👋 Welcome to FinanceBook

A complete GST-ready business finance platform for Indian businesses. Manage your entire sales cycle, inventory and invoicing from one dashboard.

🛒

Sales Management

Quotations, Sales Orders, Invoices with full GST breakdown and status tracking

📦

Inventory Control

Track items, stock levels, low-stock alerts, full movement history

🧾

GST Invoicing

Auto-split CGST & SGST, print-ready GST invoices, instant calculations

📧

Email Quotations

Send PDF quotations by email with a secure one-click Accept button

👥

Customer Directory

Store GSTIN, PAN, addresses, contacts — instantly searchable

📈

Reports & Dashboard

Revenue overview, unpaid invoices, low stock alerts on dashboard

🚀 Quick Start — Your First Invoice in 5 Steps

1

Set up your company

Go to Administration → Settings — enter company name, GSTIN, address.

2

Add items

Go to Inventory → Items — add products with price and GST %.

3

Add a customer

Go to Sales → Customers — enter name, phone, email, GSTIN.

4

Create a Quotation

Go to Sales → Quotations → New Quotation — pick customer and add items. Totals auto-calculate.

5

Send & Invoice

Click ✉️ to email the quotation with PDF. Once accepted, raise an Invoice and mark Paid.

💡 Navigate using the left sidebar

Click 🛒 Sales, 📦 Inventory, 🧾 Invoices, 📧 Email & PDF or ⚙️ Settings to expand each section and explore the docs.

👥 Customers

Your customer directory is the foundation of every sale. Every quotation, invoice, credit note and payment is linked to a customer record.

Adding a Customer — Step by Step

1

Go to Sales → Customers

Click the + Add Customer button at the top-right of the page.

2

Enter the customer name

This is the only required field. Use the full legal business name exactly as it appears on their GST certificate — it will print on all invoices and PDFs.

3

Fill in contact details

Add phone, email, and address. These auto-fill into quotation emails and Bill To sections on PDFs.

4

Enter GSTIN if the customer is GST registered

The 15-digit GST number prints on all invoices. Required for your customer to claim Input Tax Credit on purchases from you.

5

Save

Customer gets an auto-code like C-0001 and is instantly available in all dropdowns across Sales, Invoices, and Payments.

Every Field Explained

Field	Required?	What to Enter	Where It's Used
Customer Name	Required	Full legal business name or individual's name. E.g. Raj Traders Pvt Ltd	All documents, email subject line, dropdown search
Phone	Optional	Mobile or office number. E.g. 98400 12345	Customer directory, your reference
Email	Optional	Customer's billing email. E.g. accounts@rajtraders.com	Auto-fills in the Send Email modal when you email a quotation
GSTIN	Optional	15-character GST number. E.g. 33AABCR1234M1ZX (Tamil Nadu starts with 33)	Printed on invoice PDF — needed for customer's ITC claim
PAN	Optional	10-character PAN. E.g. AABCR1234M	Business records and compliance reference
Address	Optional	Street address of customer's billing office	Bill To section on all invoice and quotation PDFs
City	Optional	E.g. Chennai	Bill To on PDFs, searchable in customer list
State	Optional	E.g. Tamil Nadu	Used for GST jurisdiction (intra-state = CGST+SGST, inter-state = IGST)

Real Example — Complete Customer Record

Field	Value
Customer Name	Raj Traders Pvt Ltd
Customer Code	C-0001 (auto-assigned)
Phone	98400 12345
Email	accounts@rajtraders.com
GSTIN	33AABCR1234M1ZX
PAN	AABCR1234M
Address	45, Anna Salai, T. Nagar
City	Chennai
State	Tamil Nadu

GSTIN — Why It Matters

The GSTIN is the most important field after the customer name. Here is exactly why it matters for both you and your customer:

✅ Customer HAS GSTIN

GSTIN prints on the invoice PDF
Customer can claim Input Tax Credit on GST they paid you
Your invoice is legally valid for B2B transactions
Required for GST returns filing by your customer

⬜ Customer has NO GSTIN

Leave GSTIN blank — it simply won't print on PDF
This is a B2C transaction — end consumer
Invoice is still perfectly valid
Customer cannot claim ITC (they're not GST registered)

💡 How to Verify a Customer's GSTIN

Go to gstin.gov.in or mastergst.com → enter the GSTIN → verify the business name matches. Takes 10 seconds and protects you from fake GSTINs.

Searching Customers

The search bar on the Customers page finds matches across all these fields simultaneously:

Name Phone Email City GSTIN

💡 Examples

Type "raj" → finds Raj Traders, Raj Kumar, Rajagopal Industries
Type "33AAB" → finds customer by partial GSTIN
Type "chennai" → finds all Chennai customers

Editing a Customer

Click ✏️ on any customer row to open the edit form
All fields are editable at any time
Changes apply to future documents only — past invoices and PDFs already created are not changed
If a customer changes their GSTIN (e.g. new branch), update it here before creating the next invoice

Deleting a Customer

⚠️ Safe to Delete

Deleting a customer only removes them from the directory. All past invoices, quotations, and payment records linked to that customer are preserved permanently — your financial history is never lost.

