Billo Invoice Management

Login & Authentication

Clean login page with email and password fields, a "Forgot Password" link, and a "Sign Up" option for new vendors. The platform uses JWT-based authentication with secure token refresh, ensuring sessions remain active without requiring repeated logins. New vendors can self-register with a 14-day free trial.

Key Callouts

Email and password login form with clear validation messages
"Forgot Password" flow that sends a secure reset link to the registered email
Password strength enforcement requiring uppercase, lowercase, number, special character, and a minimum of 8 characters
Session management with automatic token refresh so users stay logged in
Self-service signup with 14-day free trial for new vendors

Dashboard

Real-time business health overview with KPIs, revenue trends, ageing analysis, status distribution, and top outstanding clients.

Key Callouts

Total revenue, outstanding, overdue, and collection efficiency KPIs
Revenue trend chart with monthly breakdown
Invoice status and payment method distribution charts
Ageing analysis: current, 1-30, 31-60, 61-90, 90+ days
Top outstanding clients for quick follow-up

Dashboard — Business health overview with KPIs and charts

▶ Full Platform Walkthrough

Companies

Manage multiple companies under one account. Each company has separate GST details, bank information, branding (logo and signature), and QR code generation.

Key Callouts

Add multiple companies with separate GST registration
Upload company logo and digital signature for invoices
Bank details with IFSC validation for receipts
Udyam Number support for MSMEs
QR code auto-generated for each company

Companies — Company list view

Company Edit Form

Company Logo & Signature Upload

▶ Create a Company

Clients

Centralized client management with GSTIN validation, contact details, and bulk import via Excel. Search and filter clients across all companies.

Key Callouts

Client CRUD with GSTIN and PAN validation
Bulk import clients from Excel spreadsheets
Search and filter by name, email, or mobile
Client data isolated per vendor for security

Clients — Client list with search and filters

▶ Create a Client

Service Catalog

Maintain a reusable catalog of services with HSN/SAC codes, default rates, GST categories, and Excel import/export support.

Key Callouts

Reusable line items with HSN/SAC codes
Default pricing and GST rate per item
Excel import and export for bulk operations
Category-based organization

Service Catalog — Catalog items with HSN/SAC codes

▶ Add Catalog Item

Create Invoice

Create professional GST-compliant invoices with auto-calculated CGST/SGST/IGST based on Place of Supply. Add multiple line items, apply discounts, and preview before sending.

Key Callouts

Select company and client to auto-fill details
Add line items from catalog or enter manually
GST auto-detected: intra-state (CGST+SGST) or inter-state (IGST)
Per-invoice GST rate override supported
Discount at item and invoice level
Live HTML preview before finalizing

Create Invoice — Empty form with company and client selection

Create Invoice — Form filled with company, client, and line items

Invoice HTML Preview

▶ Create Proforma Invoice

▶ Create Permanent Invoice

Invoice List

All invoices in one place with powerful search, filters by status and date range, and quick actions. Supports both Tax Invoices and Proforma Invoices.

Key Callouts

Paginated list with search by invoice number, client, or company
Filter by status: Draft, Sent, Paid, Overdue, Cancelled
Proforma invoices shown with PI badge
Quick actions: view, edit, send, download PDF

Invoice List — All invoices with status filters

Invoice List — Draft invoices ready to send

▶ Edit & Send Draft Invoice

Invoice Detail

Full invoice detail page with timeline of events, reminder history, payment status, and action buttons for sending, converting, and downloading.

Key Callouts

Complete invoice information with line items and totals
Timeline tab showing all events (sent, viewed, paid, etc.)
Reminders tab with notification history and tone indicators
Action buttons: Send, Download PDF, Mark as Paid
Payment status and history inline

Invoice Detail — Summary with action buttons

Invoice Detail — Full page with action buttons

Invoice Detail — PDF download action

Invoice Detail — Reminders tab showing notification history

▶ Invoice Preview

PI to Permanent Conversion

Unique workflow to convert Proforma Invoices to permanent Tax Invoices with discount negotiation and side-by-side comparison.

