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Invoice

Q1. How to create an invoice from the booking page?​

To create an invoice for a trip, follow these steps:

  1. Locate the trip for which you want to create an invoice in the Booking list (e.g., Trip No 50903-B).
  2. Click on the three-dot action menu (⋯) in the Action column of that row.
  3. From the dropdown list, select 🧾 Create Invoice.
  4. Invoice Creation Popup Appears The system will open a new invoice creation popup for the selected trip.

  • Review Trip Details
    All essential trip data (client, vehicle, driver, etc.) will be auto-filled. You can review and edit if needed before final submission.

  • Select Tax Applicability
    Choose the appropriate tax option (e.g., GST, IGST, or exempt) based on the trip and client.

  • Click “Create Invoice”
    Once reviewed, click the Create Invoice button at the bottom to generate the invoice.

  • Status Change
    The trip status changes from Completed ➝ Invoiced automatically.

  • View the Invoice
    The newly generated invoice is now available under the Invoice Module, where it can be printed, sent, or further edited (if still in Created state).

💡 Make sure the trip has a Completed status for invoice generation to be available.

Q2. How to edit Invoice from booking page?​

To edit an invoice in the booking system:
Locate the booking for which the invoice is already created.
→ You will see a value in the Invoice No column (e.g., DC/2025-26/01).

  1. Click on the edit icon ✏️ next to it.
    This will open the invoice in editable mode.

  2. In the invoice view, you can typically:**

  • Change billing details (e.g., tax, discount, additional charges).
  • Edit trip summary or line items.
  • Update invoice number (if permissions allow).
  • Reassign client or company if necessary.
  1. After editing, click “Save” or “Update Invoice” to confirm changes.

⚠️ Notes: You cannot edit invoices with a Ready status unless you change it to a created state.

Q3. How to Edit an invoice in invoice module?​

To edit an invoice, follow these steps:

Step-by-Step Guide:

  1. Go to the Invoice Module
    Navigate to the Invoice page where you see the list of invoices.

  2. Locate the Invoice
    Use the filters (date range, search bar, etc.) to find the invoice you want to edit.
    Example: DC/2025-26/0117 or client TCS.

  3. Click the ✏️ Edit Icon
    On the right side under the Action column, click the pencil icon (✏️) next to the invoice you want to modify.

  4. Edit the Invoice Details
    Once the invoice opens:

    • You can change/add billing fields (like client, amount, remarks).
    • Modify invoice items or services.
    • Update tax, discount, or payment terms.
    • Attach supporting documents if needed.

  5. Click “Save” or “Update Invoice”
    Once you've made your changes, save the invoice to apply the updates.

⚠️ Notes: You cannot edit invoices with a Ready status unless you change it to a created state.

Q4. How to Print Invoice from a Booking Page?​

  • Find the Trip with "Invoiced" Status
    In the “Status” column, locate the trip that shows the green Invoiced badge.
    Example: Trip No. 50903-C or 50903-A.

  • Click on the ⋮ (three-dot) Action Button
    Go to the Action column (far-right) of that trip row and click the vertical three dots (⋮) to open the menu.

  • Select “Print Invoice” from the dropdown
    From the expanded menu, click on the 🖨️ Print Invoice option.

  1. Invoice Print Popup Opens
    A popup window titled "Print Invoice" will appear.

🧾 In the Print Invoice Popup:

  1. Invoice Type
    Select from available formats like Invoice A, Invoice B, etc.
    This defines the layout and format of the invoice PDF.

  2. Sort by Time
    Choose how entries should be ordered (e.g., Ascending by Time or Descending).

  3. Checkbox Filters
    Customize what you want to include or exclude in the invoice:

OptionMeaning
Without Start/End KmsDon’t show trip's start & end kilometers
Without AttachmentSkip file attachments
Without Full AddressHide full address details
Without Booked ByRemove “booked by” name
Print on letterheadUse your company letterhead format
Without StampDon’t include company stamp
Without SignatureSkip authorized signature box
Print as SummaryOnly include summary info (no trip line-items)
Print as IndividualIf multiple invoices, print each as a separate PDF
Header on first page onlyOnly show header once

  1. Final Step:
    Click the Print Button.

  2. Output:
    A PDF invoice will be generated and downloaded (or previewed in a new tab depending on your browser settings).

