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AI in Accounting

Built-in intelligence that works across every module.

FREYA: AI Financial Assistant

Ask FREYA a question in plain language and get the answer from your live books instantly. "What is outstanding from Client X?" returns the exact amount from your live receivables. "Which vendor invoices are pending this week?" pulls from live payables. "How much did we spend on logistics last quarter?" answers without opening a report. FREYA is connected to your actual transaction data, not a summary export, and is accessible to founders and managers with no accounting background. No prompt engineering, no spreadsheet, just an answer.

CFO-Level Business Insights

Refrens tracks the metrics a CFO monitors daily — MoM revenue growth, gross margin, net burn rate, cash runway, and working capital — and surfaces them in a live dashboard built from your actual books. The AI layer flags anomalies before you notice them: a margin dip in a particular month, a receivables bucket that has grown unusually fast, an expense category running ahead of plan. Ask FREYA for context on any number and get an explanation drawn from the underlying transactions. No analyst, no manual report, no weekly finance review meeting to find out where the business stands.

Refrens Trust Score

Before you sign a new client or extend payment terms, check their Trust Score in Refrens. Refrens analyses the client's GST filing history, return regularity, and GSTIN compliance status. A business that files returns consistently is a different credit risk from one with months of gaps. Your billing team can review this before any quote goes out, without visiting the GST portal or using a separate credit check tool.

Smart Transaction Analysis

Indian bank statement lines are raw and unstructured: "NEFT-CR-HDFC001-CompanyName-Ref123." Smart Transaction Analysis reads your bank statement PDF and extracts the party name, transaction category, and payment method from each entry automatically before reconciliation begins. Reconciliation that typically takes two hours now takes under twenty minutes. Works across unstructured PDF formats from major Indian banks.

AI-Powered OCR for Vendor Bills and Receipts

Upload a vendor invoice, bill, or expense receipt as a PDF or photo. Refrens reads it using AI and pre-fills vendor name, invoice number, date, GST amount, and line items with 99% accuracy. Bulk OCR processes a full month of vendor bills in a single upload. No manual typing, no key entry for routine bill recording. Processing time drops from an hour to minutes regardless of how many bills arrive each month.

GSTR-2B One-Click Recording

Refrens fetches your GSTR-2B directly from the government portal and matches each entry against your recorded purchases automatically. Matched transactions are reconciled with one click. Mismatches are flagged for review before any GST return is filed. No manual cross-referencing of supplier data against your purchase register, no risk of claiming ITC on invoices that suppliers haven't uploaded.

Claude AI Integration via MCP (One of the First in India)

Refrens is one of the first accounting platforms in India to offer a native Model Context Protocol (MCP) integration with Claude AI, making it one of the features that sets Refrens apart from other accounting software. Connect your Refrens account to Claude and your live financial data becomes queryable in plain language. Ask about cash flow, outstanding receivables, or expense patterns and get answers drawn from your actual books in real time, without building a report or exporting a file.

Refrens MCP integration

Accounts Receivable

Stop chasing. Start collecting.

Every rupee your clients owe you, every document you've sent them, and every payment they've made — tracked automatically. From the first quote to the final receipt, Refrens handles the paperwork so you focus on the work.

Create Professional Quotations

A client asks "what will this cost?" Most businesses write a number in an email and hope it's remembered. In Refrens, you create a formal quote in under a minute. The client gets a professional document they can accept or decline online. The moment they accept, you convert it to an invoice in one click — no re-entering anything.

Refrens quotation software

Proforma Invoices

When a client needs to make an advance payment before the job is done, a proforma invoice is what you send. It confirms the price and terms without being a final tax invoice. In Refrens, you create it from a quote or fresh. The client pays against it. You convert it to a final GST invoice when the work is delivered.

Proforma invoice templates for Indian businesses

GST-Compliant Invoicing

Your invoice is where revenue becomes real. Refrens generates a fully GST-compliant tax invoice by default — the right tax rates applied, the correct fields filled, your logo and payment terms on the document. Send it by email or WhatsApp directly from Refrens. The moment it's saved, it posts to your books automatically.

Online invoicing software

Sales Orders

When a client confirms an order, a sales order locks in what they've committed to buy and at what price. Refrens creates it from a quote in one click. You track fulfilment against it — how much has been delivered, how much is pending. When you're ready to bill, the sales order converts to an invoice with no data entry.

Refrens sales order management software

Recurring Invoices

If you have a retainer client, a subscription arrangement, or a fixed monthly service, Refrens generates and sends the invoice on your schedule automatically. Monthly. Quarterly. Fortnightly. You configure it once. The client gets billed without you thinking about it. If they miss a payment, reminders go out automatically.

Automated Payment Reminders

The invoice is sent. The client has gone quiet. Following up feels awkward. Refrens sends polite reminders on a schedule you control — on the due date, three days before, one week after. Via WhatsApp or email. On your behalf. The follow-up happens without you being involved, and payments arrive faster because of it.

