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Tax invoices

Raise a GST tax invoice from a certified RA bill, issue it with a due date, and send it to the client — with a Pay now link if you collect online.

Where
  1. Projects
  2. open a project
  3. Billing
Who
  • Company Admin
  • Accountant

A tax invoice is always raised from a certified RA bill, at what the client allowed. It sits on the same Billing tab as the bills, under Tax invoices.

📷 Screenshot spot — an issued tax invoice open on the Billing tab, showing Supplier → place of supply, the CGST and SGST split, and its lines

Save as static/img/screenshots/finance-invoices.png and replace this box with ![Tax invoices](/img/screenshots/finance-invoices.png)

Raise the invoice​

  1. On the Billing tab, open a bill whose status is Certified.
  2. Click Raise tax invoice….
  3. Check the fields:
    • Invoice date — today unless you change it.
    • GST rate % — 18 for a works contract; 12 or 1 where a lower rate is notified.
    • SAC / HSN — 9954, construction services.
    • TDS rate % — the TDS the client will deduct, for example 2 under 194C. It is worked out on the value before GST. Tick The rate above is a collection (TCS), not a deduction if it is TCS.
    • Notes.
  4. Click Raise draft invoice. The invoice opens as a draft and the bill moves to Invoiced.

The invoice has one line per certified bill line: the quantity the client allowed this period, at the BOQ rate. A line certified at zero is left off. Its Taxable (gross) always equals the bill's certified amount — retention and advance recovery never reduce it (see RA bills for why).

A bill can be invoiced once. A second attempt is refused with "… has already been invoiced".

Issue it​

  1. In the draft, set the Due date, or the payment terms in or terms (days). If you set neither, the due date is the invoice date.
  2. Click Issue invoice.
DraftIssuedPartially paidPaid
DraftCancelled

Issuing makes it a statutory document. Payments then move it to Partially paid and Paid.

warning

An issued invoice cannot be edited or cancelled. To fix a draft, click Cancel draft and give a reason: the bill goes back to Certified and you raise the invoice again. Credit notes are not in the app yet, so a mistake on an issued invoice has to be corrected in your accounts.

How GST is worked out​

GST is calculated once, when you raise the invoice, and stored with it. Changing the client's GSTIN, the project's state or the GST rate later does not alter an invoice already raised.

  • Place of supply is the state where the project site is — the State code on the project, entered at award or in the project's details.
  • Site in the same state as your company: CGST + SGST. Different state: IGST.
  • If the project has no state code, the client's state is used, then the first two digits of the client's GSTIN, then your own state.
  • If your company's own state code is missing, the app cannot tell an intra-state supply from an inter-state one and charges IGST. Set it in company settings before you invoice.
  • Client GSTIN is copied from the client record, or shows "unregistered".

The invoice header shows this as Supplier → place of supply (two state codes) and Treatment.

Revenue is recognised at certification, not here

The client's certification of the RA bill is what earns the revenue. The invoice records the tax on it, and the payment settles the receivable — neither recognises revenue a second time. Three certified bills and three invoices are one revenue figure, not two. That is why Recognised revenue in Project financials moves when a bill is certified, not when it is invoiced or paid.

Send it to the client​

On an issued invoice, click Send. The dialog has five tabs:

TabWhat it does
This deviceOpens your phone's share sheet, WhatsApp or mail app with the invoice details.
EmailTo, Cc and Message; the invoice figures are added below your message. Click Send email.
WhatsAppSends the invoice details on WhatsApp. A free-form message only reaches someone who has written to that number in the last 24 hours; for a first contact, send an approved template.
Pay linkCreates a Pay now link for the outstanding balance on your own gateway.
Zoho BooksExport to Zoho Books — exporting again updates the same record.

Email, WhatsApp, the pay link and Zoho Books need to be set up first in Integrations; the tab tells you if one is not. There is no printable or PDF copy of an invoice yet.

Share copies a link that opens the invoice for a teammate signed in to the project.

This needs your company's own Stripe or Razorpay account connected. The money goes to your bank, never to Zaptiz.

  1. Click Send on an issued or partially paid invoice and open Pay link.
  2. Click Create pay link. It is a single-use link for the balance outstanding right now.
  3. Email or WhatsApp it from the other tabs — tick Include the "Pay now" button or Include the pay-online link.

When the client pays, the payment is recorded and allocated to this invoice automatically. If your gateway cannot notify the app, click Check payment status on the Pay link tab. Cancel link withdraws it.

Who can do this​

Accountants and the Company Admin raise, issue, cancel drafts, send invoices and create pay links. Project Managers and QS / Estimators can read invoices.

  • RA bills — certify the bill first; the invoice is raised from it.
  • Payments — record what the client pays against the invoice.
  • Integrations — connect email, WhatsApp, Stripe, Razorpay and Zoho Books.
  • GST & TDS Agent — checks the month's invoices before you file.