Create a GST Invoice

A GST-Ready Invoice in iAccounting

Creating a GST invoice in iAccounting is faster than typing one in Word — and the system handles all the GST logic (CGST/SGST vs IGST, tax slabs, HSN codes, e-invoice IRN, e-way bill) automatically.

This guide walks through invoice creation from menu to print, including the smart features most users miss.

Mandatory Fields on a GST Invoice

The CGST Rules specify what every tax invoice must contain. iAccounting enforces these:

1. Name, address, GSTIN of supplier (you)
2. Invoice number (consecutive, unique per FY)
3. Date of issue
4. Name, address, GSTIN of recipient (if registered)
5. Place of supply (state)
6. HSN/SAC for each item
7. Description, quantity, unit, value
8. Tax rate and amount (CGST/SGST/IGST/Cess)
9. Total taxable value
10. Signature (digital or physical)

Step 1 — Open Invoice Form

1. From the dashboard, click "+ New" → "Sales Invoice".
2. Or use the keyboard shortcut: Alt + S.

The form opens with today's date and the next invoice number auto-filled.

Step 2 — Pick the Customer

Start typing the customer name. iAccounting shows matching parties from your master list. If new:

1. Click "+ New Customer".
2. Enter Name, GSTIN, address, state, contact.
3. If GSTIN is entered, iAccounting auto-validates and fetches party name from GSTN.
4. Save → customer is added and selected on the invoice.

Step 3 — Add Line Items

Click "+ Add Item". Three ways to add:

A. Pick from item master

Type item name → select from dropdown. HSN, rate, GST rate auto-fill from the master.

B. Create on-the-fly

Type a new name → click "+ Create New Item". Fill HSN, unit, default rate, GST rate. Saved to master for next time.

C. Bulk import via Excel

For invoices with 20+ lines, click "Import Lines from Excel". Download the template, fill, upload. System validates and adds all lines.

For each line, enter:

• Quantity — supports compound units (e.g., 2 Bags = 600 Pieces if Bag = 300 Pcs)
• Rate — per unit; can be incl. or excl. of GST (toggle at top)
• Discount — flat or % (system handles tax math correctly)

GST amounts compute automatically. Totals update live.

Step 4 — Additional Charges

Below the line items, add:

• Freight — taxable separately if shown distinctly
• Insurance — usually taxable at item rate
• Packing charges — taxable at item rate
• Round-off — auto-applied if you enable it in settings

Step 5 — Apply Discount Schemes

Three discount levels supported:

Step 6 — E-Invoice Generation (Auto)

If your aggregate turnover exceeds ₹5 crore (current threshold; check latest), e-invoicing is mandatory for B2B sales.

Toggle "E-Invoice" ON in invoice settings (one-time). Now every B2B invoice you save:

1. Auto-pushes to NIC (Invoice Registration Portal).
2. NIC generates IRN (Invoice Reference Number) and QR code.
3. iAccounting fetches IRN and QR, embeds them on the invoice PDF.
4. Invoice is now legally valid as e-invoice.

This whole loop takes ~2 seconds. If GSTN is down, the invoice saves locally and auto-retries when the system is back.

Step 7 — E-Way Bill (if needed)

Required when:

• Goods value > ₹50,000 (inter-state)
• Inter-state movement of any value for specified goods
• Some states also require for intra-state above ₹1 lakh

iAccounting auto-detects and prompts you to enter:

• Transporter ID/name and vehicle number
• Distance in km
• Mode (road/rail/air/ship)

Click "Generate E-Way Bill". EWB number returns in ~3 seconds. The 12-digit EWB number is printed on the invoice or as a separate document.

Step 8 — Save & Send

Click "Save & Print". Options:

• Print — standard or thermal printer (POS).
• Download PDF — branded with your logo.
• Email to customer — pre-filled subject/body; auto-attaches PDF.
• WhatsApp share — opens WhatsApp with invoice link.
• SMS link — sends a short link to view/download.

Power-User Tips

Keyboard shortcuts

Recurring invoices

For monthly retainer clients: Save an invoice as "Template" → set frequency (monthly, quarterly) → system auto-creates draft invoices on schedule. Review and send.

Sales return / Credit note

From a saved invoice → click "⋯ More" → "Create Credit Note". Pre-fills all line items; edit quantities being returned. Auto-reports in GSTR-1 CDNR section.

Quotations & sales orders

Pipeline: Quotation → Sales Order → Sales Invoice → Receipt. Each step pre-fills the next. iAccounting tracks pending orders, partial deliveries, and partial payments.

Common Invoice Issues

"GSTIN belongs to a different state"

Customer entered GSTIN doesn't match selected state. Either fix state or correct GSTIN.

"E-invoice generation failed — IRN not generated"

Common causes: invalid HSN, missing transporter info for required cases, GSTN portal downtime. Retry from GST → E-Invoice Queue.

"E-way bill rejected — distance mismatch"

EWB validity depends on distance. System checks consistency; correct distance and resubmit.

"Round-off not appearing"

Enable in Setup → Invoice Settings → Round-off. Pick "Up to nearest rupee" or "0.50 rounding".

What's Next?

• File GSTR-1 with All Your Invoices
• Bank Reconciliation
• Scan Purchase Bills with Mobile