Q5. How to Print Invoice from an Invoice Page?​

Step-by-Step Process

  1. Go to the Invoice Page
    Make sure you're on the Invoice tab.

  2. Find the Invoice
    Locate the invoice you want to print using:

    • Date Range (top left)
    • Search Bar (top right)
    • Invoice Number / Client Name / Company

  3. Open Action Menu
    On the far-right column (Action), click the three-dot menu (⋮) for the row corresponding to the invoice you want to print.

  4. Click “Print Invoice”
    From the dropdown menu, select the 🖨️ Print Invoice option (first option).

  5. Print Dialog Opens
    A popup may appear asking you to:

    • Confirm invoice format
    • Select print options

  6. Click the Print Button
    Once you’ve selected the format/options, click the green Print button to generate and download the invoice as a PDF.

Pro Tip:

  • You can also use "Send Invoice" to email it directly to the client.
  • The "Download Invoice Sheet" option will export it in Excel format instead of PDF.

Q6. Which invoice print formats are available in our system?​

Available Invoice Print Formats:

  • Invoice A
    Standard full-format invoice. Includes trip, client, and fare breakdown.

  • Invoice B
    Alternate layout — may be cleaner or simplified. Suitable for internal use or partners.

  • Invoice B Subtotal
    Same as Invoice B but includes subtotals for grouped trips.

  • Invoice C
    Another alternate format with potentially different tax or field visibility.

  • Invoice C Subtotal
    Like Invoice C but includes subtotals.

  • Invoice C (w/o Non-Taxable)
    Excludes non-taxable items from the breakdown.

  • Invoice D
    Likely a format designed for specific client/region use.

  • Invoice D (w/o Non-Taxable)
    Same as above, but skips non-taxable items.

Q7. How can I edit Client information in the created invoice?​

Note:
Invoices marked as "Ready" cannot be edited directly. To make changes, you must first change the invoice status to "Created". This will unlock the invoice, allowing you to update client details or other editable fields as needed.

Steps to Edit Client Information in a Created Invoice:

  1. Go to the Invoice Page → Navigate to the Invoice module from the top menu.
  2. Locate the Invoice → Use the date filter, search bar, or scroll to find the invoice you want to update.
  3. Click the ✏️ Edit Icon → In the Action column, click the pencil/edit icon 🖉 for the invoice you want to modify.
  4. Edit Client Information:
    • Update the Client Name
    • Modify the Client Company
    • Change any associated trip/client fields if editable
  5. Save Changes → After making the necessary changes, click the Save or Update button.

Q8. From where can I change the invoice status?​

You can change the invoice status from the Edit Invoice page.

Steps:

  1. Navigate to the Edit Invoice screen.
  2. On the right-hand side, locate the "Status" dropdown.
  3. Click the dropdown and select "Created" to make the invoice editable.
  4. Once done, you can proceed to update client or other invoice details.

⚠️ Note: Invoices with status set to "Ready" are locked and cannot be edited until changed back to "Created".

Q9. How can I send invoices directly to clients from booking and invoice pages?​

From the Invoice Page:

  1. Go to the Invoice page.

  2. Locate the invoice you want to send.

  3. Click on the three-dot (⋮) menu in the Action column.

  4. From the dropdown, select 📤 Send Invoice.

  5. A popup titled “Send Invoice” will appear.

  6. In this popup:

  • Enter one or more email addresses where the invoice should be sent (comma-separated).
  • With Payment Link (optional): Tick this if you want the email to include a payment link.
  • Click the green “Send” button at the bottom.

From the Booking Page:

  1. Go to the Booking page.

  2. Find the trip whose invoice you want to send.

  3. Ensure the Trip Status is "Invoiced".

  4. Click the three-dot (⋮) menu under the Action column.

  5. Select 📤 Send Invoice from the dropdown.

  6. In this popup:

  • Enter one or more email addresses where the invoice should be sent (comma-separated).
  • Tick "With Payment Link" (optional) if you want the email to include a payment link.
  • Click the green “Send” button at the bottom.

Q10. How can I track paid vs unpaid invoices?​

You can easily track Paid vs Unpaid invoices in the Invoice module using the Payment Status column and filters.

