautiful and customizable invoices that contain all the relevant details. You can also create preliminary invoices like estimates and proformas that can be converted into their final format, that is, invoices, with the click of a mouse. So, you always stay flexible when proposing, planning, selling or buying anything. You can also manage recurring and pending invoices from here.

From the Invoice Management section, you can navigate to the respective pages to generate proformas, estimates, invoices, pending invoices and recurring invoices. Update an invoice from here after the payment has been received from the customer or cancel it if necessary. This section also shows alerts for all those invoices that have passed their payment due dates.


Estimates

It is not the final invoice and is generally the preliminary stage of an invoice. Estimates can also be used as sales orders to give an idea to the buyer of the deliverables and monetary obligation. The estimates can be emailed to the customer and other concerning parties. After the final discussion, the estimates are updated and then with a single click, these can be converted into invoices.

The settings of the Estimate format like its name can be changed from the Settings section of Invoices.

Date Filter

This feature allows you to set a date for viewing the estimates in the given range. When you click on the date range, a dropdown with a calendar and date range options appears on screen. These options include date range for a month, quarter, year and so on. You can even define a custom date range. If you choose the Custom Range option, then select the start date and the end date from the calendar for viewing the data. The older date that you pick in the calendar will be considered the start date by the software.


Advanced Search

The Advanced Search allows you to search for estimates by their expiry dates and total amount. When you click in the Expiry Date field, a calendar with date range options appear on screen. The Select Range field of Total Amt allows you to choose a range for the amount like less than, greater than, etc. The amount is entered in the last field. Click on the Search button. The results are displayed on the page.


Sort in Ascending / Descending order

Some of the columns come with the option of arranging the data in the grid in ascending or descending order. Click on the up or down arrow key to sort the data in the grid according to that column’s data.

Up Arrow Key: Arranges data in ascending order (oldest to latest for dates).

Down Arrow Key: Arranges data in descending order. (latest to oldest for dates)


View / Edit / Email / Print / Download / Delete / Change status

After creating an estimate, you can perform following operations on it:

  • View it
  • Edit it
  • Email it to concerning persons
  • Print it
  • download a copy to your computer
  • Delete it
  • Change its status.


On the Estimate page, click on the Estimate Number to open its details. The Estimate opens in a sliding window. The actions mentioned above can be performed using the following menu:  


To see details about how each of them works, please refer to the Invoices section of this document.


Change the status of Estimate

You can change the status of an estimate by doing the following:

  1. On the Estimate page, click on the Context Menu icon (three vertical dots) as shown in the image.
  2. A few options appear on screen – Accepted, Declined, Convert to Proforma, Convert to Invoice and Expired; choose from them.
  • Accepted:
  • Declined:
  • Convert to Proforma:
  • Convert to Invoice:
  • Expired:

The status is changed accordingly.


Delete an Estimate

You can delete an estimate by doing the following:

  1. On the Estimate page, locate the required Estimate. If it is not visible upfront, use the filtration options like Date Range or Advanced Search.
  2. Once you locate the Estimate, hover the cursor over its row.
  3. An empty checkbox appears at the start (in the first column) of the row. Click in it to select the invoice.
  4. Click on the ‘More’ dropdown that appears at the top right corner of the grid.
  5. Click on the Delete button that appears in the dropdown.
  6. A popup will appear asking you to confirm your action.

The Estimate has been deleted.


New Estimates (Create an estimate)

Please refer to the document for Entry Forms Section for Invoices to see the details related to creating an Estimate.

Proformas

Like an estimate, a proforma is also not the final invoice and is generally the earlier stage of an invoice. It differs from estimate in the sense that the estimate acts more like a proposal while a proforma is more of a bill itself, though not the final one. It gives an estimate to the buyer of the product or service being bought by them. After a consensus is reached, the proformas are updated and then with a single click, converted into invoices.

 Their settings like their name and other things can be changed from the Settings section of Invoice.