How Customers Connect to the Rest of FinanceBook

Customer saved → Available in Quotation, Sales Order, Invoice dropdowns instantly

Email set → Auto-fills in Send Email modal when you email a quotation

Address set → Prints in Bill To section on every invoice and quotation PDF

GSTIN set → Prints on invoice — enables customer's GST Input Tax Credit claim

Payments recorded → Outstanding balance tracked per customer automatically

📑 Quotations

Create price quotations, send by email with PDF, and let customers accept with one click.

Creating a Quotation

1

Click ＋ New Quotation

2

Select Customer

Type to search your customers in the dropdown.

3

Set Date & Valid Until

Valid Until shows in red on the email/PDF to create urgency.

4

Add Line Items

Select item — Rate and GST % auto-fill. Set qty and row-level discount % if needed.

5

Save

Quote number assigned automatically — e.g. QUO-2026-0001.

Line Item Columns

Column	Description
Item	Select from inventory — shows ✅ In stock / 🟡 Low / ❌ Out
Qty	Quantity ordered
Unit	Unit of measure (Nos, Kg, Box, Ltr…)
Rate ₹	Price per unit — auto-fills, editable
Disc %	Per-row discount percentage
Amount	Qty × Rate × (1 − Disc%) — auto-calculated
GST %	Tax rate — auto-fills from item master, editable
Total	Amount + GST — auto-calculated

Status Flow

Draft→ Sent→ Accepted/ Rejected

Actions

Button	Action
✏️ Edit	Modify any field or line item
✉️ Send Email	Opens email modal — sends PDF + Accept button link
✅ Mark Accepted	Manually mark as accepted (phone/WhatsApp confirmations)
🗑 Delete	Permanently delete the quotation

📄 Sales Orders

Track confirmed orders after a quotation is accepted.

A Sales Order sits between the Quotation and Invoice in your sales workflow.

Quotation→ Sales Order→ Invoice

Creating a Sales Order

Click ＋ New Sales Order
Select customer, set order date and expected ship-by date
Add line items — same structure as quotations
Save — order number assigned (SO-2026-0001)

Status Flow

Draft→ Confirmed→ Shipped→ Delivered

↩️ Credit Notes

Issue refunds or adjustments against existing invoices.

When to Use

Customer returns goods after invoice is raised
Price correction needed on an existing invoice
Partial refund to a customer
Goods damaged in transit requiring adjustment

Creating a Credit Note

1

Click ＋ New Credit Note

2

Select customer and link to original invoice

3

Add returned items

GST is automatically reversed in the totals.

4

Save

Credit note number assigned — CN-2026-0001.

💵 Payments Received

Record and track payments from customers against invoices.

Record payment by selecting customer and linking to an invoice
Supports partial payments — multiple payments per invoice
Payment modes: Cash, Cheque, Bank Transfer, UPI, Card
Outstanding balance auto-calculated per customer
Paid invoices show ✅ Paid badge in the Invoice list

💡 Quick Tip

You can also mark an invoice as Paid directly from the Invoice list using the ✅ button — no need to open Payments Received for simple full payments.

📦 Items / Products

Manage your product and service catalogue. Items are used in all sales documents.

Adding an Item

1

Click + Add Item

2

Enter item details

Name (required), item code, category, unit, selling price, GST %, opening stock quantity.

3

Save

Item is immediately available in quotation, sales order and invoice dropdowns.

Item Fields

Field	Description
Name	Product or service name — shown on all documents
Item Code	Internal SKU (auto-generated if blank)
Unit	Unit of measure: Nos, Kg, Box, Ltr, Meter, etc.
Selling Price	Default rate — auto-fills when item selected
GST %	Tax rate (0%, 5%, 12%, 18%, 28%)
Opening Stock	Current quantity on hand when adding the item

Stock Indicators

Shows	Meaning
✅ 25 Nos	In stock — 25 units available
🟡 3 Nos	Low stock — only 3 units left (≤ 5)
❌ OUT	Out of stock — 0 units

💡 Stock Auto-Management

Stock is automatically deducted when an invoice is saved and restored when an invoice is cancelled. No manual adjustment needed for sales.

💰 What to Enter in Purchase Price Field

This is one of the most important fields to get right — it directly affects your profit margin calculations.

You Paid to Supplier	Enter This Amount	Your Situation
₹59,000 (price + 18% GST)	₹50,000	✅ You ARE GST registered — you claim ₹9,000 Input Tax Credit (ITC) back from the government. Your real cost is only ₹50,000.
₹59,000 (price + 18% GST)	₹59,000	❌ You are NOT GST registered — you cannot claim ITC, so the full ₹59,000 is your actual cost.

For Your Business (GST Registered)

Since you are using GST invoicing software, you are GST registered. Here is exactly what happens when you buy a product for ₹59,000 including 18% GST:

Amount paid to supplier = ₹59,000
GST paid (18%) = ₹ 9,000 (you claim this back as ITC)
─────────────────────────────────────────
Your actual cost = ₹50,000 ✅

→ Enter 50000 in the Purchase Price field

Why This Matters — Profit Calculation

Entering the wrong purchase price will show incorrect profit margins in your reports:

✅ Correct (enter ₹50,000)

Sale Price = ₹65,000
Purchase Cost = ₹50,000
─────────────────
Profit Margin = ₹15,000 (23%)

❌ Wrong (enter ₹59,000)

Sale Price = ₹65,000
Purchase Cost = ₹59,000
─────────────────
Profit shows = ₹ 6,000 (9%) ❌
(₹9,000 ITC ignored!)

