Dashboard

#At the top

The Dashboard is the first screen you see. It lists every invoice of the business selected in the sidebar, with the totals above and the actions on each row. If you run more than one business, switch business in the sidebar and the Dashboard shows only that business's invoices straight away. An old invoice that cannot be matched to any business is shown under every business, so nothing is ever hidden.

The count beside the title (for example 42 invoices) is every document of that business: tax invoices, quotations, proformas, challans, credit notes and cancelled invoices too. The buttons on the right:

From top to bottom the screen then shows: the welcome note and the Getting started list (new users only), the support card, the red overdue banner (only when something is overdue), the four totals, the low-stock strip (only when a product is running low), and the invoice list with its filters.

#The welcome note

A new install shows a large note at the top: Welcome to Reazix Billing. It says the app is yours for life with one payment, your data stays on your own computer and works offline, your purchase includes 3 years of updates, and help is one email away.

It shows only while the business has fewer than 10 documents.

#The Getting started list

A new install also shows four things to do before the app is really useful. Each one ticks itself off when it is really done (the app checks what is saved, not whether you opened a screen), and has a button that takes you there. The top right shows how many are done, such as 2 of 4 done.

1. Business detailsIn Settings, Company details, fill in your business name, address, state and GSTIN (your 15-character GST number). They print on every invoice.
2. ProductsAdd what you sell once, with its HSN code (goods) or SAC code (services) and GST rate. Then you pick it from a list instead of typing it on every invoice. See Adding a product.
3. Bank and UPIAdd your bank account or UPI ID in Settings, Bank accounts and UPI. Invoices then show where to pay, with a UPI QR code the client can scan.
4. First invoicePick the client, add the items, and the GST is worked out for you. See Your first invoice.

The list disappears by itself once all four are done. ✕ at the top right hides it for good on this computer even if steps are left. Read the 5-minute guide at the bottom opens this documentation in your browser.

#Overdue invoices and reminders

An invoice is overdue when its due date has passed and it is not fully paid. Each time the Dashboard opens, every Unpaid or Partial tax invoice, bill of supply or composition bill whose Due Date is before today is marked Overdue for you. Quotations, proformas, challans and credit notes are never overdue, and neither is a cancelled invoice or one with no due date.

When at least one invoice is overdue, a red banner shows above the totals, for example 3 overdue invoices — ₹41,300 outstanding. The amount is what is still owed on them (less any TDS the client deducts); foreign-currency invoices are added after a +, never mixed with rupees.

• Click anywhere on the banner (or View all →) to set the Status filter to Overdue, so the list shows only those invoices. Set the filter back to All Status, or click ✕, to see everything again.
• Remind All opens the Send Payment Reminders window.

Each overdue row in the list has a light red background, and under its status it says how many days late it is, such as 12d overdue.

#Send Payment Reminders

Remind All on the red banner opens this window. It lists every overdue invoice on its own line: the client, the invoice number, the balance still owed in red (or Overpaid ₹… in blue if the client paid too much), and the client's phone number when one is saved.

1. Pick a clientClick Remind on their line.
2. WhatsApp opensIn a new tab, with the client's chat and a polite message already written, such as "Hi Sharma Traders, this is a gentle reminder that Invoice INV/0012 for ₹11,800 was due on 5/9/2026. Kindly arrange the payment at your earliest convenience. Thank you! - Your Business".
3. Send itCheck the message and press send in WhatsApp. Come back to the app tab and click Remind for the next client.

The message suits the situation: if part is paid, it asks for the balance and mentions the invoice total; if the due date has passed, it gives the due date. An invoice with nothing left to pay is not sent a reminder (you see "This invoice has no outstanding balance — no reminder to send"). Close closes the window.

The phone number comes from the invoice, or else from the saved client with the same name in Clients. If there is none, WhatsApp opens without a contact and you choose the chat yourself.

#The four totals

The four cards under the banner add up your sales. They cover only the business selected in the sidebar, and only real sales:

• Tax invoices, bills of supply and composition bills count.
• Credit notes are subtracted (money given back to clients).
• Quotations, proforma estimates and delivery challans are left out: they are not sales yet.
• Cancelled invoices are left out.