Ways to Track Paid vs Unpaid Invoices:

  1. Use the "Payment Status" Column

    • Green dot + “Paid” → Invoice is paid
    • Grey dot + “Unpaid” → Invoice is not yet paid

  2. Filter by Payment Status

    • Click the filter/search icon at the top of the invoice list (next to the date range).
    • Use filter dropdown or search field to filter invoices based on:
      • Paid
      • Unpaid

📊 Tip: You can also use date range selectors to view paid/unpaid invoices for specific months or weeks.

To send a payment link along with the invoice, follow these steps:

📩 Steps to Send Invoice with Payment Link:

  1. Go to the Invoice or Booking page.
  2. Click on the "⋮" (3-dot) action button next to the invoice.
  3. Select “Send Invoice” from the dropdown.
  4. A Send Invoice popup will appear (as shown in the screenshot).
  5. In the popup:
    • Enter the recipient’s email in the Emails field.
    • Check the box ✅ for “With Payment Link” at the bottom.
  6. Click Send.

Q12. Can I change the invoice number?​

Yes, you can change the Invoice Number, but only if the invoice is in an editable state.

✏️ Steps to Change Invoice Number:

  1. Go to the Invoice Edit Page:

    • Click the ✏️ edit icon next to the invoice you want to update.

  2. Change Invoice Status:

    • If the invoice is in Ready state, change it to Created from the Status dropdown.

  3. Update Invoice Number:

    • Once status is Created, the Invoice Number input field becomes editable.
    • Enter the new invoice number.

  4. Click Save:

    • Save your changes to update the invoice number.

Notes:

  • Ensure the new number doesn't conflict with existing invoice numbers to avoid duplication errors.
  • This feature may be restricted to admins depending on your organization settings.

Q13. How can I add payment status in invoice?​

  1. Go to the Invoice Module

    • Navigate to the "Invoices" section from the top menu.

  2. Search for the Invoice

    • Use the search bar or apply filters (date, client, etc.) to locate the invoice.

  3. Click the ✏️ Edit Icon

    • On the row of the desired invoice, click the edit icon under the "Action" column.

  4. Scroll to Payment Section

    • Inside the invoice edit screen, scroll down to find the “Payment Status”.
    • Update the Payment Status: Select from dropdown (e.g., Paid / Unpaid / Partially Paid / Partial wrote off / Full wrote off).

  5. Click Save / Update Invoice

    • Click the Save or Update Invoice button at the bottom to confirm your changes.

Q14. Can I change the invoice date?​

Yes, you can change the invoice date — but only if the invoice is in an editable state (i.e., status is set to Created, not Ready or Cancelled).

Steps to Change the Invoice Date:

  1. Go to the Invoice Module

    • Navigate to the Invoices section in your system from the top menu.

  2. Search & Open the Invoice

    • Use filters or search by invoice number, client name, or trip.
    • Click the ✏️ Edit icon**
    • Next to the invoice you want to update.

  3. Change the Invoice Status (if needed)

    • If the status is Ready, switch it to Created using the Status dropdown on the right.
    • This unlocks the editable fields.

  4. Edit the Invoice Date

    • Locate the Invoice Date field.
    • Enter or Select the new date from the calendar picker.

  5. Click Save or Update Invoice

    • After making changes, click Save or Update Invoice to confirm.

Q15. I have created an invoice and marked it ready, now unable to edit this?​

Once an invoice is marked as "Ready", it becomes locked for editing to ensure billing integrity. However, you can still edit it by reverting the status back to "Created".

Here's how to unlock and edit a “Ready” invoice:

  1. Go to the Invoice Module

    • Navigate to the Invoices section from the sidebar or top menu.

  2. Search for the Invoice

    • Use filters or search bar to locate the invoice (by number, trip, client, etc.).

  3. Click the ✏️ Edit Icon

    • In the Action column, click the Edit (pencil) icon next to the invoice.

  4. Change Status to "Created"

    • On the right-hand side of the edit page, look for the "Status" dropdown.
    • Change it from Ready to Created.

  5. Make Your Edits
    Once status is Created, all editable fields will be unlocked:

    • Invoice date
    • Client info
    • Tax type
    • Trip summary
    • Additional charges, etc.

  6. Save Changes

    • After making your updates, click Save or Update Invoice.

Q16. How to search for a particular invoice in the invoice list?​

Steps to Search for an Invoice

  1. Go to the Invoice Module

    • From the sidebar or top menu, click on “Invoices” to open the invoice list page.