✅

Simple Rule: Always enter Purchase Price EXCLUDING GST
You get the GST amount back from the government as Input Tax Credit — so it is not part of your real cost.

⬆ Import Items via CSV

Have a large product list? Use the ⬆ Import button (next to + Add Item) to bulk-upload items from a spreadsheet instead of adding them one by one.

ℹ️ How It Works Now

Click ⬆ Import on the Items page → a popup opens with 3 steps:
Step 1 — Click ⬇ Download Sample CSV → opens in Excel with the columns below
Step 2 — Fill in your items and save as .csv
Step 3 — Upload, review the preview table, then click ⬆ Import Items

CSV Column Format

The downloaded template has these exact columns with one example row pre-filled:

category	name	description	hsn_code	purchase_price	purchase_gst_mode	gst_percent	unit	stock_qty	profit_margin	sale_price
Computers	Laptop IdeaPad	Lenovo 15.6	8471	50000	excl	18	Nos	10	20	65000

Column Reference

Column	Required?	Description	Example
name	Required	Product name — duplicate names are skipped automatically	Laptop IdeaPad
category	Optional	Auto-created if it doesn't exist yet	Computers
description	Optional	Short product description	Lenovo 15.6
hsn_code	Optional	HSN / SAC code for GST returns	8471
purchase_price	Optional	Cost price — enter excluding GST if GST registered (see rule above)	50000
purchase_gst_mode	Optional	`excl` = price ex-GST (default) / `incl` = price incl. GST	excl
gst_percent	Optional	Tax rate: 0, 5, 12, 18 or 28. Default: 0	18
unit	Optional	Nos, Kg, Box, Ltr, Meter, Pcs, Set… Default: Nos	Nos
stock_qty	Optional	Opening stock on hand. Default: 0	10
profit_margin	Optional	Target margin % — for your reference only	20
sale_price	Required	Selling price excluding GST — auto-fills when item is picked on invoices	65000

⚠️ Duplicates Are Skipped — Not Overwritten

If an item with the same name already exists, that row is skipped. Existing items are never changed by import. Maximum 500 rows per file.

💡 Tips

Always start from the downloaded template — do not rename or reorder the column headers
Excel: File → Save As → CSV (Comma delimited) | Google Sheets: File → Download → .csv
New categories are created automatically — no need to add them first
Enter purchase_price excluding GST — the GST portion is claimed back as Input Tax Credit

⬆ Import Items via CSV

Bulk-add your entire product catalogue from a spreadsheet in minutes — no manual entry needed.

1

⬇

Download Template

Click ⬆ Import on Items page, then ⬇ Download Sample CSV

2

📝

Fill in Excel

Add your items row by row — only name & sale_price required

3

👁

Upload & Preview

Pick file — table shows ✅ Ready per row before you confirm

4

🎉

Import

Items added instantly — popup shows imported & skipped count

category	name	description	hsn_code	purchase_price	purchase_gst_mode	gst_percent	unit	stock_qty	profit_margin	sale_price
Computers	Laptop IdeaPad	Lenovo 15.6	8471	50000	excl	18	Nos	10	20	65000

⚠️ Duplicates Are Skipped — Not Overwritten

Same-name items are skipped. Max 500 rows per import.

👉 ← See full column reference on the Items / Products page

🏷️ Categories

Organise items into categories for better filtering and reporting.

Create categories like "Electronics", "Stationery", "Services", etc.
Assign a category when adding or editing an item
Filter items by category in the Items list
Sales reports can be grouped by category

📊 Stock Balance

View current stock levels for all items at a glance.

Shows current quantity on hand for every item
Items with ≤ 5 units highlighted in 🟡 yellow (low stock)
Items with 0 units highlighted in ❌ red (out of stock)
Low stock alert badge ! appears in the sidebar automatically

⚠️ Stock is Live

Stock levels change whenever invoices are created or cancelled. Always check stock before committing to a large order.

🔄 Stock Movements

Full audit trail of every stock in and out event.

Every invoice creation → stock out entry logged
Every invoice cancellation → stock in (return) entry logged
Each entry: date, item, quantity change, reason, document reference
Use this to audit discrepancies between expected and actual stock

🧾 Invoices

Raise GST-ready tax invoices for customers. Stock is deducted automatically when an invoice is saved.

💡 Full guide

See Creating an Invoice → and Invoice Actions → for step-by-step instructions, GST calculation details, and all available actions.

Invoice Number Format

Invoices are numbered automatically: INV-2026-0001, INV-2026-0002… The year resets each financial year. You can customise the prefix in Settings.

Status Flow

Draft→ Sent→ Paid /Cancelled /Overdue

Key Rules

Stock is deducted automatically when invoice is saved
Use 🚫 Cancel (not Delete) to reverse — only Cancel restores stock
Overdue badge appears automatically when due date passes without payment
CGST + SGST split automatically from the GST % on each line item

📈 Sales Reports

Analyse your sales performance — by customer, item, period, or sales person.