Date Filter

The Date Filter feature for Proformas works in the same manner as that in the Estimates section. Please refer the details given under the Estimates section above.

Advanced Search

The Advanced Search feature for Proformas works in the same manner as that in the Estimates section. Please refer the details given under the Estimates section above.

New Proforma (Create a Proforma)

Please refer to the document for Entry Forms Section for Invoices to see the details related to creating a proforma.


View / Edit / Email / Print / Download / Delete / Change status

After creating an estimate, you can perform the following operations on it:

  • View it
  • Edit it
  • Email it to concerning persons
  • Print it
  • download a copy to your computer
  • Delete it
  • Change its status.

On the Estimate page, click on the Estimate Number to open its details. The Estimate opens in a sliding window. The actions mentioned above can be performed using the following menu: 

To see details about how each of them works, please refer the Invoices section of this document.


Sort in Ascending / Descending order

Some of the columns come with the option of arranging the data in the grid in ascending or descending order. Click on the up or down arrow key to sort the data in the grid according to that column’s data.

Up Arrow Key: Arranges data in ascending order (oldest to latest for dates).

Down Arrow Key: Arranges data in descending order (latest to oldest for dates).


Change the status of Proforma

You can change the status of an estimate by doing the following:

  • On the Proforma page, click on the Context Menu icon (three vertical dots) as shown in the image.
  • A few options appear on screen – Accepted, Declined, Convert to Invoice and Expired; choose from them.
  • Accepted:
  • Declined:
  • Convert to Invoice:
  • Expired:
  • The status is changed accordingly.


Delete a Proforma

You can delete a proforma by doing the following:

  • On the Proforma page, locate the required Estimate. If it is not visible upfront, use the filtration options like Date Range or Advanced Search.
  • Once you locate the Proforma, hover the cursor over its row.
  • An empty checkbox appears at the start (in the first column) of the row. Click in it to select the invoice.
  • Click on the ‘More’ dropdown that appears at the top right corner of the grid.
  • Click on the Delete button that appears in the dropdown.
  • A popup will appear asking you to confirm your action.

The Proforma has been deleted.

Invoices

An invoice is the final bill with exact details of monetary obligations, deliverables, deadlines, etc. It can be sent to the concerning parties via email. The settings of invoices like their names and other things can be adjusted from the Settings section of Invoice. From the Invoice page, you can do the following:

Date Filter

The date filter feature for Invoices work in the same manner as that in the Estimates section. Please refer the details given under the Estimates section above.

Advanced Search

The Advanced Search option allows you to track down the invoices you are looking for. On the Invoice page, click on the icon (given next to the Date Filter) for Advanced Search. Here are the details of the fields:

Invoice Date Range: In the Select Action field, choose from options - On, After and Before. Now, click in the second blank field. Choose a date from the calendar that opens on screen.  

Invoice Total Amt: In the Select field, choose from options - Greater than, Less than, Greater than or equals, Less than or equals, and Equals. Now, in the second field, enter the amount.

Due Date Range: In the Select Action field, choose from options - On, After and Before. Now, click in the second blank field. Choose a date from the calendar that opens on screen.

Due Amount: In the Select field, choose from options - Greater than, Less than, Greater than or equals, Less than or equals, and Equals. Now, in the second field, enter the amount.

Status: It is the current status of the invoice. You can choose options from - Paid, Partially Paid, Unpaid, Unpaid, Hold, and Cancel.

Description: Enter any other keywords associated with the invoice you are looking for.


New Invoice

Click on this button to create Cash or Sales invoice. Depending on the option you choose, you are taken to the entry form page where you can enter the information and save it. The difference between Sales invoice and Cash Invoice is that in the Sales Invoice, the customer must be a registered one while in Cash invoice the customer can be an unregistered one as well.

For more details, please refer the entry forms section for Invoices.


Sort in Ascending / Descending order

Some of the columns come with the option of arranging the data in the grid in ascending or descending order. Click on the up or down arrow key to sort the data in the grid according to that column’s data.