  2. Use the Search Bar

    • At the top-right corner of the page, you’ll see a search bar.
    • You can search using any of the following:
      • Invoice Number (e.g., DC/2025-26/0117)
      • Client Name (e.g., TCS)
      • Company Name
      • Trip Number
      • Reference Number

  3. Apply Date Filters (Optional)

    • Use the date range filter at the top-left to narrow your results based on invoice creation date.

  4. Use Additional Filters

    • Click on the filter icon to filter by:
      • Status (Created, Ready, Sent, etc.)
      • Payment Status (Paid, Unpaid)
      • Client
      • Company

💡 Pro Tip:
You can combine filters — for example:

  • Search for client = “Infosys” AND status = “Ready”
  • This helps quickly locate a specific invoice in large datasets.

Q17. Can I recover the deleted invoice in the system?​

No, once an invoice is deleted, it cannot be recovered in the system.

Note: Deletion is permanent — please proceed with caution when removing invoices.

Q18. How can I add multiple trips in a single invoice?​

You can add multiple trips in a single invoice using the ➕ Add Trip Item option.

How to Add Multiple Trips in a Single Invoice

📍 From the Invoice Edit Page:

  1. Navigate to the Invoice Module.

  2. Click the ✏️ Edit icon for the invoice you want to update.

  3. Inside the invoice page (as shown in your screenshot), click:
    👉 ➕ Add Trip Item

  4. A popup will open where you can:**

    • Select additional trips to include.
    • Only Completed trips will be shown.
    • Trips must belong to the same client.

  5. After selecting the desired trips, click Add or Confirm.

  6. The new trips will now appear under the invoice.

💾 Final Step:

  • Review all trip line items.
  • Apply any additional charges, discounts, or tax updates.
  • Click Save ✅.

⚠️ Notes:

  • Invoice must be in Created status to add or modify trips.
  • Avoid duplicate trip additions; each trip should appear only once in the invoice.

Q19. How can I add a surcharge in the invoice?​

To add a surcharge in the invoice, follow these simple steps:

Steps to Add Surcharge in Invoice

  1. From the Invoice Edit Page (as shown in your screenshot):

    • Open the Invoice
    • Go to the Invoice Module.
    • Click the ✏️ Edit icon next to the invoice you want to update.

  2. Scroll to the Trip Summary Section

    • You’ll see buttons like:
      ➕ Add Item, ➕ Add Trip Item, ➕ Add Surcharge, ➕ Add Discount

  3. Click on ➕ Add Surcharge

  4. In the Surcharge Popup:

    • Enter the Name of the surcharge (e.g., Fuel Adjustment, Late Night Charge).
    • Enter the Amount (flat fee or percentage).
    • Choose if it's taxable or non-taxable (based on your configuration).

  5. Click Add/Save to apply the surcharge.

  6. The surcharge will be added to the trip summary on the right and reflected in the Total.

Notes:

  • You can add multiple surcharges if needed.
  • Surcharges help represent any additional fees not included in the base fare.
  • Only invoices in Created status can be modified.

Q20. How can I update the tax in invoice?​

To update the tax in an invoice, follow these steps:

Steps to Update Tax in an Invoice:

  1. Open the Invoice

    • Go to the Invoice module.
    • Click on the ✏️ Edit icon next to the invoice you want to update.

  2. Ensure Status is “Created”

    • If the invoice status is "Ready", change it to Created to make it editable.

  3. Locate the "Update Tax" Button

    • Scroll to the bottom right corner.
    • You'll see a button labeled “🧾 Update Tax” next to the Save button.

  4. Click on “Update Tax”

    • This will open a popup where you can:
      • Change the tax rate (e.g., IGST, CGST/SGST)
      • Select tax type (GST/IGST/None)
      • Adjust percentages or amounts if allowed.

  5. Apply and Confirm

    • After updating, click Apply or Save in the popup.
    • The tax amount and total payable will be recalculated accordingly.

  6. Click “Save” on Invoice

    • Finally, click the green Save button to commit your tax changes to the invoice.

Notes:

  • You can update tax only when the invoice is in editable (Created) status.
  • Use “Update Tax” after all items and trip details are added, for accurate calculation.

Q21. Can I clone or duplicate a previous invoice?​

No, you cannot clone or duplicate an invoice in the current system.
The "Clone Invoice" feature is not available at present.