Key Callouts

One-click conversion from PI to Tax Invoice
Apply negotiated discount during conversion
Side-by-side comparison of PI vs final invoice
Original PI preserved for reference

PI to Permanent — Conversion with discount negotiation

▶ Convert PI to Permanent

Payments

Track all payments with pending, confirmed, and rejected tabs. Support for partial payments, TDS deductions, and 7 payment methods.

Key Callouts

Pending payments awaiting vendor confirmation
Confirmed payments with receipt auto-generation
Rejected payments with reason tracking
7 payment methods: Bank Transfer, UPI, Cash, Cheque, Card, Wallet, Other
Partial payment support with remaining balance calculation

Payments — Overview

Payments — Pending tab

Payments — Confirmed tab

Payments — Rejected tab

▶ Record Full Payment

▶ Confirm / Reject Payment

Receipts

Auto-generated payment receipts with PDF download. Each confirmed payment produces a numbered receipt linked to the invoice.

Key Callouts

Auto-generated on payment confirmation
Sequential receipt numbering per vendor
PDF download with company branding
Linked to invoice and payment records

Receipts — Receipt list with download actions

Receipts — Detailed receipt list view

Reports

11 ready-made reports covering GST, TDS, outstanding, revenue, client ledger, payment register, and more. Export to JSON, Excel, or PDF.

Key Callouts

Invoice Register and Proforma Invoice Log
GST Summary and TDS Report
Outstanding and Payment Register
Revenue Analysis and Client Ledger
Conversion Report and Discount Analysis
Reminder Log for audit trail
Export in JSON, Excel, or PDF formats

Reports — 11 report types with export options

▶ Generate a Report

Settings

Configure reminder schedules with customizable timing, tone levels, and delivery channels. Manage email templates and test email delivery.

Key Callouts

10-step reminder schedule with pre-due and post-due steps
5 tone levels: Polite, Friendly, Firm, Urgent, Final
Channel selection: Email, WhatsApp, or Both
Email template preview and test send
SMTP configuration for white-label email (vendor feature)

Settings — Reminder schedule configuration

Settings — Reminder steps with tone levels

▶ Configure Reminders

Client Portal

Self-service portal for clients to view invoices, mark payments, and upload payment proof — no login required. Accessed via a unique token link.

Key Callouts

No login required — accessed via secure token link
View full invoice details and download PDF
Mark payment with method, amount, and reference
Upload payment proof (screenshot/receipt)
Real-time status updates visible to vendor

Client Portal — Invoice view with payment actions

Admin Panel

Super admin dashboard for managing vendors, configuring per-vendor WhatsApp and email settings, impersonation for support, and platform-wide operations.

Key Callouts

Vendor management: create, edit, toggle active/inactive
Per-vendor WhatsApp configuration (Custom vs Default)
Per-vendor email toggle and SMTP configuration
Vendor impersonation with audit logging
Max companies limit per vendor

Admin Panel — Vendor list with configuration columns

User Manual (Built-in Help)

Comprehensive built-in user manual accessible from the navigation menu. Covers all features with step-by-step instructions and searchable content.

Key Callouts

Table of contents with all platform sections
Step-by-step instructions for every workflow
Searchable content for quick answers
Accessible from any page via the Help menu

User Manual — Built-in help with search

Signup & Free Trial

Self-service vendor registration with email verification and a 14-day free trial. New vendors get full access to every feature without providing payment details upfront.

Key Callouts

Quick signup form with name, email, phone, and password
Email verification link sent automatically
14-day free trial with complete feature access
No credit card required to start
Upgrade prompt appears when trial ends or limits are reached

▶ Signup & Free Trial

Subscription & Billing

Dedicated subscription management page with Razorpay-powered payments. View plan details, upgrade, renew, and manage billing — all from within the app.