Available Reports

Report	What It Shows
Sales Summary	Total sales, GST collected, and net revenue by period
Customer-wise Sales	How much each customer has bought — ranked by value
Item-wise Sales	Best-selling products by quantity and revenue
Outstanding Receivables	All unpaid invoices with days overdue
Payment Collection	Payments received vs invoices raised for the period

💡 Filter by Date Range

All sales reports support custom date range filtering — select any From and To date to narrow down to a specific week, month, or quarter.

🏢 Vendors

Your supplier directory. Vendors are linked to Purchase Orders, Bills, and Payments Made.

Adding a Vendor

1

Click + Add Vendor

Opens the vendor form.

2

Enter vendor details

Name is required. Add GSTIN, PAN, email, phone, and address for complete records.

3

Save

Vendor gets an auto-code (V-0001…) and is available in Purchase Order and Bill dropdowns.

Vendor Fields

Field	Description	Used In
Name	Full legal supplier name	All purchase documents
GSTIN	Supplier's 15-digit GST number	Your ITC claim — must match supplier's GST invoice
PAN	10-digit PAN	TDS compliance, business records
Email	Supplier contact email	Reference, sending POs
Phone	Contact number	Directory reference
Address / City / State	Supplier billing address	Bill From on purchase documents
Payment Terms	Net 30, Net 15, Immediate, etc.	Auto-sets due date on Bills

💡 GSTIN is Critical for ITC

Always enter the vendor's GSTIN correctly. The GSTIN on their invoice must match what's in FinancesBook for your Input Tax Credit claim to be valid during GST return filing.

📦 Purchase Orders

Formally request goods or services from a supplier before the bill arrives.

A Purchase Order (PO) is a document you send to your supplier confirming what you want to buy, at what price, and by when. It creates a paper trail before goods arrive.

Purchase Order→ Goods Received→ Bill Received→ Payment Made

Creating a Purchase Order

1

Click + New Purchase Order

2

Select Vendor

Choose from your vendor directory. Vendor address auto-fills.

3

Set PO Date and Expected Delivery Date

4

Add line items

Select items from inventory. Enter quantity and agreed purchase price.

5

Save

PO number assigned — PO-2026-0001. Status: Draft → Sent → Received.

Status Flow

Draft→ Sent→ Partially Received→ Received

📃 Bills

Record invoices you receive from suppliers. Bills track what you owe to vendors.

A Bill is the purchase-side equivalent of a Sales Invoice. When your supplier sends you their invoice, you enter it here as a Bill. This records your liability (what you owe) and enables ITC tracking.

Creating a Bill

1

Click + New Bill

2

Select Vendor

Choose the supplier who sent the invoice.

3

Enter supplier's invoice number and date

Use the invoice number from your supplier's document — needed for ITC reconciliation in GSTR-2B.

4

Set Due Date

Based on your payment terms with the vendor. Overdue bills are flagged automatically.

5

Add line items with GST

Enter purchase price excluding GST. GST % auto-fills from item master.

6

Save

Bill number assigned — BILL-2026-0001. Stock increases automatically for inventory items.

Status Flow

Draft→ Unpaid→ Paid /Overdue

⚠️ Enter Purchase Price Excluding GST

When entering bill line items, always enter the price before GST. FinancesBook adds GST separately so your ITC claim is calculated correctly.

↪️ Debit Notes

Return goods to a supplier or request a price correction on a bill you've already recorded.

When to Use a Debit Note

You received damaged or incorrect goods and are returning them
Supplier overcharged — you are claiming a price reduction
Short supply received but full quantity billed
Quality rejection — goods sent back to vendor

Creating a Debit Note

1

Click + New Debit Note

2

Select vendor and link to original bill

Linking to the original bill keeps your purchase history accurate.

3

Add returned items and quantities

GST is automatically reversed. Stock is reduced for returned items.

4

Save

Debit note number assigned — DN-2026-0001. Vendor balance reduces by this amount.

💡 Debit Note vs Credit Note

Credit Note — your customer returns goods to you (sales side).
Debit Note — you return goods to your supplier (purchase side).

💳 Payments Made

Record payments to suppliers against their bills. Tracks what you've paid and what remains outstanding.

Select vendor and link payment to a specific Bill
Supports partial payments — pay in instalments against one bill
Payment modes: Cash, Cheque, NEFT, RTGS, UPI, Card
Outstanding balance auto-calculated per vendor
Paid bills show Paid badge automatically

💡 Always Record Reference Numbers

Add UTR (for NEFT/RTGS) or cheque number in the reference field. This makes Bank Reconciliation match entries instantly at month end.

📈 Purchase Reports

Track your procurement spend — by vendor, item, or period.

Report	What It Shows
Purchase Summary	Total purchases, GST paid (ITC), and net cost by period
Vendor-wise Purchases	How much you've bought from each supplier — ranked by value
Item-wise Purchases	Most purchased items by quantity and cost
Outstanding Payables	All unpaid bills with days overdue
ITC Summary	Input Tax Credit available for GST return filing

📏 Units of Measure

Define the units used when buying and selling items — Nos, Kg, Box, Ltr, Meter, and more.

