Raise an invoice
How an office admin bills a customer from a job, what the invoice form asks for, and what can still be changed once the invoice is issued.
Every invoice in KaryaFlow belongs to a job. You cannot raise one from a customer's page or on its own.
Open the job, then open the Invoices tab.
Raise the invoice
Click Create invoice
The button reads Create new invoice if the job already has one. A banner appears saying New invoice draft — nothing is saved until you finish.
Choose the template
Template decides the layout of the printed bill. If your company has only one, it is filled in for you.
Set the place of supply
Pick the customer's state. The line underneath tells you which tax applies: Inter-state supply → IGST or Intra-state supply → CGST + SGST.
Check the parts
Parts To Invoice already lists the parts the technician recorded on the job. Set the Qty, the Rate and any Discount. The Incl / Excl control beside the rate says whether that rate already includes tax.
Add anything the parts list does not cover
Under Service And Manual Lines, click Add Line and type the description, quantity and rate. Use this for labour and transport.
Check the summary
The panel on the right totals it up: Taxable, Discount, the tax rows, Round Off and Total.
Click Preview
The bill opens in a new browser tab exactly as it will print. Nothing is saved and no invoice number is used up.
Click Create & issue invoice
The invoice is created and issued in one step, with its number.
Discard draft throws the draft away. It asks you to confirm.
If the button will not save, check the message. No available parts or manual lines to invoice means there is nothing on the invoice yet.
There is no separate draft step on the Dashboard. Create & issue invoice issues the bill and takes the next number in your series straight away. Use Preview to check it before you click.
Where the invoice number comes from
One running sequence is shared across every job. Issuing a bill on any job advances the number for the next one.
Your admin sets it under Settings → Documents → Invoices: the Prefix, the Number length, whether it resets each financial year, and the Next number.
After the invoice is issued
The invoice appears in the list on the same tab, with columns for Invoice, Date, Technician, Status, Taxable, Tax and Total.
An invoice is marked Draft, Issued or Void.
The icons at the end of the row do this:
| Icon | What it does |
|---|---|
| View | Opens the invoice with its PDF |
| Download PDF | Saves the file |
| Change format | Re-prints it in a different layout. The number stays the same. |
| Refresh customer details | Re-reads the customer's name, contact and address. The number, items and totals stay the same. The GST number is not changed. |
| Void | Cancels it and keeps the record |
| Change company | Moves it to another of your legal entities |
You cannot change the lines or the totals of an issued invoice. If the amount is wrong, void it and raise a new one.
Void an invoice
Click the void icon on the row
The Void Invoice dialog opens.
Type the reason
The Void button stays greyed out until you have written at least a few characters.
Click Void
The invoice is marked Void and keeps its number, so your numbering has no gaps to explain.
You can then delete a void invoice with the bin icon if you do not want it in the list.
Move an invoice to another company
Only if your workspace runs more than one legal entity. Click Change company, pick who it should be issued under, and choose whether to Keep the total or Add GST on top.
This is the one action that changes the invoice number. An issued invoice is voided and a replacement is raised under the new company. The button says Void & re-issue so you know.
AMC invoices
Invoices for annual maintenance contracts are raised automatically on each contract's billing cycle. You do not raise them by hand. See Customers → AMC Billing.
If an AMC was sold on the visit you are billing, a card called AMC Sold On This Job appears in the builder. Tick it to bill the contract on this invoice. One contract per invoice — a second needs its own.