Key Callouts

Current plan status with days remaining and expiry date
One-click upgrade and renewal via Razorpay checkout
Supports UPI, credit/debit cards, net banking, and wallets
Proactive renewal reminders before subscription expires
Usage limits (companies, invoices) shown with upgrade prompts

▶ Subscription Management

Appearance & Themes

Personalize the platform with 8 professionally designed color themes and dark/light mode. Preferences are saved per user account and apply across all pages.

Key Callouts

8 color themes: Default Blue, Emerald, Rose, Amber, Violet, Slate, Teal, Orange
Dark mode and light mode toggle
Live preview — changes apply instantly
Preference saved to user account, persists across sessions
Sidebar, header, and all components adapt to selected theme

▶ Appearance & Themes

Notifications

Centralized notification tracking for all email and WhatsApp messages sent from the platform. Filter by type, channel, and delivery status to audit every communication.

Key Callouts

All notifications listed with timestamp, type, and status
Filter by type: Invoice, Payment, Reminder, Receipt
Filter by channel: Email, WhatsApp
Filter by status: Sent, Delivered, Failed
Background delivery — UI actions respond instantly, notifications dispatched asynchronously

▶ Notification History

Invoice Cancellation

Cancel invoices with a documented reason. Cancelled invoices remain for audit but are excluded from outstanding and overdue calculations.

Key Callouts

Cancel from invoice detail page or list row dropdown
Cancellation reason recorded and displayed on invoice
Red banner shows cancellation details
Cannot be uncancelled — maintains audit trail

▶ Cancel Invoice

Appendix: Screenshot Capture Checklist

Use the table below to track the 22 screenshots needed for this guide. For best results, capture at the recommended browser width with the browser DevTools closed and any notification bars dismissed.

#	Screenshot Name	What to Show	Width
1	Login & Authentication	Login page with email/password fields and "Forgot Password" link	1280px
2	Dashboard	Full dashboard with all 6 KPI cards, charts, and top clients table	1440px
3	Companies	Company list page with at least one company card showing logo	1280px
4	Clients	Client list with search bar and at least 3 clients visible	1280px
5	Service Catalog	Catalog page with items grouped by category and HSN codes	1280px
6	Create Invoice	Invoice form with 2+ line items and calculated GST totals	1440px
7	Invoice List	Invoice list showing invoices in 3+ different statuses	1280px
8	Invoice Detail	Invoice detail page with timeline tab and 2+ events	1440px
9	PI to Permanent	Side-by-side comparison: PI vs Permanent with discount applied	1440px
10	Payments	Payments page with 3-tab layout and pending payments	1280px
11	Receipts	Receipts list with at least 2 receipts showing numbers and amounts	1280px
12	Reports	Report type selector grid and a sample GST report with data	1440px
13	Settings	Settings page with reminder schedule config showing tones	1280px
14	Client Portal	Client portal with invoice details and "Mark as Paid" button	1280px
15	Admin Panel	Admin vendor list with WhatsApp and Email config columns	1440px
16	User Manual	User manual page with table of contents and search bar	1280px
17	Signup & Free Trial	Signup page with registration form and free trial badge	1280px
18	Subscription & Billing	Subscription page showing plan status and Razorpay checkout	1280px
19	Appearance & Themes	Appearance page with theme grid and dark/light toggle	1280px
20	Notifications	Notifications page with type/channel/status filters	1280px
21	Receipts	Receipts list with date filters and PDF download buttons	1280px
22	Invoice Cancellation	Invoice detail showing cancel button, reason dialog, and cancelled banner	1440px

Table of Contents

Login & Authentication

Dashboard

Companies

Clients

Service Catalog

Create Invoice

Invoice List

Invoice Detail

PI to Permanent Conversion

Payments

Receipts

Reports

Settings

Client Portal

Admin Panel

User Manual (Built-in Help)

Signup & Free Trial

Subscription & Billing

Appearance & Themes

Notifications

Receipts

Invoice Cancellation

Appendix: Screenshot Capture Checklist