Clients

#The client list

Clients in the sidebar opens a list of everyone you sell to. Use it to see at a glance who owes you money, to open one client's account, and to keep their address and GSTIN ready for the next invoice.

Every client you have saved, and every name you have ever invoiced, appears as a card. The clients who owe you the most are at the top, so the people to call first are always first.

The buttons at the top of the screen:

Search clients... finds a client by any part of the name, in small or capital letters. The cross clears the search. If nothing matches, or you have no clients yet, you see No clients found. and a Add Your First Client button.

Your client list is shared by all your businesses, since the same customer may buy from each.

#What a client card shows

Only real sales count in these figures: Tax Invoices, Bills of Supply and Composition bills. Credit notes are subtracted. Quotations, proformas, delivery challans and cancelled invoices are left out, because nobody owes money on them.

#Names you invoiced but never saved

An invoice can go to a name that is not in your saved list, for example a walk-in customer. That name still gets a card, so you can see what they owe, but it shows no state or GSTIN. Open the card and click Save as Client at the bottom to save them: the form opens with the name filled in.

#Adding and editing a client

Save a client once and you never type their details again: on a new invoice, pick them from the list under Client Name and their address, state, GSTIN and preferences are filled in.

1. Open the formClick Add Client at the top of the Clients screen. To change a saved client, open their card and click Edit Client. The same form opens from the invoice screen, from the pencil next to a saved client or when you save a new one there.
2. Fill in the nameClient / Business Name is the only required field. Use the name you want printed on the invoice.
3. Address and stateFill in the address, choose the country (it starts as your own) and the state. The state decides whether GST is CGST + SGST or IGST, so get it right.
4. GSTINFor a registered business, type their 15-character GSTIN. When you click out of the box it is checked (see below).
5. SaveClick Save Client, or Update Client when editing. You see "Client added" or "Client updated" and the card appears in the list. Cancel or the cross at the top closes the form without saving.

The fields:

Changing a client's details does not change invoices already made: each invoice keeps the details it was saved with. To correct one, open it, pick the client again under Client Name, and save.

#Clients abroad

Pick the client's country. For a country other than India:

• No GSTIN and no state are needed. The state box is marked optional, and the postal code box takes that country's name for it (ZIP Code, Postcode...).
• The tax ID box is named after their country's tax ID (VAT Number, EIN / TIN, TRN...). If the client gave you one, type it: it prints on the invoice with that name. It is optional.
• Their country prints under their address, and the place of supply prints as Outside India (country), because an export is supplied outside India.
• Preferred currency lists every currency the app knows. Left blank, invoices to them start in their country's currency. See Billing in another currency.

Billing such a client is an export: see Exports and foreign clients and LUT.

#The GSTIN check

A GSTIN is the 15-character GST number of a registered business. Its first two digits are the state code (03 is Punjab, 27 is Maharashtra), the next ten are the PAN, and the last is a check character. When you click out of the GSTIN box, the app reads it. This works offline; nothing is looked up on the GST portal.

The box turns amber while there is a warning. Warnings never stop you saving. Small letters are turned into capitals as you type. The same check runs on the invoice: see What the GSTIN check tells you.

#Why the state matters (place of supply)

The place of supply is where a sale is treated as happening for GST. For most sales it is the client's state:

• Client in your own state: the invoice charges CGST + SGST (half each).
• Client in another state, an SEZ, or abroad: the invoice charges IGST.

A wrong state on the client quietly gives the wrong tax on every invoice to them, and puts the sale in the wrong place in GSTR-1. If goods go somewhere other than the client's address, set Place of Supply on that invoice instead. See How GST is worked out and the glossary.

#SEZ clients

Tick SEZ unit / Developer for a client in a Special Economic Zone. Supplies to them are charged IGST whatever their state, even if they are in your own state (section 16 of the IGST Act). The box only shows when the country is India.

#Print preferences

Some clients always want the same thing: a thermal receipt, an A5 bill, or an invoice in dollars. Set it once here and every new invoice for them starts that way. All three are optional; leave them blank to use your normal settings.

They are applied when you pick this client on a new invoice. You can still change them on that invoice.

The app also learns: each time you save an invoice for a saved client, the paper size and currency that invoice used become the client's preferred ones. So if you change one invoice to thermal, the next one for that client starts as thermal too.

#A client's account

Click a client's card to open their account. It shows everything about this one client in one place.

From top to bottom:

1. Statement PDF and Aging PDF: see Statement and ageing PDFs.
2. The Aging strip, when they owe you anything: see Ageing.
3. Their address, email and phone, if saved.
4. All their invoices, newest first.
5. Edit Client and Delete Client, or Save as Client.

