| Role | View | Generate | Finalize | Record payment | Void | Counter sale |
|---|---|---|---|---|---|---|
| Owner | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed |
| Manager | Allowed | Allowed | Allowed | Allowed | Not allowed | Not allowed |
| Operator | Allowed | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed |
| Accountant | Allowed | Not allowed | Not allowed | Allowed | Not allowed | Not allowed |
| Delivery | Allowed | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed |
| Sales | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed | Allowed |
Overview
An order is packed and out the door — now it needs a proper GST bill. Neev turns the order into a tax invoice in one click: line items, HSN, CGST/SGST or IGST, and a running invoice number are all filled in for you. You lock it, record the money as it comes in, and hand the customer a clean PDF. No retyping into Tally, no hand-numbered bill book.
Where to find it
On the web, open Invoices from the sidebar — the list lives at /invoices, and each bill opens at /invoices/[id] with the full tax-invoice layout, payment panel, and activity log.
Who sees the sidebar link: Owner, Manager, Operator and Accountant. Sales does not get the invoice list — a sales rep bills only through the mobile Quick bill screen (/m/sales/bill). Delivery sees only the invoice attached to a delivery, nothing more.
Key concepts
- Invoice status — every invoice carries one status: draft → finalized → paid, with voided as a side exit. Each step has a guard, so you can't skip ahead.
- Finalize — locking a draft. Once finalized the bill is the document of record; a PDF is generated and stored automatically.
- — the Invoice Reference Number that comes back from the GSTN portal when you raise an e-invoice. Neev stores the IRN, acknowledgement number and QR code on the bill.
- Counter sale — a walk-in cash/UPI sale. Checkout creates a fully-paid invoice and records the payment in a single step.
- CGST/SGST vs IGST — Neev reads your GSTIN state code against the customer's: same state splits tax into CGST + SGST, different state charges IGST.
Common workflows
Open the packed order and hit Generate invoice. Neev pulls every line, looks up the HSN rate, computes GST, and assigns the next invoice number. The bill opens as a draft.
Review the draft, then Finalize. The status moves to finalized and a PDF is stored — that's the copy you send the customer.
On a finalized bill, trigger Generate e-invoice. Both your GSTIN and the customer's GSTIN must be on file. On success the IRN, ACK number and QR code land on the invoice; the e-INVOICE IRN panel shows them.
From the invoice, hit Record payment. Once it is fully settled the status moves to paid and the panel shows Settled.
On mobile, open Quick bill (/m/sales/bill), add items, pick cash / UPI / cheque, and check out. One tap creates a paid invoice with the tender already recorded.
Role notes
The invoice lifecycle is split on purpose: operations raises and locks the bill, finance collects the money, and the irreversible action — voiding — sits with the owner alone.
- Owner can do everything below, including void.
- Manager can generate, finalize and record payment, but cannot void an invoice — that is reserved for the owner.
- Accountant owns collections: record payment and generate the PDF. The accountant does not raise invoices — no generate, no finalize — and cannot void. They also cannot trigger the e-invoice IRN.
- Operator and Delivery are view-only — they can open an invoice but change nothing.
- Sales has no access to the invoice list at all. The only invoice a sales rep can create is a counter sale through mobile Quick bill.
| Role | View | Generate | Finalize | Record payment | Void | Counter sale |
|---|---|---|---|---|---|---|
| Owner | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed |
| Manager | Allowed | Allowed | Allowed | Allowed | Not allowed | Not allowed |
| Accountant | Allowed | Not allowed | Not allowed | Allowed | Not allowed | Not allowed |
| Operator | Allowed | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed |
| Delivery | Allowed | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed |
| Sales | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed | Allowed |
Tips & time-savers
At the counter, skip the whole draft → finalize → pay dance. Open Quick bill on your phone, add the items, tap cash or UPI, and check out — Neev writes a fully-paid GST invoice and records the tender in one go. The GST per line is computed for you.
You don't need to make a PDF by hand: finalizing a bill generates and stores the PDF automatically, ready to download or send.
Gotchas
You can't invoice an order too early. Generate only works once the order is packed or later — try it on a draft or confirmed order and Neev blocks you with "Order must be packed or later."
A paid invoice cannot be voided. Void is for cancelling a mistake before money lands — once the bill is paid, voiding is blocked. To reverse a paid sale, raise a credit note instead. Voiding is also owner-only and irreversible, so check the bill before you pull the trigger.