Default Units Available

Nos Kg Box Ltr Meter Pcs Set Pair Dozen Gram

Adding a Custom Unit

Click + Add Unit → enter the unit name and short code
Example: Quintal (short code: Qtl), Square Feet (short code: Sqft)
Custom units appear in all item and invoice dropdowns immediately

💡 Unit Prints on Invoices

The unit you assign to an item prints on every quotation, sales order, and invoice PDF — e.g. 10 Kg, 5 Box. Choose units your customers will recognise.

🏬 Warehouses

Manage stock across multiple storage locations — main warehouse, branch stores, or consignment locations.

Add multiple warehouse locations — e.g. Main Warehouse, Chennai, T. Nagar Branch
Each item tracks stock separately per warehouse
When creating invoices, select which warehouse to deduct stock from
Transfer stock between warehouses using Stock Movements
Stock Balance report can be filtered by warehouse

ℹ️ Single Location?

If you operate from one location, you don't need to configure warehouses. A default warehouse is set up automatically and stock tracking works normally.

📋 Inventory Reports

Full visibility into your stock levels, valuation, and movement history.

Report	What It Shows
Stock Summary	Current quantity on hand and value for every item
Low Stock Report	All items at or below the low-stock threshold (≤ 5 units)
Stock Valuation	Total inventory value based on purchase price × quantity
Movement History	Every stock in/out event with date, reason, and document reference
Category-wise Stock	Stock grouped by category for easier review

🇮🇳 GST Dashboard

Your GST summary at a glance — tax collected, tax paid, and net GST liability for the period.

What the Dashboard Shows

Metric	Meaning
Output GST (Tax Collected)	GST charged to customers on your sales invoices
Input GST / ITC (Tax Paid)	GST paid to suppliers on purchase bills — claimable as credit
Net GST Payable	Output GST − Input GST = Amount you owe to the government
CGST / SGST / IGST Split	Breakdown of tax by component for GSTR filing

Output GST (collected from customers) = ₹36,000
Input GST / ITC (paid to suppliers) = ₹22,000
────────────────────────────────────────────────
Net GST Payable to Government = ₹14,000

💡 File Before the 20th

GSTR-3B is due by the 20th of the following month. Use the GST Dashboard to check your liability before filing so there are no surprises.

📄 GSTR-1

Monthly return of outward supplies — details of all sales invoices issued during the month.

GSTR-1 is filed monthly (or quarterly under QRMP) and reports every sales invoice, credit note, and advance receipt. Your customers reconcile their purchases against your GSTR-1 to claim ITC.

What FinancesBook Prepares for You

B2B invoices — all invoices raised to GST-registered customers (with GSTIN)
B2C invoices — sales to unregistered customers
Credit notes — issued during the period
HSN-wise summary — item-wise GST breakdown

ℹ️ Due Date

GSTR-1 is due on the 11th of the following month for monthly filers. Under QRMP scheme, quarterly filers have until the 13th of the month after the quarter end.

📄 GSTR-3B

Monthly summary return — report net GST liability and pay tax to the government.

GSTR-3B is a simplified monthly summary return where you declare total output tax, input tax credit, and pay the net tax due. It is filed before GSTR-1 reconciliation and is not revision-friendly — accuracy matters.

What You Report

Section	What to Enter
3.1 — Outward Supplies	Total taxable sales + GST collected (from your invoices)
4 — ITC Available	Input Tax Credit from purchase bills (auto from FinancesBook)
6.1 — Payment of Tax	Net GST payable = Output GST − ITC

⚠️ Due Date — 20th of Every Month

Late filing attracts interest at 18% per annum on outstanding tax plus a late fee of ₹50/day (₹20/day for nil returns). File on time.

📄 GSTR-2A / 2B

Auto-populated purchase register — verify ITC available from your suppliers' filings.

	GSTR-2A	GSTR-2B
Nature	Dynamic — updates as suppliers file	Static — fixed snapshot on the 14th of each month
Use for	Real-time check on supplier filings	ITC claim in GSTR-3B — use this figure
Updated	Continuously	Once a month (14th)

💡 Reconcile Before Filing

Compare your FinancesBook purchase bills against GSTR-2B before filing GSTR-3B. Any supplier who hasn't filed will not appear in 2B — you cannot claim that ITC until they file.

🔖 TDS

Tax Deducted at Source — track TDS deducted by customers on your invoices and TDS you deduct on vendor payments.

TDS Received (Deducted by Your Customer)

When a customer deducts TDS (e.g. 2% on ₹1,00,000 = ₹2,000), they pay you only ₹98,000
Record the full invoice for ₹1,00,000 in FinancesBook
Record payment of ₹98,000 + TDS credit of ₹2,000 in Payments Received
The ₹2,000 TDS credit is reflected in your 26AS and can be claimed when filing ITR

TDS Deducted (By You on Vendor Payments)

Applicable when paying professionals, contractors, rent above ₹2.4L/year, etc.
Deduct TDS at the applicable rate, pay the net amount to vendor
Deposit TDS to the government by the 7th of the following month
File TDS returns quarterly (Form 26Q for non-salary payments)

ℹ️ Common TDS Rates

194C Contractors: 1% (individual) / 2% (company) · 194J Professionals: 10% · 194I Rent: 10% · 194A Interest: 10%

% Tax Rates

Configure GST slabs used across all items and transactions.

