BillSetu – User Guide

Key Features and Highlights

1. Real-Time WYSIWYG Invoice Builder: BillSetu offers a real-time WYSIWYG (What You See Is What You Get) builder, allowing users to create invoices with a live side-by-side preview. As users edit invoice details, they can instantly view how Invoices, Credit Notes, and Debit Notes will appear in the final document.
   
2. Smart GST & Statutory Compliance: The system automatically ensures GST compliance by intelligently identifying Taxable and Non-Taxable invoices. It calculates IGST or CGST/SGST based on the Place of Supply (POS) and also supports the Reverse Charge Mechanism (RCM) where applicable. 
3. Dynamic UPI QR Codes: Invoices generated in BillSetu automatically include dynamic UPI QR codes with the exact payable amount, enabling faster, convenient, and error-free payment collection for clients.
   
4. Custom Professional Branding: Users can personalize their billing documents with custom theme colors, firm logos, and digital signatures to maintain professional branding. If branding elements are not configured, the system automatically applies the standard CA Authentic Logo as a fallback to maintain document authenticity. 
5. Automated Client Synchronization: Client data is automatically synchronized from the Spectrum Cloud platform, ensuring consistent client information across modules. Additionally, historical invoicing records remain preserved even if a client is later removed from the primary client directory. 
6. Comprehensive Client Ledger & Dashboard: BillSetu provides a centralized dashboard that offers complete financial visibility at both firm and client levels. Users can track key financial metrics such as:
1. Total Billed Amount
2. Amount Received
3. Opening Balances
4. Net Exposure
   This helps firms monitor outstanding receivables and overall billing performance. 
7. One-Click Document Sharing: Invoices can be instantly shared with clients through:
1. WhatsApp
2. Professional PDF invoices
   This enables quick and seamless document communication.
8. Integrated Payment Tracking: BillSetu allows users to record partial or full payments against invoices. Based on the recorded payments, the system automatically updates the invoice status to:
1. Unpaid
2. Partially Paid
3. Paid
   This ensures accurate tracking of receivables.
9. Secure Audit Trail & Cancellation Workflow: To maintain financial accuracy and audit integrity:
1. Issued invoices cannot be deleted.
2. Recorded payment entries are protected from deletion.
   
3. Draft invoices can be deleted before they are issued.
   If an invoice needs to be invalidated, a structured cancellation workflow is provided, requiring users to select a mandatory cancellation reason.
10. GSTR-1 Ready Export: Users can export the complete invoice ledger in Excel format, structured to support GSTR-1 filing requirements, simplifying GST compliance and reporting.
11. ICAI Fee Guidelines Integration: BillSetu provides a direct in-application reference to ICAI recommended fee guidelines, helping professionals standardize service pricing and maintain industry-aligned billing practices.

Application URL: https://www.billsetu.ai/

YouTube Demonstration: https://www.youtube.com/watch?v=tUoBTlx848Q&t=27s

Dashboard

1. Total Billed Amount
   
2. Total Amount Received
   
3. Net Exposure
   
4. Average Bill Size
   
   
   

      

Period Selection

1. Current Month
   
2. Previous Quarter
   
3. Current Financial Year
   
4. Custom Date Range
   
   
   

Quick Raise

1. Create Invoice
   
2. Issue Credit/Debit Note
   
3. Add Client
   
   
   

Recent Drafts

The Recent Drafts section displays recently created documents that are saved in draft mode. Users can quickly access and complete pending invoices or notes from this section.

      

Recent Invoices

1. View invoice details
   
2. Record payment entries
   
3. Cancel invoices if required
   

      

Invoice View

1. Preview the invoice
   
2. Share the invoice via WhatsApp
   
3. Send email reminders to clients
   
4. Download the invoice to the local system
   
   
   

1. Invoice Amount
   
2. Outstanding Balance
   
3. Payment Status
   
4. Invoice / CNDN Status
   
   
   

The Actions section enables users to perform the following actions:

1. Mark a record as Cancelled
   
2. Record Payment Entries
   
3. Issue Credit/Debit Notes
   
4. Share records via WhatsApp
   
5. Send Payment Reminders
   
   

Using the Download Report option, users can download the complete invoice ledger for a selected period in Excel format.