Q22. How do I search invoices by customer name or number?​

Steps to Search Invoices by Customer Name or Invoice Number:

  1. Go to the Invoice Module
  2. Navigate to the Invoices tab from the main menu.
  3. Use the Search Bar
    • At the top right of the invoice list, you'll find a search bar.
    • You can type the customer name, client company name, or invoice number directly.
    • Example:
      • Search TCS → shows all invoices for client TCS
      • Search DC/2025-26/01 → shows that specific invoice

Q23. How is the invoice number generated? Can I customize it?​

Invoice numbers in your system typically follow a predefined auto-generation format based on your organization’s invoice configuration.

For example:
DC/2025-26/0117

Can You Customize the Invoice Number?
Yes, but with some conditions:

  1. Invoice must be in “Created” status

    • You cannot edit the number if it's in “Ready” status.
    • Change the status back to “Created” from the Edit Invoice page.

  2. Edit the Invoice Number Field

    • Once in Created status, the Invoice Number field becomes editable.
    • You can now enter a custom number (e.g., CORP/2025/CLIENT-TCS/001).

  3. Save the Changes

    • After updating the invoice number, click Save to apply.

⚠️ Notes:

  • Ensure the new invoice number is unique. Duplicates will throw an error.
  • Some systems restrict this feature to admin users only.

Q24. Is the “Pin Code” required to save an invoice?​

No, the “Pin Code” field is optional.
You can successfully save or generate an invoice even if the Pin Code is left blank.

Q25. What are mandatory fields to create an invoice?​

Mandatory Fields to Create an Invoice
When creating an invoice (from booking or invoice module), the following fields are required:

  1. Client

    • A valid client must be selected.
    • The client should be active and eligible for invoicing.

  2. Trip(s)

    • At least one completed trip must be selected.
    • Trip status should be “Completed” for invoice creation.

  3. Invoice Date

    • The date when the invoice is being generated.
    • Defaults to current date, but can be modified if needed.

  4. Fare / Amount Details

    • Base fare, allowances, driver charges, tolls, etc. must be populated from the trip(s).
    • In case of a manual invoice, you can add charges by clicking Add Items.
    • The total invoice amount must be non-zero.

  5. Save

    • Click on the Save button at the bottom to save the invoice.

Q26. How is the “Serving Company” selected? Can it be changed?​

How is it selected?

  • The system auto-selects the “Serving Company” based on the company that provides services to the client.

Can it be changed?

  • Yes, but only if the invoice is in Created status (not "Ready").
  • You can change it from the "Edit Invoice" page using the Serving Company dropdown.
  • This dropdown is usually placed near the top of the invoice form.
  • Once changed, all tax calculations and formats may also update based on the selected company’s config.

⚠️ Notes:

  • Once the invoice status is changed to “Ready”, the Serving Company becomes locked.
  • Changing the serving company may impact:
    • Invoice Number Series (if company-wise series is used)
    • Bank Account Details in printed invoice

Q26. What is the difference between “Serving Company” and “Full Name”?​

Serving Company

  • Definition: This is the registered vendor/company entity in your system that is providing the service (vehicle, driver, etc.) for the trip.
  • Source: Pulled from “My companies” Database.
  • Purpose:
    • Determines GST registration details, invoice branding, and taxation.
    • Used in backend reports, reconciliation, and compliance.

👤 Full Name

  • Definition: This is the display or contact name of the person or vendor representative associated with the invoice.
  • Editable: Yes, this can be changed per invoice.
  • Purpose:
    • Used for personalization or identifying contact person.
    • Appears on the printed invoice as the vendor’s name (optional).

Q27. Can I have multiple GST numbers (Tax IDs) for different branches?​

Yes, you can have multiple GST numbers (Tax IDs) for different branches — and it's recommended if your business operates in multiple states.

How it Works in Our Invoice System:

  • Each “Serving Company” (i.e., vendor entity) can be configured with multiple branches.
  • Each branch can have:
    • Its own GST number
    • Its own address, state, contact details
    • While creating the invoice, the correct GST number is auto-selected based on the branch/state.

Q28. Can I set a future invoice date?​

Yes, you can set a future invoice date in the system.

📅 How to set a future date:

  1. Open the Edit Invoice page.
  2. Locate the Invoice Date field (bottom section under vendor info).
  3. Click the calendar icon and select any future date.
  4. Click Save to apply the changes.

