Key points
- Set up in this order: business, bill series, items, customers, invoice format, opening stock.
- Clean your item list before importing.
- Check HSN codes and GST rates with your CA.
- Make test bills for local, inter-state and B2C sales.
- Train staff on their own screens only.
Step 1: Business details
Enter your legal name, trade name, address, GSTIN and state. If you are a composition dealer, set that too, because it changes the bill type. Add your bank details and UPI ID if you want them on bills.
Step 2: Bill series
Choose a prefix and starting number for each type of bill, for example INV for tax invoices and CN for credit notes. Numbers must be unique within the financial year and up to 16 characters. Start a fresh series each April.
Step 3: Items
| Field | Tip |
|---|---|
| Name | Use names staff will search for; avoid duplicates |
| Unit | Pcs, kg, box; set conversions if you buy and sell in different units |
| HSN / SAC | Required; check with your CA |
| GST rate | From the current notification; most items are 5% or 18% since September 2025 |
| Price | Selling price, and whether it includes GST |
| Optional | Barcode, batch and expiry, size and colour, minimum stock |
Clean your item list in Excel first: remove duplicates, fix spellings and fill HSN codes. Importing a messy list just moves the mess.
Step 4: Customers and suppliers
Add regular customers with their GSTIN, state, phone and credit terms. Add suppliers the same way. Walk-in customers don’t need to be added.
Step 5: Invoice format
Pick A4, A5 or thermal. Add your logo, bank details, UPI QR and terms. Check that GSTINs, HSN codes, tax breakup and place of supply all print. See what an invoice must show.
Step 6: Opening stock and balances
Count your stock on the start date and enter it with cost. Enter what customers owe you and what you owe suppliers.
Step 7: Test bills
- Local registered customer Should show CGST and SGST.
- Customer in another state Should show IGST and place of supply.
- Walk-in customer A simple B2C bill.
- A return Credit note linked to a bill.
- Check reports Stock, customer balance and GSTR-1 data.
Step 8: Train your staff
Show counter staff only billing and returns. Show the accountant purchases, notes and reports. Short sessions with real items work best.
Common setup mistakes
| Mistake | What goes wrong | Fix |
|---|---|---|
| Duplicate items | Stock splits between two records | Merge before importing |
| Wrong or missing HSN | Wrong rate and HSN summary errors | Check codes with your CA |
| Prices without GST setting | Tax added twice or not at all | Mark prices as inclusive or exclusive |
| Customer state missing | Wrong tax type | Save state and GSTIN for regular customers |
| No opening stock | Stock reports meaningless for months | Count on the start date |
Printers and scanners
For counter billing, a thermal receipt printer (3-inch or 2-inch) and a USB barcode scanner are usually enough. For wholesale bills, an A4 or A5 printer. Set the paper size in the invoice format, print a test bill and check that GSTINs, HSN codes and the tax table fit neatly.
After setup: the first week
- Check a few bills each day for tax type, rate and HSN.
- Compare the day’s sales with cash and UPI received.
- Fix item details as soon as staff spot a mistake.
- Export a test GSTR-1 at the end of the week and look at where each bill landed.