The totals are for all years together and do not follow the filters on the invoice list. For one month, quarter or year, use Reports or GST Returns. Sales in a foreign currency get a line of their own on each card (for example ₹4,25,000 and $1,200), never added to rupees. A card shows — when there are no sales yet.

#Total Invoiced

The grand total of your sales, including GST: the final amount printed on each invoice, added up, less credit notes. It is what you have billed, not what you have received.

When you bill in more than one currency, each currency has its own line, and a small line under them gives ≈ ₹ in all: every invoice in rupees at its own exchange rate. Invoices without a rate are left out of that line and counted beside it.

#Tax Collected

The GST on those sales: CGST + SGST (or UTGST) on sales within your state, IGST on sales to other states, and cess, less the GST on credit notes. This is tax you collected for the government, not your income. Bills of supply and composition bills carry no GST, so they add nothing here. For what you actually have to pay after input tax credit (ITC, the GST you paid on purchases), see GSTR-3B.

#Outstanding

What clients still owe you: for every sale not marked Paid, the invoice total less any TDS the client deducts (see TDS and TCS), less what has been received. An overpaid invoice counts as zero here, not as a minus. Credit notes are not taken off this card. To see who owes what and for how long, use Reports, Outstanding & Aging or a client's account.

#Invoices

How many sales documents the totals are made of: tax invoices, bills of supply, composition bills and credit notes, not cancelled. It is usually smaller than the count beside the Dashboard title, which also counts quotations, challans and cancelled invoices.

#Low stock

If low-stock alerts are on in Settings (they are on to start, with a limit of 5), every product whose stock is at or below your limit is listed in one line under Low stock (n), where n is how many there are. Each shows the product name, its HSN code if it has one, and either Out of Stock in red (0 or less) or Stock: 3 in amber.

When the list is wider than the screen, it scrolls past slowly like a news ticker; point at it with the mouse to stop it. A short list stays still. If your computer is set to reduce motion, it does not move and you scroll it sideways instead. Click any product to open Products and restock it.

The strip disappears when no product is low, or when alerts are turned off. The limit is one number for all products; change it in Settings. How stock goes up and down is explained in How stock is counted.

#Finding an invoice

The Invoices card lists every document of the business, newest first. Above the list are the filters. They work together: for example "Overdue" and "FY 2026-27" shows only this year's overdue invoices.

What you see on a row:

• A green IRN beside the invoice number: the invoice is registered on the e-invoice portal. Point at it to see the IRN.
• A yellow note icon beside the client: the invoice has a private note (never printed). Point at it to read it.
• A small currency code such as USD beside the amount: an invoice in a foreign currency.
• Paid: how much has been received so far, or — when nothing has.
• A light red row: overdue. A light blue row: ticked.

"No invoices yet." with a Create Invoice button means the business has none. "No invoices match your filters." means the filters hide them all: click ✕.

#Choosing the columns

Columns at the right end of the filters opens Pick columns to show. Tick or untick:

The Paid column and the tick boxes are always shown. Your choice is remembered on this computer and browser. Click Columns again to close the list. On a narrow screen, hiding a few columns saves sideways scrolling.

#Status

Each sale is Unpaid, Partial (part paid), Paid, Overdue or Cancelled, shown in a coloured dropdown on its row. Recording payments sets it for you: nothing received is Unpaid, some is Partial, the full balance is Paid. Each time the Dashboard opens, unpaid and part-paid invoices past their due date become Overdue, and the row shows how many days late they are.

You can also change it yourself from the dropdown:

Only sales get paid, so only Tax Invoices, Bills of Supply and Composition bills have this dropdown. Quotations, proformas and delivery challans show Open, or Converted once turned into an invoice; credit notes show Issued. A cancelled one shows Cancelled; Undo cancel is with its actions.

#Recording a payment

When a client pays you, by UPI, bank transfer, cash or cheque, record it against the invoice. The status then changes for you, a receipt is made, and the payment appears in Receipts, the client's account and Outstanding.