Q29. What does the “Cancel” button do — does it exist without saving?​

The “Cancel” button is used to officially cancel an existing invoice in the system.

How it works:

  • When you click Cancel, a confirmation popup appears.
  • You must select:
    • A Cancellation Reason (from dropdown)
    • A Remark (explanation or note)

On clicking Proceed, the invoice is:

  • Marked as Cancelled
  • Locked for further edits or sending
  • Logged in the Audit Trail for transparency

⚠️ Notes:

  • Cancelled invoices are not deleted, they are stored for record-keeping.
  • You cannot cancel an unsaved or incomplete invoice.
  • This is different from the Delete action, which removes draft or unused invoices entirely.

Q30. Can I see a history of changes in “Audit Log”?​

Yes, you can.
Absolutely. The Audit Log feature allows you to track all key changes made to an invoice.

🧾 What does the Audit Log show?
It records:

  • Who made the change (user name)
  • What was changed (e.g., status, amount, tax, etc.)
  • When the change was made (date & time)
  • Previous vs updated values (where applicable)

📍 How to view it:

  1. Open any invoice (in Created, Ready, or Cancelled state).
  2. Scroll to the bottom toolbar.
  3. Click the 🧾 Audit Log button.
  4. A popup appears listing all the historical actions.

Q31. Can I restrict who can edit vs. who can view invoices?​

Yes, you can restrict who can edit vs. view invoices ✅

🔐 How does invoice access restriction work?
The system uses role-based access control, where user permissions are defined based on their role or designation (e.g., Admin, Finance Manager, Viewer, etc.).

Steps to Assign Invoice Rights to a User:

  1. Go to Admin → User List
  2. Click on Edit next to the user you want to modify
  3. In the Role field:
    • Use the search icon to navigate to the Role Management page
  4. On the Role page:
    • Click Add Role
    • Check appropriate permissions (e.g., under Invoice, tick Add, Edit, or Delete)
    • Save the role
  5. Go back and assign the newly created role to the user

Q32. How do I attach additional documents (like trip sheet, booking details)?​

Currently, attaching external documents like trip sheets or booking details to an invoice is not supported in the system.
However, this feature is planned for a future update and will be available shortly.

Q33. Can I edit fare charges by edit ?​

Yes, you can edit fare charges by following these steps:

  1. Change Invoice Status:
    If the invoice is in "Ready" mode, it becomes non-editable. First, change the invoice status back to "Created".

  2. Click on Edit Icon:
    Locate the fare/trip item or any custom charge listed in the invoice and click the ✏️ (edit icon) next to it.

  3. Update the Fare Amount:
    A modal or inline input will appear — you can now change the fare charges as needed.

  4. Save the Changes:
    After editing, click "Save" to update the invoice.

Q34. How can I print a trip summary, trip sheet, duty slip and invoice sheet ?​

To print or download documents like Trip Summary, Trip Sheet, Duty Slip, and Invoice Sheet, follow these steps from the Invoice List Page (as shown in your screenshot):

Steps:

  1. Go to Invoice Module → Invoice List
  2. Locate the Invoice you want to print/download.
  3. Click on the 3-dots (⋯) under the "Action" column for that row.
  4. You will see the following options in the dropdown:
    • 🖨️ Print Invoice
    • 📤 Send Invoice
    • 🖨️ Print Duty Slip
    • 🖨️ Print Trip Summary
    • 🖨️ Print Coversheet
    • 📥 Download Trip Sheet
    • 📥 Download Coversheet
    • 📥 Download Invoice Sheet

Use "Print" options to preview and directly print.
Use "Download" options to save PDF copies locally.

Q35. I don't want to see particular columns in the List page. How can I hide this ?​

To hide or rearrange columns in the Invoice list page:

  1. Click the gear icon located at the bottom-right corner of the invoice list page.
  2. A “Select Columns” popup will appear.
  3. In this popup:
    • Use drag and drop to move fields between Visible Fields and Hidden Fields.
    • You can also reorder the visible fields by dragging them up or down.
  4. Click Save to apply the changes.

Q36. How to bulk delete invoices ?​

  1. Go to the "Invoice List" Page
    Navigate to the page where all registered invoices are listed.

  2. Select Invoices
    Use the checkboxes on the left side of each invoice row to select multiple invoices.
    You'll see the count of selected records at the bottom (e.g., “8 Records Selected”).