Standard GST Slabs

Rate	CGST	SGST	Common Items
0%	0%	0%	Fresh vegetables, milk, eggs, books, newspapers
5%	2.5%	2.5%	Packaged food, transport, economy class tickets
12%	6%	6%	Processed food, mobile phones, business class tickets
18%	9%	9%	Most services, electronics, computers, restaurant food
28%	14%	14%	Luxury cars, tobacco, aerated drinks, casinos

💡 Add Custom Rates

If your business uses a rate not listed above (e.g. 3% for gold, 0.25% for rough diamonds), add it via the + Add Tax Rate button and it will appear in all item and invoice dropdowns.

💸 Expenses

Record day-to-day business expenses that don't go through the purchase bill workflow — petty cash, staff reimbursements, subscriptions, and more.

Expenses vs Bills — Key Difference

	Expenses	Bills (Purchases)
Use for	Direct cash/card payments, petty expenses	Vendor invoices with credit terms
Linked to	Expense Category + Bank/Cash Account	Vendor + Purchase Order
Example	₹500 tea/snacks from petty cash	₹80,000 raw material invoice from ABC Metals
Affects	Bank/Cash balance + P&L	Accounts Payable + Stock + P&L

Adding an Expense

1

Click + Add Expense

2

Select Category

E.g. Travel, Office Supplies, Repairs, Software Subscriptions

3

Enter date, amount, and paid from account

Choose which bank or cash account was used. Balance reduces automatically.

4

Add description and attach receipt

Optional but useful for audits and reimbursement claims.

5

Save

Expense appears in P&L under the chosen category and reduces your bank/cash balance.

🏷️ Expense Categories

Organise your expenses into meaningful groups for better P&L reporting.

Default Categories

Office Rent Salaries Utilities Travel Office Supplies Marketing Software Repairs Bank Charges

Click + Add Category to create custom categories for your business
Each category maps to a Chart of Accounts expense account for accurate P&L
Deleting a category does not delete past expenses assigned to it

🔁 Recurring Expenses

Set up expenses that repeat automatically every week, month, or year — so you never forget to record them.

What to Set Up as Recurring

Office rent — 1st of every month
Internet / broadband bill — monthly
Software subscriptions — Google Workspace, Tally, Adobe
Annual insurance premium — yearly
Electricity bill — monthly (fixed estimate)

How It Works

1

Click + New Recurring Expense

2

Set the expense details

Category, amount, bank account, description — same as a regular expense.

3

Set the repeat schedule

Daily / Weekly / Monthly / Yearly. Set start date and optional end date.

4

Save

FinancesBook automatically creates the expense entry on each due date. You'll see it in the Expenses list as usual.

⚠️ Amounts Can Change

Recurring expenses use the saved amount. If your rent increases, edit the recurring template — future entries will use the new amount. Past entries are unchanged.

👤 Employees

Maintain your employee directory — the foundation for salary slip generation and payroll reports.

Employee Fields

Field	Description
Employee Name	Full name as per ID documents
Employee ID	Auto-assigned (EMP-001…) or your internal HR code
Designation	Job title — e.g. Sales Executive, Accountant
Department	Sales, Operations, Finance, etc.
Date of Joining	Used for tenure and leave calculations
PAN	Required for TDS on salary (Section 192)
Bank Account / IFSC	For salary transfer — used in salary slip
Basic Salary	Base pay — other components (HRA, allowances) added on top
PF / ESI	Whether PF and ESI deductions apply

📋 Salary Slips

Generate monthly salary slips for all employees with earnings, deductions, and net pay.

Generating Salary Slips

1

Click + Generate Salary Slips

2

Select month and year

E.g. April 2026

3

Review earnings and deductions

Basic, HRA, allowances, PF, ESI, TDS, LOP (Loss of Pay) auto-calculated per employee.

4

Confirm and generate

Salary slips created for all active employees. Print or download as PDF individually or in bulk.

Salary Slip Components

Earnings	Deductions
Basic Salary	Provident Fund (PF) — 12% of Basic
HRA	ESI — 0.75% of Gross (if applicable)
Conveyance Allowance	TDS (Income Tax)
Special Allowance	Loss of Pay (LOP) deduction
Bonus / Incentive	Advance recovery

📊 Payroll Reports

Summary and detailed payroll reports for compliance and management review.

Report	What It Shows
Monthly Payroll Summary	Total salary cost, PF, ESI, TDS for the month
Employee-wise Salary	Individual earnings and deductions breakdown
PF Report	Employee and employer PF contributions — for PF portal upload
ESI Report	ESI contributions — for ESIC portal upload
TDS on Salary (Form 24Q)	Tax deducted on salaries — for quarterly TDS return

🖨️ Print Templates

Customise the look of your printed and emailed invoices, quotations, and other documents.

