Billing is something every business does daily, and in India it must be GST-compliant. Errors in tax rates, HSN codes or place of supply create problems in returns and with customers. Good billing software prevents these mistakes and saves time.
This is general guidance. Confirm GST requirements for your business with your CA.
Core GST Invoice Requirements
Your software should include the required details on invoices, such as:
- Supplier and recipient names, addresses and GSTINs.
- Invoice number and date, with sequential numbering.
- HSN or SAC codes.
- Description, quantity and value.
- Taxable value and applicable rates.
- CGST and SGST, or IGST, based on place of supply.
- Signature or digital signature.
Features to Check
Correct Tax Calculation
Automatic selection of CGST/SGST or IGST based on the customer's state, with item-wise rates.
E-Invoicing
Businesses above the notified turnover threshold must generate e-invoices through the government's Invoice Registration Portal, which returns an IRN and QR code. Check whether the software can generate e-invoices directly or through an integration, and whether it supports reporting within the required time limits.
E-Way Bills
For movement of goods above notified value limits, e-way bills are required. Integrated e-way bill generation saves time.
Credit and Debit Notes
For returns, discounts and corrections, linked to the original invoice.
Multiple Price Lists and Discounts
Different prices for retail, wholesale and distributors.
Quotations and Proforma Invoices
Convert a quote to an invoice without re-entering data.
Payment Tracking
Record payments, part payments and outstanding balances with reminders.
Multi-Branch and Multi-GSTIN
Separate numbering and GSTINs for branches in different states.
Reports
- Sales registers.
- GST summaries to support return filing.
- Outstanding receivables.
- Item-wise and customer-wise sales.
Accounting Integration
Export to or sync with accounting software such as Tally, so your accountant does not re-enter data.
"Billing software should make compliance automatic, not add another task to your day."
Industry-Specific Needs
- Jewellers: weight, purity, making charges and old gold exchange.
- Manufacturers: batch numbers, job work and dispatch.
- Service businesses: recurring invoices and SAC codes.
- Retail: fast counter billing and barcode scanning.
Common Questions
Is e-invoicing required for all businesses? No. It applies to businesses above the turnover threshold notified by the government. Thresholds and timelines have changed over time, so confirm the current rules with your CA.
Can billing software file GST returns? Many systems prepare summaries and files that support return filing. Filing may be done through the GST portal, a GST suvidha provider or your CA's tools. Check what your software supports.
Do we need different invoice formats for different customers? B2B invoices need the buyer's GSTIN and place of supply details, while B2C invoices have different requirements. Export invoices have their own rules. Good software handles these variations from templates.
How should invoice numbering work across branches? Each GSTIN needs its own sequential invoice series, and many businesses use separate series for different branches or document types. Configure this before you start billing.
ITELLIC Solutions
ITELLIC's CRM includes GST-ready quotations and invoices, and our jewellery software handles GST billing with live metal rates. For specialised needs, we build custom billing and invoicing systems around your process.
Custom Application Development
Software built around your processes, not the other way round.