      

Note:

1. RCM Selection: The RCM option will be automatically selected if the RCM toggle is enabled in the Document Settings section.
2. Editable Amount Field: The Amount field is editable. By default, the amount is populated from the Service Catalog. However, users may modify the amount as required. Any such modification will apply only to the current invoice and will not affect the master service configuration.
3. Auto-Populated Drop-Down Fields: The drop-down fields available in Client Details, Services & Items are automatically populated based on the respective master records configured in the system.

Financial Summary

The Financial Summary section allows users to apply discounts to invoices.

Discounts can be applied in the following formats:

1. Percentage-based discount
   
2. Flat amount discount
   

Finalization

The Finalization section allows users to provide additional invoice details including:

1. Issued By / Signatory Information
   
2. Notes
   
3. Remarks
   

After completing the invoice details, the document can be:

1. Saved as Draft, or
   
2. Issue Invoice
   
   
   

A Live Invoice Preview is displayed on the right side of the screen to review the document before issuing it.

Credit & Debit Notes

The Credit & Debit Notes module allows users to manage adjustment notes.

Users can filter records by selecting:

1. All Notes
   
2. Credit Notes
   
3. Debit Notes
   
   

Note: Users can conveniently generate standalone Credit Notes or Debit Notes from this screen.

Credit/Debit Note Builder

To create a new note, click the Issue Note button available on the right panel.

      

The Note Builder screen is used to create Credit or Debit Notes.

Steps to create a note:

1. Select the Note Type (Credit or Debit)
   
2. Select or add the Client
   
3. Enter the Reason or Basis for issuing the note
   
4. Add Line Items as required
   
   
   

The Reverse Charge Mechanism (RCM) can be enabled or disabled using the toggle option.

After completing the details, the note can be:

1. Saved as Draft, or
   
2. Issued
   

A Live Preview of the note is available for verification before final submission.

Client Directory / Add Client

To add a new client to the application:

1. Click Add Client from the Quick Raise section under Dashboard.
   
2. Enter the required client details.
   
   
   

To ensure accurate ledger creation, either PAN or GSTIN must be provided.

Clients can also be added from the Client Directory available on the left navigation panel.

      

This section displays all existing or synchronized clients from the KDK platform. Users can:

1. View client details
   
2. Modify client information
   
3. Access the client ledger
   

If a client has an opening or closing balance, it can be updated while creating or editing the client record.

Client Ledger

The Client Ledger provides a detailed summary of all transactions associated with a specific client.

Users can access the ledger by clicking the Ledger button corresponding to the client. The ledger displays:

1. Opening Balance
   
2. Transaction History
   
3. Closing Balance / Outstanding Amount
   
   
   
   

Transactions can also be filtered based on a selected date range.

Service Catalog

The Service Catalog provides a consolidated view of all services saved within the application.

      

      

1. Service Name
2. HSN/SAC Code
3. GST Rate (%)
4. Standard Fee for the Service
   
   
   

Practice Settings

      

Firm Details

1. Firm Name/Legal Name 
   
2. Contact Number
   
3. Email
4. GSTIN
   
5. PAN
   
6. Registered Address
   
   
   
         

Note: The above details will be printed on all Invoices and Credit/Debit Notes. Therefore, it is important to ensure that the information entered is accurate and up to date. 

Bank & Payment Details

1. Bank Account Details
   
2. UPI IDs
   
   
   

Branding

1. Theme colours
   
2. Firm logo
   
3. Authorised signature
   
   
   

Document Settings

1. Invoice Prefix
   
2. Credit/Debit Note Prefix
3. Starting Serial Number
4. Reverse Charge Mechanism (RCM) configuration - If enabled, the RCM option will be available and can be applied while generating Invoices and Credit/Debit Notes.
5. Default Credit Period (in days) - Once configured, the Due Date for invoices will be automatically calculated based on the defined credit period.
6. Additional Terms & Conditions applicable to invoices and notes
   
   
   

Profile Details

1. View Profile Details
   
2. Check Subscription Information
   
3. Sign Out of the application