Choose from pre-built templates — Classic, Modern, Minimal
Set your company logo — uploads to the top of every PDF
Customise header colour to match your brand
Add footer text — bank account details, terms & conditions, thank you note
Toggle which fields show — hide discount column, HSN code, etc.
Preview changes live before saving

💡 Add Bank Details to Footer

Add your bank account number, IFSC, and UPI ID in the footer so customers can pay directly from the invoice without calling you.

📁 Documents

Central file store for business documents — attach and organise files linked to transactions.

Upload supporting documents — purchase bills, delivery challans, contracts, licences
Attach files directly to invoices, bills, expenses, and journal entries
Search documents by name, date, or linked transaction
Supported formats: PDF, JPG, PNG, Excel, Word
Maximum file size: 10 MB per document

💡 Go Paperless

Photograph supplier bills with your phone and upload them immediately. Attach to the Bill in FinancesBook — no more physical files to manage during GST audits.

💳 Billing & Subscriptions

Manage your FinancesBook subscription plan, payment history, and renewal.

View your current plan — Free, Starter, Professional, or Enterprise
Upgrade or downgrade your plan at any time
Download GST-compliant invoices for your subscription payments
Set up auto-renewal to avoid service interruption
View payment history with invoice numbers

ℹ️ Data is Safe on Any Plan

Downgrading your plan never deletes your data. All historical transactions, reports, and documents are preserved. Only certain features become inaccessible until you upgrade again.

👤 Users

Invite team members and control who can access your FinancesBook account.

Inviting a User

1

Click + Invite User

2

Enter their email address

3

Assign a Role

Admin, Accountant, Sales Executive, Inventory Manager, or a custom role you've created.

4

Send Invite

They receive an email invitation. Once accepted, they log in with their own password.

💡 Each User Has Their Own Login

Never share your password. Each team member gets their own credentials. All their actions are logged separately in the Audit Log for full accountability.

🔐 Roles & Permissions

Control exactly what each team member can see and do inside FinancesBook.

Built-in Roles

Role	What They Can Access
Admin	Full access — all modules, settings, users, billing
Accountant	All financial modules — accounting, GST, reports. Cannot manage users or billing.
Sales Executive	Customers, Quotations, Sales Orders, Invoices. No access to accounting or settings.
Inventory Manager	Items, Categories, Stock, Movements. No access to financial data.
Viewer	Read-only access to all modules — cannot create, edit, or delete anything.

Custom Roles

Click + Create Role to build a role with exactly the permissions you need
Toggle permissions per module: View / Create / Edit / Delete
Assign the custom role to any user

🗂️ Audit Log

Complete history of every action taken in FinancesBook — who did what and when.

Every create, edit, delete, and login event is recorded
Each entry: timestamp, user name, action type, affected record
Filter by user, date range, or action type
Cannot be edited or deleted — tamper-proof record
Essential for internal audits and dispute resolution

ℹ️ Example Entries

04 Apr 2026 10:32 — Priya (Accountant) — Edited — INV-2026-0023 (changed due date)
04 Apr 2026 11:15 — Rajan (Admin) — Deleted — Customer C-0047 (Vijay Stores)

🔗 Integrations

Connect FinancesBook with other tools your business uses.

Integration	What It Does
Gmail / SMTP	Send quotations and invoices by email directly from FinancesBook
WhatsApp	Share invoice PDF links via WhatsApp with one click
Payment Gateway	Add a Pay Now button to invoices — accept Razorpay / PayU payments online
GST Portal	Validate GSTINs and cross-check ITC against GSTR-2B
Tally Export	Export journal entries in Tally-compatible XML format

💡 Gmail Setup

See Gmail SMTP Setup → for step-by-step instructions to connect your Gmail account.

⚙️ Settings

Configure your company profile, financial year, invoice numbering, and all system preferences.

Setting	Description
Company Name	Prints on all invoices, PDFs, and email headers
GSTIN	Your 15-digit GST registration number
Address / City / State	Your registered business address — shown on all documents
Financial Year Start	April (India standard) — affects all period-based reports
Invoice Prefix	Customise — default is INV. Change to your company code e.g. RT-INV
Currency	Default: INR ₹. Multi-currency available on higher plans
Date Format	DD/MM/YYYY (default) or MM/DD/YYYY
Low Stock Threshold	Alert when stock drops to this level — default: 5 units
Theme	Light or Dark mode

💡 Do This on Day One

Set Company Name, GSTIN, and Address before creating any documents. These print on every PDF and cannot be retroactively changed on already-issued invoices.

🖊️ Letter Head

Design a branded letterhead that appears at the top of all printed documents.

Upload your company logo — recommended size: 300×100 px, PNG with transparent background
Set header colour — matches your brand colour across all PDFs
Add tagline — printed below your company name
Add contact details in the header — phone, website, email
Add footer text — bank details, payment terms, thank you message
Preview updates live before saving

💡 Bank Details in Footer

Add your bank account number, IFSC code, and UPI ID (e.g. business@upi) in the footer. Customers can pay directly from the invoice PDF — reducing payment delays.

🏦 Bank Accounts

Manage all your bank, cash, credit card and asset accounts used in your business.

Account Type — What kind of account it is

This controls how accounts are categorised in reports.