Up Arrow Key: Arranges data in ascending order (oldest to latest for dates).

Down Arrow Key: Arranges data in descending order (latest to oldest for dates).


Change the status of an invoice 

You can change the status of an invoice by clicking on the Context Menu () given at the end of each row.

Status can be changed to paid, unpaid, hold and cancel.


Generate E-way bills or Delete Invoices

You can generate E-way bills (came into existence after GST was introduced) for covering costs and tracking deliverables during inter-state transportation of goods and services. Here are the steps to generate the E-way bills:

  1. On the Invoice page, locate the required invoice. If it is not visible upfront, use the filtration options like Date Range or Advanced Search.
  2. Once you locate the invoice, hover the cursor over its row.
  3. An empty checkbox appears at the start (in the first column) of the row. Click in it to select the invoice.
  4. A new dropdown appears at the top right corner of the grid.
  5. Click on the Generate E-way Bill option.
  6. A popup containing two options appears on screen:  
  • Create: Choosing this option opens an entry form. Fill in the required details and click on Save and Generate. Fields marked with a red asterisk sign are mandatory.
  • Associate E-way: Follow the options that appear on screen.

Note: You can deselect the invoices in the same manner. Hover the cursor over its row and deselect the checkbox that appears.


Change the Status of an Invoice

You can change the status of an existing invoice by doing the following:

  1. On the Invoice page, click on the Context Menu icon (three vertical dots) as shown in the image.
  2. A few options appear on screen – paid, unpaid, hold and cancel; choose from them.
  3. The status is changed accordingly.


View / Edit / Email / Print / Download / Delete / Change status

After creating an invoice, you can perform following operations on it:

  • View it
  • Edit it
  • Email it to concerning persons
  • Print it
  • download a copy to your computer
  • Delete it
  • Change its status to paid, unpaid, etc.

 

These can be accessed by selecting an invoice from the Invoice page.


Getting to the options: 

On the Invoice page, click on the Invoice Number to open its details. The invoice opens in a sliding window. View its details from here. Also, the following options appear at the top right corner of the window:

  • Edit: Click on the pencil icon (to edit the invoice); a window opens on screen with the invoice details in editable format. Make the necessary changes and click on the Update on Sales button.
  • Email: Click on the email icon (to send email to concerning persons); an entry form seeking the receiver’s email address opens on screen. Choose options accordingly and click on the Send button.
  • Print: Click on the Print icon. A preview is opened on screen. If it looks fine to you, save it in the desired format and location by choosing options. You can use this downloaded print-ready copy as per your requirement.
  • Download: Download the invoice in pdf format to your computer by clicking on the PDF icon and then clicking on the Download button. If you want to download the related transport receipt and customer receipt as well, choose their checkboxes in the form and then click on the download button. A zip file downloads to your computer.
  • Delete: Click on the dustbin icon; a confirmation message appears on screen. Click Yes to confirm the process.  
  • Change Status: Click on the Change Status button and a dropdown with four options viz., paid, unpaid, hold and cancel appears on screen. Choose from these options and the status of the invoice will be updated accordingly.

Receive Payment

You can update an invoice by receiving payment on it by doing the following:

  1. On the Invoice page, click on the Invoice Number. The invoice opens in a sliding window on the right.
  2. Click on the Receive Payment option that shows at the top of the grid.
  3. Click on the Save button.

A confirmation message is displayed at the top of the screen. In case this invoice has already been recorded as paid, an alert message is displayed on the screen.

Recurring

When creating an invoice, you can set its status to recurring by using the ‘Generate and Recurring’ option that appears while saving the invoice. This will automatically generate the invoice on the given dates in the ensuing months.

Update / Delete

You can edit the dates of the Recurring invoice from the Recurring section. Here are the steps:

  • On the Recurring page, locate the required invoice. If it is not visible upfront, use the search options.
  • Once you locate the required invoice, click on its Invoice Number.
  • A popup with details of the start date, end date, and other information appears on screen.
  • Make the necessary changes and click on Update.