  3. Click on the Three-Dot Menu (⋯)
    Located at the top-right corner above the invoice table.

  4. Click on “Bulk Delete”
    From the dropdown, click on “Bulk Delete” to initiate the deletion.

  5. Confirm the Deletion
    A confirmation popup may appear.
    Click Yes/Delete to proceed and remove the selected invoices.

Q37. How to print invoices in bulk?​

To print invoices in bulk, follow these steps:

  1. Go to the "Invoice List" page
    Navigate to the page where all your invoices are listed.

  2. Select multiple invoices
    Use the checkboxes on the left side of each row to select the invoices you want to print.

  3. Click the three-dot menu (⋮)
    Located on the top right corner of the page.

  4. Choose "Print in Bulk"
    From the dropdown, click "Print in Bulk" to open the print options modal.

  5. In the pop-up:

    • Select Invoice Type
    • Choose Sort Order (optional)
    • Enable/disable details like pickup, drop, attachments, full address, etc. (optional)

  6. Click "Print"
    Once your preferences are set, click the green "Print" button at the bottom to generate the bulk invoices.

Q38. How to create a credit note for an invoice ?​

To create a Credit Note for an invoice, follow these steps:

Steps to Create a Credit Note:

  1. Go to the "Invoice List" page
    Navigate to the page where all invoices are listed.

  2. Click on the invoice you want to credit
    This opens the Invoice Edit view.

  3. Click on the "Create Credit Note" button
    At the bottom of the invoice popup, locate and click the 🧾 Create Credit Note button (left-most button).

  4. Fill the Credit Note form in the popup opened

    • Enter Date
      Defaults to today; you can backdate if needed.
    • Verify Company & Credit Note Number
      These should be auto-filled. You can edit the Credit Note number if required.
    • Select Currency
      Typically INR; can be changed if multi-currency is enabled.
    • Add Line Items:
      • Charge Type: e.g., Base Fare, Distance Fare, etc.
      • Unit Cost: e.g., 2000
      • No. of Units: e.g., 1
      • ➕ Add more items if needed.
      • (Optional): Click + Group to group charge heads.
      • (Optional): Click + Discount to apply discounts.

  5. Choose Tax % (GST or other tax applicable on the refund).

  6. Review Summary

    • Sub Total
    • Total Deduction
    • Total Taxes
    • Grand Total

  7. Click “Save” ✅

Once saved:

  • The Credit Note gets linked to the invoice.
  • It’s visible in the Credit Note module.
  • You can download or print it from the Credit Note module.

Q39. How can I download invoice reports ?​

  1. Go to the Invoice List Page
    Navigate to the page where all invoices are displayed.

  2. Apply Filters
    Use the filters at the top to narrow down the invoice data:

    • 📅 Date Range: Select a range using the date picker.
    • 👤 Client Filter (optional): Search invoices by client name for focused bulk downloads.

  3. Click on the Three Dots (⋮) Menu
    Located in the top-right corner of the invoice list panel.

  4. Choose Your Download Format
    Select from the available options based on your reporting needs:

    • 📥 Download → Downloads invoices in bulk (PDF or system-supported format).
    • 📄 Download Coversheet PDF → Downloads a summary report of selected invoices in PDF format.
    • 📊 Download Coversheet Excel → Exports a structured invoice summary in Excel format for analysis or reporting.

Q40. How can I download the coversheet for the particular client for all the invoices ?​

To download the invoice coversheet for a particular client, follow these steps:

Download Invoice Coversheet for a Specific Client

  1. Go to the Invoice List Page
    Navigate to the section where all invoices are displayed.

  2. Filter by Client
    Use the Client filter at the top of the list.

    • Select the client name you want to generate the coversheet for.
    • You can also apply a date range filter if needed.

  3. Select All Invoices

    • Use the checkbox on the top-left to select all filtered invoices.
    • Alternatively, select specific invoices for that client manually.

  4. Open the Three Dots (⋮) Menu
    Located in the top-right corner of the invoice panel.

  5. Choose Coversheet Format
    Pick one of the following based on your requirement:

    • 📄 Download Coversheet PDF – Download a PDF summary for the selected invoices.
    • 📊 Download Coversheet Excel – Export Excel file summarizing all invoice data.

