Accounting & GST — Overview

The Accounting module is where you invoice customers, collect money, and keep your books and GST in order. This page explains the big picture; the pages that follow cover each screen in detail.

Who can use Accounting

Accountant, Company Admin and the platform Super Admin can do everything here. Sales Executives and Viewers can read invoices only. The module must be switched on in Modules, and the AI pages (Collections, Zaptiz GST) additionally need the AI Suite module.

📷 Screenshot spot — capture this screen and save it as static/img/screenshots/accounting-overview.png, then replace this whole box with the single line:
![Accounting Overview: Order to Cash](/img/screenshots/accounting-overview.png)

The order-to-cash journey

Quotation ──confirm──▶ Sales Order ──▶ Invoice ──▶ Payment
                                        │
                                        ├── Print / Email (tax or proforma)
                                        ├── Pay-Now link + QR (Razorpay)
                                        └── Collections Agent (AI reminders)

1. Sales confirms a quotation, producing a Sales Order (SO-2026-0001).
2. An invoice is raised (INV-2026-0001) — either from the sales order on the Invoices page, or from a delivery on the Dispatch page.
3. The invoice is issued (status Sent). Only issued invoices can receive payments or be chased by the Collections Agent.
4. You get paid in one of three ways:
   • Record a manual receipt (cash, bank transfer, cheque, UPI, RTGS, NEFT) — see Payments.
   • Send a Pay-Now link or QR so the customer pays online into your bank via your own Razorpay account — see Payments & Pay Now.
   • Let the Collections Agent chase it with polite, escalating AI-drafted reminder emails.
5. Everything reports upward — payments feed Cash Flow, invoices feed the P&L and Balance Sheet, and the GST pages compute your GSTR-1 / GSTR-3B.

The screens at a glance

Screen	What it's for
Accounts Dashboard	Morning glance: receivables, overdue, GST payable, cash flow. Accountants land here at login.
Invoices	Raise, issue, print, email and manage customer invoices.
Payments	The receipts register — every rupee received, with printable receipts.
Receivables	Aged debtor list (Current / 1–30 / 31–60 / 61–90 / 90+ days) with one-click Pay, Pay-link and Remind.
Collections	The AI payment chaser — drafts escalating reminders for your approval.
Financial Reports	P&L, Balance Sheet, Cash Flow, Trial Balance — any date range.
GST Reports	Whole-financial-year GST working summary.
Zaptiz GST	The GST co-pilot — portal-shaped GSTR-1/3B, ~20 error checks, deadlines.

Invoice statuses

Status	Meaning
Draft	Created but not issued. Payments can't be recorded and Collections ignores it.
Sent	Issued to the customer — payable and chaseable.
Partial	Some money received; a balance remains.
Paid	Settled in full.
Overdue	Past its due date with a balance outstanding.
Cancelled	Voided.

The three most common mistakes

1. Leaving an invoice in Draft — nothing happens to a draft. Issue it (set it to Sent) so payments and reminders can flow.
2. A customer with no email address — the Pay-link email and every Collections reminder silently become impossible. Fix the customer record first.
3. Line items with a ₹0 price — totals will be understated. The app warns you before print/email ("N items have no unit cost"), but it's better to fix the price.

Where the numbers come from

• Document numbers reset each year: INV-2026-0001, SO-2026-0001, QT-2026-0001.
• GST on invoices is calculated automatically: intra-state sales split into CGST + SGST (half each); inter-state sales charge IGST in full.
• Amounts across the module use Indian abbreviations: ₹K (thousand), ₹L (lakh), ₹Cr (crore).