Type	When to use	Real Example
🏦 Bank Account	Generic bank account	Any bank not specified
💵 Cash in Hand	Physical cash	Petty cash drawer
💰 Savings Account	Personal/business savings	SBI Savings
🏢 Current Account	Business account	Main business account
💳 Credit Card	Card payments	HDFC Regalia
📊 Asset Account	Non-cash assets	Fixed deposits
📋 Other	Other accounts	Paytm wallet

Account Group — Grouping for reports

Think of this like a folder in Balance Sheet.

Group	Put here
Bank & Cash	All bank accounts + cash
Current Assets	Savings, short-term FD
Fixed Assets	Property, long-term investments
Liabilities	Loans, credit cards
Other	Wallets, escrow

Opening Balance

This is the balance when you START using FinanceBook (not bank start balance).

Example

You have ₹1,45,000 in your SBI account today → enter 145000

Description / Notes

Optional field for your reference.

Account number
Branch details
Purpose of account
Credit card limit

Full Real Example

Field	Value
Account Name	SBI Current Account
Account Type	🏢 Current Account
Account Group	Bank & Cash
Opening Balance	145000
Description	A/c: 10234567890 \| Anna Nagar Branch \| Main account

💡 Best Practice

Always maintain correct opening balance for accurate reports.

💰 Transactions

Your bank statement inside FinanceBook — track all money in and out.

Transactions vs Payments Received — Key Difference

	Payments Received	Transactions
Purpose	Customer paid invoice	Any money in/out
Linked to	Customer + Invoice	Bank account only
Updates	Invoice balance	Bank balance
Used by	Sales team	Accounts team
Example	Raj Traders paid INV-2026-0003	₹50,000 rent paid

Real Examples of Transactions

💚 Credits (Money In)

Salary received
Bank interest
Vendor refund
Loan received
GST refund

🔴 Debits (Money Out)

Office rent ₹25,000
Electricity ₹3,500
Salary ₹80,000
GST payment
Bank charges

🔄 Transfers

Example: ₹50,000 transferred from SBI Current → Cash

What Customer Gets

Customers are NOT involved in Transactions. This is only for internal accounting.

See real-time bank balance
Track expenses monthly
Monitor cash flow
Find missing entries
Do bank reconciliation

Correct Workflow for Customer Payment

Customer pays ₹1,00,000

↓

Step 1 Payments Received → Record payment (Invoice marked PAID)

↓

Step 2 Transactions → Add Credit ₹1,00,000 (Bank updated)

💡 Result

Invoice is marked paid AND bank balance is correct.

Net Flow (Cash Flow)

Total Income = ₹1,00,000 Total Expense = ₹40,000 ----------------------------- Net Flow = ₹60,000 ✅

What it Means

Green → Profit (good)
Red → Loss (watch expenses)
Zero → No profit

Real Example (April 2026)

Credits: Customer payment ₹1,00,000 Bank interest ₹ 2,000 ------------------------------ Total Income ₹1,02,000 Debits: Rent ₹25,000 Salary ₹60,000 Electricity ₹ 3,500 ------------------------------ Total Expense ₹88,500 Net Flow = ₹1,02,000 − ₹88,500 = ₹13,500 ✅

⚠️ Important

Net Flow only includes Transactions entries. Sales/Invoices are NOT counted unless added here.

🔍 Bank Reconciliation

Match your FinanceBook records with your bank statement.

What is Bank Reconciliation?

Bank Reconciliation is the process of matching your FinanceBook balance with your actual bank statement to ensure both are correct.

Why it Matters — Real Example

FinanceBook Balance = ₹1,95,000 Bank Statement = ₹1,92,500 ------------------------------- Difference = ₹2,500 ❌

Reconciliation helps you find where this difference comes from.

Common Reasons for Difference

Reason	Example
Bank charges not recorded	SBI deducted ₹500 SMS charges
Cheque not cleared	₹2,000 cheque not processed
Interest not recorded	₹350 bank interest
Wrong entry	Entered ₹10,000 instead of ₹11,000
Duplicate entry	Same transaction added twice

How to Use — Step by Step

1

Download Bank Statement

Get statement from SBI for April 2026

2

Start Reconciliation

Click ＋ New Reconciliation → Select Account → Enter statement balance (₹1,92,500)

3

Match Transactions

✔ Tick matching entries (Cleared)
✖ Leave unmatched (Uncleared)

4

Check Summary

Compare balances and find difference

5

Fix Difference

Add missing entries → Difference becomes ₹0 → Save ✅

Summary Example

Type	Amount
Book Balance	₹1,95,000
Statement Balance	₹1,92,500
Difference	₹2,500 ❌

Monthly Routine

End of Month

↓

Download Bank Statement

↓

Open Reconciliation

↓

Enter Closing Balance

↓

Match Transactions

↓

Fix Missing Entries

↓

Difference = ₹0.00 → Save ✅

What the Fields Mean

Field	Meaning
Book Balance	System balance
Statement Balance	Bank balance
Difference	Gap (must be 0)
Cleared	Matched transactions
Uncleared	Not yet matched

⚠️ Important Rule

Reconciliation is complete only when Difference = ₹0.00

Who Should Do This?

Every business should reconcile monthly. It takes only 10–15 minutes and prevents accounting mistakes.