Note: Only the invoices visible/selected based on the filters (like client and date) will be included in the coversheet.

Q41. How can I download excel for the particular client for all the invoices ?​

To download an Excel report of all invoices for a particular client, follow these steps:

Step 1: Go to the Invoice List Page

  • Navigate to the section where all invoices are listed.

Step 2: Apply Client Filter

  • Use the Client filter at the top (search or dropdown).
  • Select the specific client whose invoices you want.
    (Optional) Use the date filter to narrow down the range.

Step 3: Select Invoices

  • Once the list is filtered, use the checkbox on the top-left to select all visible invoices.
  • Alternatively, manually select desired invoices for the client.

Step 4: Click on the Three Dots (⋮) Menu

  • Located in the top-right corner of the invoice list panel.

Step 5: Download Coversheet in Excel Format

  • Choose 📊 “Download Coversheet Excel”.
  • This will export an Excel sheet summarizing all the selected invoices.

Q42. What is the use of a customise feature in invoice ?​

Here’s how you can add additional custom fields to the Create Invoice page using the Customise option:

Step-by-Step Guide

Step 1: Go to the Invoice List Page

  • Navigate to the main invoice listing screen where all invoices are displayed.

Step 2: Click on the Three Dots (⋮) in the Top-Right Corner

  • This menu provides multiple configuration and export options.

Step 3: Select Customise from the Dropdown

  • A modal titled “Additional Fields” will open (as shown in your screenshot).

Step 4: Add Field(s)

  • Click on ➕ Add Field
  • Choose:
    • Field Type (e.g., Short Text, Dropdown, Date, etc.)
    • Label (Display name of the field)
    • Placeholder (Optional guidance text inside the input)

Step 5: (Optional) Use Groups

  • Click ➕ Add Group if you want to organize fields into logical sections.

Step 6: Save & Close

  • Once fields are added, they'll appear on the Create Invoice or Edit Invoice form.

Q44. How is the invoice number (e.g., DC/2025-26/0117) generated?​

The invoice number format like DC/2025-26/0117 is automatically generated based on a predefined numbering scheme configured in the system.
You can manage or customize this format using the Invoice Configuration module.

Q45. Can I export filtered invoices to Excel/PDF?​

Yes, you can export filtered invoices to Excel or PDF.

🧭 Steps to Export Filtered Invoices

  1. Go to the Invoice List Page
    Navigate to the page where all your invoices are listed.

  2. Apply Filters
    Use the date range picker at the top.
    Optionally filter by:

    • Client Name
    • Serving Company
    • Status (Created, Paid, Cancelled, etc.)
    • Payment Status (Paid, Unpaid)

  3. Click the 3-Dot Menu (⋮)
    Located in the top-right corner of the invoice list panel.

  4. Choose Export Option

    • 🧾 Download Coversheet PDF – Exports a summary report in PDF format.
    • 📊 Download Coversheet Excel – Exports all filtered invoices into an Excel sheet.
    • 📥 Download – Exports bulk invoice PDFs (one per invoice).

📝 Notes

  • The export will include only those invoices that match your applied filters.
  • Make sure the correct checkboxes are selected (if exporting specific records only).

Q46. What does the Status (Created) mean – is it editable?​

“Created” is the initial status assigned to an invoice after it is generated but before it is finalized.

  • The invoice is drafted but not yet locked.
  • You can still edit invoice details in this state.

It allows changes to:

  • Client details
  • Fare charges
  • Tax/GST components
  • Invoice number
  • Additional notes, etc.

Q47. What does the Payment Status (Unpaid) mean – can we mark it as Paid manually?​

This means that the invoice has been generated, but no payment has been recorded against it in the system.

  • It is the default status for all newly created invoices.

Yes, you can manually update the payment status to Paid:

  1. Go to the Invoice Module
    Navigate to the list of invoices.

  2. Locate the Invoice
    Use search or filters (Invoice No, Client, etc.).

  3. Click on the Edit Icon (✏️)
    Open the invoice in editable mode.

Note: Invoice must be in “Created” status.

  1. Find the “Payment Status” Field
    This is below the status field.

  2. Change Status to “Paid”
    Select "Paid" from the dropdown options.

  3. Save the Invoice
    Click Save to confirm the status change.