Create and Manage Invoices

Invoice Manager tracks draft, sent, paid, cancelled and credited invoices together with unpaid, partially paid and paid collection status.

Permission required

Owners have full access. Managers and staff need Invoices access, the appropriate invoice action permission and access to the billing location.

Create an invoice

Open Sales & Billing → Invoices and select Create Invoice.

Build an invoice

1. Confirm Invoice Date, Billing Location and Place of Supply.
2. Select a customer or Walk-in Customer, then review the billing name, phone, email, GSTIN and address.
3. Select Add Item and choose Service, Product, Package, Gift Voucher or Custom.
4. Choose the item, quantity, price and GST percentage where editable, then verify HSN/SAC and product GST Unit / UQC.
5. Review package coverage or membership discount options on eligible service lines.
6. Add a permitted manual discount or coupon. Add a discount note when it helps explain an approved adjustment.
7. Review taxable amount, CGST, SGST, IGST, round-off and Grand Total.
8. Save the invoice.

GST is applied only when the selected billing location has GST configured. Invoice lines and totals retain the billing snapshot used when the invoice is created.

Package coverage, membership benefits and coupons can change the taxable calculation. Review the complete preview instead of calculating the final figure outside Yepsta.

Create an invoice for a Project billing stage

Open the Project Billing tab and use Create Invoice on a Ready stage. Yepsta opens the existing invoice builder with Project/stage context and planned-amount guidance. Confirm every line, GST field and total before saving; stage readiness does not create or force an invoice. Each billing stage can link to at most one invoice.

Issued Project invoices remain authoritative and are never rewritten by a later Change Order. Valid price changes are applied to the current contract and future unbilled planning.

Find and manage invoices

Use the Invoice Manager search for invoice number, customer, mobile or email. Open Manage to inspect items, payment progress, tax snapshot, package usage and credit notes. Edit is available only while the current invoice state permits changes.

From the invoice you can record payment, print A4, 4x6 or Thermal, and share through an available WhatsApp action. Customer Portal users can see and download their linked customer-safe invoice.

For an issued Sent Invoice that is unpaid or partially paid, Collect online can create a full or partial Razorpay Payment Link or an available Dynamic QR request. Yepsta records the payment only after provider confirmation and keeps the result on this same Invoice. Cancelled, void, credited and partially credited Invoices are not eligible for new online collection.

Understand invoice states

• Draft — billing work not yet completed for customer use.
• Sent — the invoice has moved into the sent state.
• Paid — recorded payments cover the amount due.
• Cancelled — the invoice is no longer active for collection.
• Credited — a credit note reversed the eligible paid invoice.

Payment status is separate: Unpaid, Partially Paid or Paid describes collection progress.

Important information

An invoice marked Paid should reflect actual recorded collection. A Credited invoice has been reversed with a credit note and is locked from further changes.

Tip

Before saving, confirm the billing location and customer. These drive location access, supplier identity, GST treatment, packages and customer portal visibility.

Related guides

• Record Payments and Use Customer Wallet Credit
• Collect with Yepsta Pay
• Reverse a Paid Invoice with a Credit Note
• Create a GST-compliant Invoice
• Create and Send Estimates
• Manage Online Store Orders
• Configure Notification Centre
• Use the Report Centre
• Manage Project Billing, Invoices, and Payments
• Create and Apply Project Change Orders

Last reviewed: 1 September 2026