🧾 Invoices¶

Invoices in Dhanman make billing intelligent and effortless — designed for real users, not accountants.
The system automates product, GST, and approval logic, ensuring compliance with minimal manual work.

📘 Overview¶

An Invoice records the sale of goods or services to a customer.
Dhanman supports the complete lifecycle — from creation, multi-level approval, and payment, to audit and reversal — all traceable and transparent.

💡 Core Principle: No invoice is ever deleted — every action is auditable.

🔁 Invoice Lifecycle¶

flowchart TD
    A[Draft] --> B[Pending Approval - Level 1]
    B --> C[Pending Approval - Level 2]
    C --> D[Approved]
    D --> E[Paid]
    E --> F[Audited]
    D --> G[Reversed / Canceled]
    G --> A

Stage Definitions¶

Stage	Description
Draft	Created but not yet submitted. Fully editable.
Pending Approval – Level 1	First approver reviews invoice.
Pending Approval – Level 2	Second-level approver validation (optional).
Approved	Finalized and ready for payment.
Paid	Payment recorded manually or via gateway.
Audited	Locked after verification; prevents modification.
Reversed / Canceled	Invoice canceled before audit — returns to Draft state.

🧩 Key Highlights¶

Feature	Description
🧠 Customer-specific Products	Each customer can have pre-linked products or services, automatically prefilled on selection.
💡 Auto GST Intelligence	Each product carries its configured GST rate. The system determines CGST + SGST or IGST automatically based on customer state.
🔁 Recurring Invoices	Schedule weekly, monthly, or yearly billing. Ideal for maintenance or rent.
📋 Copy Existing Invoice	Duplicate from any previous invoice — all details and taxes included.
⚙️ Multi-Level Approvals	Two configurable approval layers (Company or Account level).
📊 Dashboard Insights	View invoices by status, overdue count, and financial year performance.
🧾 Smart Defaults	Account mappings, tax preferences, and numbering handled automatically.

🖥️ Invoice Dashboard¶

Invoice Dashboard

The dashboard offers:

Filters for Draft, Pending, Paid, Audited, and Reversed
Graphs for total billed, collected, and outstanding
Trends by month or quarter
Quick actions for New, Copy, or Import

🧾 Creating a New Invoice¶

Create Invoice

Navigate to Income → Invoices
Click ➕ New Invoice
Select a Customer → linked products auto-load
Set Invoice Date, Due Date, and Payment Terms
Add or adjust Items/Services
GST rates applied per product
System picks CGST + SGST (same state) or IGST (inter-state)
Add optional Discounts, Shipping, or Adjustments
Add Notes or Terms & Conditions
Click Save as Draft or Submit for Approval

💡 Tip: Copy from an old invoice to reuse customer, items, and taxes.

🔁 Recurring Invoices¶

Recurring Invoices

flowchart LR
    A[Original Invoice] --> B[Recurring Template]
    B --> C[Auto-Generated Invoice]
    C --> D[Approval → Payment → Audit]

Setup Steps¶

Choose Schedule Recurring from invoice actions
Set Frequency (Weekly / Monthly / Quarterly / Yearly)
Define Start Date and optional End Date
The system generates new invoices automatically using the same items, taxes, and customers

🧠 Approval Workflow¶

Level	Scope	Typical Role
Level 1	Organization	Finance Manager / Admin
Level 2	Account Level	Treasurer / Accountant

Both approvals are logged permanently for audit trail.

💸 Payments¶

Once approved: - Record manual payments (cash, cheque, transfer) - Capture gateway payments (e.g., UPI, cards) - Apply Advances / Credits - Integrate with Bank Reconciliation

Payment confirmation transitions the invoice to Paid.
Only Audited invoices are fully locked.

🔁 Reversals (Canceling Invoices)¶

Use Reverse Invoice before audit to cancel incorrect invoices.
Invoice becomes Reversed / Canceled and reverts to editable Draft.
No ledger or journal entry is posted until re-approval.

⚠️ Once audited, reversal isn’t allowed. Use before locking.

📦 Importing Invoices¶

To import existing invoices:

Go to Income → Invoices
Click More → Import Invoices
Upload a .csv or .xlsx file
Map columns → preview → confirm
The system validates customers and GST automatically

💡 A sample format is downloadable from the import page.

🧭 Quick Actions¶

Action	Location	Description
➕ New Invoice	Dashboard	Create fresh invoice
📋 Copy	⋮ Menu	Duplicate existing invoice
⏰ Schedule Recurring	⋮ Menu	Automate periodic invoices
🔁 Reverse	⋮ Menu	Cancel and return to Draft
📥 Import	More Menu	Bulk upload invoices

💡 Best Practices¶

Define customer-product mappings for repeat clients
Let GST auto-apply — avoid manual overrides
Review Pending Approvals weekly
Use Recurring Invoices for subscriptions or maintenance
Prefer Reversal instead of deletion for clean audit logs