1. Open itClick the green ₹ button on the invoice's row. The Record Payment window opens. Its top line shows the invoice number, the Total, what is Paid so far, and the Balance (in red while something is owed, green when nothing is).
2. Amount ReceivedType the amount received. The box shows the balance as a hint; for a full payment, type that amount.
3. Payment DateToday to start. Change it if the money came on another day.
4. Payment ModeBank Transfer (to start), UPI, Cash, Cheque, Card or Other.
5. Note (optional)The UTR or UPI transaction ID, the cheque number, or anything that helps you match it later.
6. Record itClick Record Payment. You see "Payment of ₹… recorded", the status becomes Partial or Paid, and the payment receipt opens, ready to print.

Cancel, or a click outside the window, closes it without saving.

TDS. If the invoice already shows TDS (see TDS and TCS), the balance here is already less that TDS, and paying that balance makes the invoice Paid. If the client deducted TDS the invoice does not show, record it here: see TDS when recording a payment.

Overpayment. If the amount is more than the balance, you are asked Record as overpayment?. Yes, record overpayment keeps the extra as the client's credit, to use on their next invoice. The window then shows Overpaid in blue instead of a balance.

Cancelled invoice. A cancelled invoice cannot take a payment: you see "This invoice is cancelled. Change its status back before recording a payment." Undo the cancel first. On a cancelled or converted document that already has payments, the ₹ button is called Payment history and opens the same window so you can see, reprint or fix them.

#Payments from abroad

On an invoice billed in another currency (for example US dollars), the Record Payment window has an extra, optional box, Received from abroad:

The window shows the rate this works out to. The rupees and the FIRC number are saved with the payment and its receipt, and show in the payment history. They do not change the invoice or its GST figures, which stay at the invoice's own exchange rate.

The Client deducted TDS box is not offered for a client outside India: foreign clients do not deduct Indian TDS.

#TDS when recording a payment

A business client often pays less than the invoice because it kept back income-tax TDS (for example 10% of the value before GST for professional fees under 194J) and deposited it against your PAN. Record that TDS so the invoice shows Paid instead of Partial for ever.

On an Indian tax invoice, bill of supply or composition bill that does not already show TDS, the Record Payment window has a box Client deducted TDS:

1. Tick itTick Client deducted TDS. A section list and a rate box appear.
2. Section and ratePick the section the client used (it is on their payment advice or TDS certificate). The usual rate fills in; type another if needed. The line below shows the TDS amount and what the client now owes in all.
3. Amount ReceivedType what actually reached your bank. Or leave it empty to record only the TDS, if you already recorded the payment.
4. Record itClick Record Payment. The TDS is saved on the invoice (as if you had ticked TDS under Customize), so it is owed only its Net Receivable, and it appears in Reports, TDS & TCS for checking against your Form 26AS.

Example. Invoice ₹1,18,000 (₹1,00,000 + 18% GST). The client pays ₹1,08,000 and deducts ₹10,000 TDS under 194J. Tick Client deducted TDS, pick 194J at 10%, type 1,08,000 and record it: the invoice is Paid.

To change or remove the TDS later, open the invoice and change TDS under Customize.

The TDS you record here stays as recorded. Opening the invoice later and saving it again no longer works it out afresh (for 194Q the ₹50 lakh threshold could turn it into zero). If you change the TDS section or rate on the invoice, it is worked out again from the new rate.

#Payment History

Once an invoice has payments, the Record Payment window lists them under Payment History: date, amount, mode and note. Each line has three buttons:

After any change the paid amount and the status are worked out again: deleting the only payment makes the invoice Unpaid again (or Overdue the next time the Dashboard opens, if the due date has passed).

#Edit Payment

The pencil on a payment opens Edit Payment, showing the invoice number and total. Change the Amount, Date, Mode or Note / reference and click Save changes; Cancel or ✕ closes it without saving. Use it to fix a typing mistake instead of deleting and recording again.

If the new amount takes the total received above the invoice total, you are asked Save as overpayment? first. The receipt in Receipts is updated to match, and keeps its receipt number. A payment made by choosing Paid from the status dropdown becomes an ordinary payment once you edit it, so choosing Unpaid later no longer removes it.