A client with no invoices shows No invoices for this client yet. and a Create Invoice button.

#The invoice rows

Each row has the Date, Invoice No., Type (Tax Invoice, Quotation, Credit Note and so on), Amount, Status and these buttons:

A row past its due date and not paid is highlighted as overdue.

Deleted by mistake? Restore it from Settings, Trash bin within 30 days. For an invoice already given to the client, cancel it on the Dashboard instead of deleting, so its number stays in your records.

#Changing the status

The coloured box in the Status column is a dropdown: Unpaid, Partial, Paid or Overdue. It works as on the Dashboard:

• Paid records a payment for the rest of the balance, so the client's Paid and Outstanding update.
• Unpaid on a paid invoice takes back the payment that marking it Paid recorded. Payments you recorded yourself stay.
• Partial and Overdue only change the label. To record part of a payment with its amount and mode, use the ₹ button on the Dashboard.

A cancelled invoice shows Cancelled and cannot be changed here; undo the cancel from the Dashboard. See Status.

#Edit, delete or save the client

#Ageing: who is slow to pay

When a client owes you money, an Aging strip under the PDF buttons splits what they owe by how late it is:

Lateness is counted from the invoice's due date, or from the invoice date when it has none. Only unpaid sales are counted; TDS the client deducted is not. The strip is hidden when nothing is owed.

To see ageing for all clients together, use Reports, Outstanding or Party Outstanding.

#Statement and ageing PDFs

Two buttons at the top of an opened client make PDFs you can send them or keep. Each one downloads straight away, and you see "Statement PDF generated" or "Aging report for name downloaded". If you set your own PDF colours in Print Settings, the coloured bands and lines follow them.

#Statement PDF

The client's whole account, like a bank passbook. Send it when a client disputes a bill or asks "how much do I owe?". It contains:

• Your business (FROM) and theirs (BILL TO), with addresses and GSTINs.
• A summary: Invoices, Total Billed, Paid and Outstanding.
• A table with Date, Particulars (number and type), Debit, Credit and Balance, oldest first. Each invoice is a debit. Under it, what was paid against it shows as Payment recd against above, and TDS they deducted as TDS deducted by client, both as credits. A credit note is a credit.
• The running balance after each line, marked Dr (they owe you, in red) or Cr (you owe them, in green), and the CLOSING BALANCE.
• A line for your signature and a note asking them to confirm within 7 days.

It covers all their invoices, from an opening balance of zero. Quotations, proformas, challans and cancelled invoices are left out. Amounts print as "Rs." because the PDF font has no ₹ sign. The file is named like statement-Sharma-Traders-2026-10-29.pdf.

#Aging PDF

Only what is still unpaid, for collection calls. It lists each unpaid invoice with its Invoice #, Date, Due date, Age in days, Total and Outstanding. Amounts more than 60 days old are in red. Below the list, an AGING SUMMARY gives the four groups (0–30, 31–60, 61–90 and 90+ days) and the TOTAL OUTSTANDING. The file is named like Aging-Sharma_Traders-2026-10-29.pdf.

#Importing clients from a spreadsheet

Moving from another program or an Excel list? Import CSV adds many clients at once, one per row.

1. Open the windowClick Import CSV on the Clients screen. The window Import clients from CSV opens.
2. Get the sample fileClick Download sample file. Clients-sample.csv lands in your Downloads folder, with the right column headings and two demo clients.
3. Fill it inOpen it in Excel or Google Sheets. Replace the demo rows with your clients, one per row. Keep the first row (the headings) as it is.
4. Save as CSVIn Excel, File → Save As → CSV UTF-8 (Comma delimited) or CSV (Comma delimited). In Google Sheets, File → Download → Comma-separated values.
5. Choose the fileClick Choose CSV file. Nothing is saved yet: the window shows how many clients are ready and how many are already in your list (skipped).
6. ImportClick Import (such as Import 12). You see "Imported 12 clients", and the new cards appear.

The columns (headings in small or capital letters, in any order):

The sample file looks like this:

Name,GSTIN,Phone,Email,Address,State
Demo Traders,27AAAAA0000A1Z5,9800000001,accounts@demo-traders.example,"Shop 4, Demo Market, Pune",Maharashtra
Sample Studio,,9800000002,hello@sample-studio.example,"12 Sample Street, Kolkata",West Bengal

Clients you already have (same name, any capitals) are skipped, and so are repeats inside the file, so importing the same file twice is safe. Other columns, such as city or PIN, are ignored: add them later with Edit Client. Imported GSTINs are not checked; open the client and click into the GSTIN box and out again to check one.