Note: You can delete the invoice in Step 4 above by clicking on the Delete button. You will be asked to confirm your action.

Search

The search options contain the following fields and options:

  • Invoice Type: Choose the status of the invoice, that is, whether it is active or inactive.
  • Interval: The interval when the invoice is generated. That is, weekly, monthly, quarterly, half Yearly or yearly.
  • Last Invoice Date: If you can recall the last date when the invoice was generated, then select the date in the calendar that opens when you click in this field.

Sort in Ascending / Descending order

Some of the columns come with the option of arranging the data in the grid in ascending or descending order. Click on the up or down arrow key to sort the data in the grid according to that column’s data.

Up Arrow Key: Arranges data in ascending order (oldest to latest for dates).

Down Arrow Key: Arranges data in descending order (latest to oldest for dates).


Pending

This section shows all the invoices that have not been marked as paid and are not past their due dates.

Date Filter

The date filter feature for Invoices works in the same manner as that in the Estimates section. Please refer the details given under the Estimates section above.


Settings

Giddh gives you the flexibility of adapting the invoice templates according to your company theme and style. This section allows you to set up new and existing invoice templates, customize and set up proformas and estimates, and configure recurring invoices.

Here are the options available under Settings:

  • General 

The settings that you apply here will be applied on the ledgers of Estimates, Proformas, Invoices, etc.

Select the ‘Show narration on ledger’ checkbox to show additional information on the ledgers. This will be useful when you later look at the invoice.

Click on the Save button to store the settings.




  • Email

From this section, you can set the email address which shows as Sender in the emails sent from Giddh.

From Email: Enter the email address you want to use to send emails.

Verify: Go to the email account and verify the email by following the instructions.

Send Email through Gmail: Select the ‘Integrate email’ checkbox to send email using Google Mail service.

Save: Click Save to store the updated information.


  • Estimate

From here, you can customize the format of the Estimate form:

Heading Name: It is the title of the document. Estimate is a standard word commonly understood by people. You can change it if necessary.

Default Expiry Days: This is the number of days after which the estimate will automatically expire.

Next Step to Estimate: You can choose what will be the next stage of this document. You can pick from options - Proforma and Invoice. In most cases, the next stage is chosen as Invoice.

Auto change status (on expiry): Selecting this checkbox will change the status of the Estimate to Cancelled after the expiry date.

Auto Mail When Generated: Selecting this checkbox will automatically send emails to the concerning parties when the proforma is generated. If this option is not selected, no automatic email is sent.

Enable Send Invoice Vis SMS: By select this checkbox, you allow this document to be sent via SMS as well.

 Save: Save the changes you made in the form by clicking on the Save button.


  • Proforma

From here, you can customize the format of the Proforma by making changes to the following fields:

Heading Name: It is the title of the document. Proforma is a standard word commonly understood by people. You can change it if necessary.

Default Expiry Days: This is the number of days after which the proforma will automatically expire.

Auto Change status (on expiry): Selecting this checkbox will change the status of the Proforma to Cancelled after the expiry date.

Auto Mail When Updated / Generated: Selecting this checkbox will automatically send emails to the concerning parties when the Proforma is updated or generated. If this option is not selected, no automatic email is sent.

Enable send proforma via SMS: By selecting this checkbox, you allow this document to be sent via SMS as well.

Save: Save the changes you made in the form by clicking on the Save button.


  • Invoice

From here, you can customize the format of the Invoice by making changes to its fields, lock them, create custom invoice numbers, set default due days and send automatic emails.

Default Invoice Days: Though every invoice has its due date, you can create a period after which the invoice becomes due. This period is calculated from the date of the creation of the invoice. For example, if you set this period as 25 days, then the invoice will become due after this period (calculated from the invoice creation date).