#The payment receipt

A receipt is the paper you give a client to say you have received their money. It opens by itself after Record Payment, and again from Receipt under Payment History. It shows:

• Your business name, address, GSTIN, phone and email, as saved on the invoice.
• PAYMENT RECEIPT, with the Receipt No. (such as RCPT-LZ8K2M4A), Payment Date, Against Invoice, Payment Mode and the Ref / Note if you gave one.
• "Received with thanks from" the client's name, address and phone.
• The Amount Received, and for rupees the amount in words.
• The Invoice Total, Total Paid so far, and the Balance still owed (or Overpaid by how much).
• Lines for the customer's signature and yours, and when it was recorded.

Print Receipt prints only the receipt, on A5 paper (half of A4); in the print window choose your printer, or Save as PDF to send it on WhatsApp or email. Close closes it. Every receipt is also listed on the Receipts screen.

#What you can do with an invoice

The row shows the actions you use most as buttons. The rest are in the ⋯ menu at the end of the row; it closes with Esc or a click elsewhere, and the arrow keys move through it.

A cancelled invoice keeps only View, Duplicate and Undo cancel. A quotation, proforma or challan already converted keeps only View and Duplicate, so it cannot be changed or converted twice. Opened, either one is read-only: you can download or print it, not change it. Payments they already have stay viewable from the ₹ button.

#The print preview

The Print preview window shows an invoice exactly as it will print, on the paper size chosen for it, with the same design, logo, QR code and totals. A cancelled invoice shows CANCELLED across it, and an invoice with an IRN shows the IRN and QR code. It opens in three places:

• From the 👁 View button on a Dashboard row, for any invoice, to check it without opening the editor.
• From Full view in the Live preview bar while you make or edit an invoice, on any paper size. See The live preview.
• From Print on the invoice screen when the invoice is on a receipt (thermal) paper size. On A4 and other sheet sizes, Print goes straight to your browser's print window, which has its own preview. See also the thermal print preview.

The line under the title names the paper, such as A4 — click Print to send to your printer.

#Sending an invoice by WhatsApp or email

WhatsApp (in the ⋯ menu) sends a message with the invoice number, date and due date, client, total, what is paid or still due (or "FULLY PAID"), the status, and your business name.

• On a phone or tablet (Chrome or Safari): the app makes the PDF and opens your phone's share menu with it attached. Pick WhatsApp and the client.
• On a computer: WhatsApp does not let any website attach a file. So the client's chat opens in a new tab with the message, using the phone number saved for them, and the PDF is downloaded to your Downloads folder. Drag that PDF into the chat and send. If no number is saved, choose the contact in WhatsApp yourself.

Email opens your email program (Outlook, Windows Mail, Gmail if set as your mail app) with the subject Invoice INV/0012 - ₹11,800, a short "Dear …" message with the same details, and the client's email address filled in when the invoice or the saved client has one. Email links cannot attach files, so attach the PDF yourself: download it first with Save & Download on the invoice screen, or tick the invoice and use One merged PDF.

#Cancelling an invoice

Under GST an invoice number, once issued, must stay in your books, so an issued invoice is cancelled, never deleted. Cancel one that was made by mistake, or for a sale that did not happen. (If goods came back after a real sale, issue a credit note instead.)

1. Choose Cancel invoiceIn the ⋯ menu on the row, click Cancel invoice. (Choosing Cancelled in the status dropdown does the same at once, without asking.)
2. ConfirmThe window Cancel this invoice? explains what happens, and that you can undo it with the Undo cancel arrow among the row's actions. Click Cancel invoice to go ahead, or close it to keep the invoice.
3. DoneYou see "Invoice cancelled & stock restored". The row shows Cancelled in grey.

A cancelled invoice keeps its number but no longer counts in totals, reports or GST returns, and any stock it used goes back. If you saved or printed its PDF, the copy in the Saved Invoices folder gets CANCELLED across every page. It is never shown as overdue, and cannot take a payment.

To undo it, click the Undo cancel arrow among the row's actions and answer Yes, undo. It goes back to Unpaid, Partial or Paid, from its payments, the stock is taken out again, and its saved PDF is put back exactly as it was.

#Importing and exporting invoices as CSV

For moving many invoices in from Excel, Tally or another program, including old invoices from before you started using the app, or out to your CA, in one go. A CSV file is a plain spreadsheet file that Excel and Google Sheets can open and save.

