How to use Bill Minutz

2. Finding your way around

The menu follows the order a business actually works in, not alphabetical order. Click a heading and it folds open. A section you have no use for stays shut, and anything your plan does not include is not shown at all.

On a phone the menu is behind the button at the top left, and the pages are built to be used one-handed.

3. Invoices and documents

Each kind of document has its own running number and its own print layout, and one can be carried into the next so nothing is typed twice.

• Carry one into the next. A quotation becomes an invoice, a delivery challan becomes an invoice, a purchase order becomes a purchase bill. The items, rates and taxes come across.
• Printing and PDFs are made on your own screen, so a bill is never stored on our servers as a file. Print, download, or send by WhatsApp or email.
• Changing a bill. An edit is recorded in Admin → Edit History with who changed what, so you can always answer "why is this different?"
• Deleting a bill moves it to Admin → Recycle Bin, where it can be restored for 60 days.
• Advances and part payments are recorded against the customer, and what remains owing shows on the invoice and in Receivables.

4. GST

GST is worked out for you from three things: your state, your customer, and the rate on the item. You do not calculate anything by hand.

Which tax goes on the bill

• Customer in your own state: CGST and SGST, in two equal halves of the item's rate.
• Customer in another state: IGST, at the item's full rate.
• No GSTIN for the customer: they still get a proper tax invoice. A GSTIN is only needed where the customer wants to claim the credit.

Input credit on what you buy

Returns and filing

• GSTR-1 (what you sold) and GSTR-3B (the monthly summary and what you owe) are prepared from your own bills, with the figures grouped the way the return wants them.
• GSTR-2B reconciliation compares what your suppliers filed against the purchase bills you entered, so you can see what is missing before you claim it.
• GSTR-9, the annual return, is prepared the same way.
• Filing goes out through a licensed GST service provider from the GST page, so you do not re-enter anything on the portal.
• e-Way bills for goods in transit are generated from the document itself.

Why a figure may look odd

• Profit excludes GST. GST you collect is not income and GST you pay is not cost, so Profit & Loss is kept clear of both — the same convention TallyPrime follows. The exception is GST you could not claim, which is part of cost.
• CGST and SGST are always equal, and an odd paisa goes to Round Off rather than making the two halves differ.
• GST paid to the government reduces your GST payable and your bank balance. It is not an expense, so it never touches profit.

5. Products and stock

• Goods or service. A service has no stock and takes a SAC code; goods take an HSN code and are counted.
• Stock moves by itself as you bill, buy, return or deliver. There is no separate stock entry to remember.
• Serial numbers (IMEI, machine numbers) can be held per piece, so you know which exact unit went to which customer — useful years later for a warranty claim.
• Bundles let you sell a set as one line and still take the right pieces out of stock.
• Godowns are for more than one store or a godown plus a counter. They are off until you turn them on, and then every stock figure can be seen store by store.
• Alerts tell you what is out of stock or running low, on the Dashboard and in Alerts.

6. Purchases and suppliers

• The chain: Purchase Order → Purchase Bill → Supplier Payment, with a Debit Note for a return to the supplier.
• Scan a supplier's bill instead of typing it. Take a photo or upload the PDF and the figures are read out of it — items, rates, GST and the total. Check it before you save; a faded thermal print or a handwritten bill can be read wrongly, and you are warned when the reading is doubtful.
• What you owe is tracked per supplier, with what is overdue, in Supplier Payments and in the aging report.
• A bank offer or cashback on a payment is recorded as other income, and the supplier's bill stays at its full value — so your books agree with the supplier's ledger.

7. Money in and money out

• Customer Receipts record what you have been paid, in cash, by bank, UPI or cheque, and set against the right invoices.
• Online Payments let a customer pay by UPI or card from the bill. Connect your own payment gateway, and what the gateway settles into your bank is matched against the payments it collected, so the two always agree.
• Expenses are every other payment — rent, salary, freight, tea. Record the supplier's GSTIN where there is one, so the GST counts as credit (see GST).
• Cash & Bank Book shows every rupee in and out, per account, with a running balance you can tally against your passbook.

8. Service jobs and AMC

These two appear for a business that does work, not only one that sells goods.

• Service Jobs hold the job from the moment the item comes in: what is wrong, who it belongs to, which technician has it, what was done, the parts used, and photos. The customer can sign on the screen when they take it back.
• Parts used on a job come out of stock and onto the bill, so a job and its invoice cannot drift apart.
• AMC / Subscriptions keep contracts that renew — a yearly service contract, a monthly retainer — and tell you what is due before it lapses.

9. Staff logins

• Create a login in Team → Staff & Technicians. Each person signs in with their own mobile or email and their own password.
• You choose what each person can open — billing, stock, customers, service, expenses, and so on. What you do not grant does not appear in their menu, and the server refuses it even if the page is asked for directly.
• Everyone always has My Attendance, My Signature and Support.
• Settings and Subscription are yours alone. No staff login can change the business profile, the plan or the bank details.
• A staff member sees their own pay and attendance, never a colleague's.
• Change a person's password, or switch their login off, and they are signed out everywhere at once.

10. Reports and books

• Profit & Loss, Balance Sheet and Trial Balance, in the form your CA expects.
• Aging for who owes you and whom you owe, by how long.
• Cash flow, profit analysis and TDS under More Reports.
• Loans, Capital & Assets holds what the business owns and owes, with depreciation worked out for you.
• Payroll runs from attendance, with leave, overtime, advances and a payslip for each person.
• Tally: your data can be exported for TallyPrime, and a Tally file can be brought in.
• Every figure can be followed back to the document it came from, so a number is never a mystery.

11. Your account, plan and data

• Plans and add-ons are in Admin → Subscription. Pay monthly with auto-pay, or a year at a time. Every payment gets a GST tax invoice you can download.
• If a plan lapses the account is locked, and nothing is deleted. Renew and everything is exactly as it was. While it is locked you cannot download a backup, so take one before you let it run out.
• Backups. Export an encrypted copy of your business whenever you like, and restore it if you ever need to. Keep your own copies — it is your business, not only ours.
• More than one business (or a branch) can sit under the same login, and you switch between them from the top of the screen. Branches on the same GSTIN file one combined return.
• Closing your account is in Settings → Account & Security, and it removes the business and its records straight away. It cannot be undone, so export first.
• Sessions last a week, and you are signed out of other devices whenever the password changes.

12. When something goes wrong

13. Ask us

If the answer is not here, ask. We would rather answer the same question twenty times than have you guess at your own books.

More ways to reach us, and where we are, on the contact page.