Invoice Lock Date: You can lock the invoices created till a certain date. No changes can be made to those invoices. Super Admin can change this date though. To lock the invoices, click in the Invoice Lock Date field and select a date.

Show seal according to the status of payment: The seal generally shows just above the footer of the invoice. If you select this checkbox, the status of the invoice, like paid, unpaid, etc., is shown in bold on the document.

Auto paid: Selecting this checkbox will allow the software to update the invoices from oldest to the latest one if you update the customer's ledger. For example, your customer has 5 invoices of different dates due to them and they make a payment today. When you update the records from the ledger, the software will adjust the payment for the oldest invoice first, then for an invoice of a later date and so on. 

Auto Mail When Updated: Selecting this checkbox will automatically send emails to the concerning parties when the Invoice is updated. If this option is not selected, no automatic email is sent.

Enable Send Invoice via SMS: By selecting this checkbox, you allow this document to be sent via SMS as well.

Custom Invoice #: Selecting this checkbox allows you to assign custom invoice numbers. When you select this checkbox, two more fields – Initial No. and Prefix appear on screen. Enter information in them to create Custom Invoice Number.

Save: Click Save to store the information.


Template

The Template section allows you to create, customize and manage design and content of invoices and vouchers. You can add your logo, name, address, GSTIN details and other things on the invoice.

All the existing templates appear in this section. You can view, edit, and delete them from here.

Set as default

Click on the ‘Set as default’ button given on a template to make it a default template. This way, whenever you create an invoice or a voucher, the respective template will open on screen.

Add New (Create a template)

  • To add a new template for invoice or voucher, first select the option from the Select Design For field. You can choose an option from Sales, Debit Note and Credit Note.
  • Now, click on the Add New button. A window containing options for Design and Content show on screen. The changes you make in the template can be previewed in real time in the template image on the right-hand side. Thus, you always know how the changes show in the final template.


Design

Click on the Design tab. The following options appear on screen:

Change Up to Template: From here, you can choose a layout and theme for the template. When you click on ‘Change up to template’, several options appear on screen.

Make Logo Edit: You can upload your company’s logo to the template from here. Simply click on Make Logo Edit and then click on the Upload your logo button. Select the logo in the popup window and click Open. The logo is uploaded. You can also adjust its size. ‘S’ for small, ‘M’ for medium and ‘L’ for large.

Try Other Color: You can try different colors on the invoice. Simply click on ‘Try other color’ button and choose options from the color palette. A preview for each selection is visible in the image template.

Select Different Fonts: Choose fonts for the content in the template. Click on the ‘Select Different Fonts’ button and click in the fonts box to see the list of available fonts. Select any of them. A preview is visible in the template image on the right.

Select Different Font Size: Choose font size for the content in the template. Click on the ‘Select Different Fonts Size’ button and click in the ‘Choose Font Size’ field. Select from the list of available fonts. A preview is visible in the template image on the right.

Edit Print Setting: Using this option, you can adjust margins on the template. A preview is visible in the template image on the right. A Reset button is also given. Clicking on it restores the font size to the default settings.

Save: The changes made by you will be stored only if you save this information by clicking on the Save button.


 Content

Click on the Content tab and the following options appear on screen:

Header: To make changes to the content in the header, click on the Header section in the template image given on the right. The corresponding details are displayed in editable format on the left.

The content is displayed under different sections. You can collapse / expand each section by clicking on the minus / plus button given above them.

From here, you can hide or display fields, and change their spellings. To hide a field, simply deselect its checkbox; to display it, select its checkbox. To change the spelling, simply make the necessary correction in the editable text field.  

Table: To make changes to the content in the header, click on the Body section (table) in the image given on the right. The associated options appear on screen in the left-hand side. From here, you can hide or display columns, and change their spellings.

Footer: To make changes to the content in the Footer, click on the Footer section in the template image given on the right. The corresponding details are displayed in editable format on the left.


Save: The changes made by you will be stores only if you save this information by clicking on the Save button.

Headings