1. Open itClick CSV import / export at the top of the Dashboard. The window Sales invoices: CSV import / export opens.
2. Start from the templateTemplate downloads Sales-import-template.csv with the right columns and one example invoice of two items. Open it in Excel or Google Sheets, replace the example with your invoices, and save it as CSV (Comma delimited).
3. Fill in your invoicesOne row per item; an invoice of three items is three rows with the same invoice number. Write the client name and invoice date on each invoice's first row. The table below says what goes in each column. Save as CSV again when done.
4. Choose the two optionsTake sold quantities out of product stock (off to start): tick it for new sales; leave it off for old invoices whose stock you have already counted. Add new clients to Clients (on to start): clients not yet saved are added to your client list. A client is found by its GSTIN first: a row with a saved client's GSTIN goes to that client under its saved name, even if the name in the file is spelt differently, so no duplicate is made.
5. Choose the fileChoose CSV file reads it and shows what will happen before anything is saved: the file name, how many invoices are ready, how many already exist and will be skipped, how many new clients there are, any warning about dates, and every invoice with a problem.
6. ImportClick Import (it shows the number ready, such as Import 25). It says "Importing…" while it works, then a message such as "25 invoices imported · 2 already there, skipped". The list refreshes by itself.

Export all as CSV downloads every invoice of this business, oldest first, in the same columns as the template (cancelled invoices are left out), as Sales-invoices-YYYY-MM-DD.csv. You can edit that file and import it into another copy of the app.

How to fill the file. One row per item. Rows with the same invoice number make one invoice; give the client, date and other invoice details on the first row (later rows may leave them blank). Column names are matched loosely, so Qty or Quantity, GSTIN or Client GSTIN, Customer or Client Name all work. Dates can be 2026-10-01, 01-10-2026 or 01/10/2026 (day first, as in India).

GST, CGST + SGST or IGST and the totals are worked out exactly as on the invoice screen. Imported invoices start Unpaid, in rupees. An invoice number that already exists is skipped, never overwritten. Two different invoices with the same number (for example, numbering that restarts each year) are refused: give one of them its own number.

#Printing many invoices as one PDF

The Quick print row above the list combines invoices into one PDF file, without ticking anything. It uses the list as it is filtered now, so set the filters first: for example From 1 October To 31 October, then All shown gives October's invoices for your CA.

The number in brackets is how many will go in. Each invoice starts on a new A4 page; a long one takes as many pages as it needs. For more than five invoices, a message shows how far it has got; for more than 100 you are asked first, as it can take a minute. The file reazix-invoices-25-2026-10-31.pdf lands in your Downloads folder, and a message says how many were included.

#Ticking several invoices

Tick the box at the start of each row, or the box in the header to tick every row in the list as filtered. For a set of dates, such as one month, fill in From and To in the filters first, then tick the header box. A blue bar appears above the list with how many are ticked, such as 3 selected, and these buttons:

Changing any filter or the search clears the ticks, so you never act on invoices you can no longer see. When some fail to save, a message says how many were updated and how many failed; try those again.

#E-invoicing from the Dashboard

E-invoicing is only for businesses whose yearly turnover has crossed ₹5 crore: their B2B invoices must be registered on the government's e-invoice portal, which gives each one an IRN (Invoice Reference Number) and a signed QR code. If that is not you, leave it off. When E-invoicing (IRN) is on in Settings, Features, the Dashboard gets two extra buttons:

1. E-invoice JSONTick the invoices to register and click E-invoice JSON in the bar. A JSON file downloads with every invoice that passed the checks. Upload it on einvoice1.gst.gov.in (e-Invoice, Bulk Upload).
2. Import IRNDownload the result file from the portal, then click Import IRN at the top of the Dashboard and choose it. Each IRN is saved on the invoice with the same number, date and GSTIN, and you see "IRN saved on 3 invoices. It now prints on them." Nothing else on the invoice changes.

Invoices left out of the file, or IRNs that could not be matched, are listed in a window with what to fix for each (for example a client with no GSTIN, an item with no HSN code, or an invoice that already has an IRN). Fix them and export again. Registered invoices show a green IRN beside their number on the Dashboard. The full rules and checks are in E-invoicing (IRN).