Accept Online Payments

Add a payment link to every invoice. Your client clicks it and pays via UPI, cards, or net banking — in under two minutes. The payment hits your account and Refrens records it against the correct invoice automatically. No manually updating the ledger. No chasing the accountant to mark it as received.

Multi-Currency Invoicing

You invoice a client in the UK in GBP. Refrens creates the document in their currency, calculates the INR equivalent at the exchange rate, records both in your books, and tracks the exchange difference separately. Your international billing works the same as your domestic billing — without a separate tool or a manual currency calculation.

Delivery Challans

Goods leave your warehouse before the invoice is raised — for approval, on consignment, or for trial. The delivery challan is the document that travels with the goods. Refrens creates it from a sales order. Inventory updates when goods go out. When the client confirms receipt, you convert the challan to a final invoice in one click.

Delivery challan format

Payment Receipts

Every payment received — online or offline — gets a receipt in Refrens. It links to the correct invoice and the correct client. Your receivable balance updates immediately. If a client pays in three parts, all three receipts are attached to the invoice. You always know the exact outstanding amount without manually calculating it.

Client Management

Every client in Refrens has a complete record: every document you've sent, every payment they've made, every outstanding amount, and every contact person. You don't need to search your inbox to figure out "what was the last thing we sent to this client." It's all in one place, searchable, and always current.

Credit Notes and Debit Notes

A client returns goods. A service was billed incorrectly. The original invoice needs to be adjusted. You issue a credit note in Refrens, it links directly to the original invoice, and your GST records update automatically. No manually recalculating tax. No separate entry in your books. The adjustment is clean, documented, and audit-ready.

Client Outstanding Report

A client owes you money across seven invoices from the last three months. One is 60 days overdue. Two were partially paid. The Client Outstanding Report in Refrens shows all of this in one view: invoices raised, amounts received, overdue balances, and the exact outstanding figure per client. Pull it before a collections call or credit review. No spreadsheet needed.

Accounts Payable

Know what you owe. Pay the right vendors. Keep the records clean.

Every rupee going out of your business — to vendors, employees, landlords, and suppliers — tracked, categorised, and reconciled. Without a filing cabinet.

Purchase Orders

Before you spend money with a vendor, a purchase order is the commitment in writing. In Refrens, you raise a PO, send it to the vendor, and track delivery against it. When the vendor sends a bill, you match it to the PO. If quantities or amounts don't match, Refrens flags the discrepancy before you pay.

Purchase order management software

Purchase Expenses

Rent, salaries, electricity, software subscriptions, travel reimbursements — every business has expenses that don't come with a vendor invoice. Refrens lets you record all of them, categorise them correctly, and link them to the right financial period. Your P&L reflects actual costs — not just what showed up as a formal bill.

Expense management software for businesses

Vendor Bills

When a vendor invoice arrives, you record it in Refrens as a bill. It links to the relevant PO. The ledger updates. Refrens tracks whether it's paid or unpaid. Your payable report shows everything you owe, to whom, and by when — without maintaining a separate payment tracker in a spreadsheet.

Petty Cash and Reimbursements

An employee spent money from their pocket for an office errand. Petty cash was used for a courier. In Refrens, these are logged, categorised, and reimbursed through a proper workflow. Nothing goes unrecorded. Your petty cash account balance is always accurate. Reimbursements are approved and tracked, not settled informally.

Payout Receipts

Every payment you make to a vendor generates a payout receipt in Refrens. It's linked to the bill it's paying. The vendor sees confirmation. Your payable balance updates. If you ever need to prove you paid a vendor on a specific date for a specific amount, the receipt is there — timestamped and attached to the original record.

OCR Bill Scanning

Upload a vendor's bill as a photo, PDF, or even a handwritten expense note. Refrens reads it using AI and extracts vendor name, invoice number, date, amounts, GST details, and line items automatically. You review and approve. No manual typing. At moderate invoice volumes, this alone saves hours every week that would otherwise go to data entry.

Bulk OCR Processing

If your business processes dozens or hundreds of vendor bills monthly, uploading them one at a time is not viable. Bulk OCR lets you upload a batch of documents at once. Refrens processes all of them, extracts the data from each, and queues them for review. You approve in bulk or individually. High-volume expense recording without a dedicated data entry team.

Vendor Management

All your vendor records in one place — contact details, GSTIN, bank account, payment history, and outstanding dues. Before you pay a new vendor, verify their GST and bank details against official records with one click. You know exactly who you're paying, that the bank account is legitimate, and whether their GST compliance is clean.

Vendor management software

Vendor Statement Reconciliation

Your records say you owe a vendor Rs. 1.4 lakh. Their statement says Rs. 1.7 lakh. Someone is wrong. Refrens reconciles your internal payable records against the vendor's statement automatically. Discrepancies surface clearly. You resolve them before they become a dispute, a delayed payment, or a year-end audit problem.

GST Compliance

File on time. Claim every rupee of ITC. Never visit the government portal for routine tasks.

GST Invoice

Every invoice in Refrens is a valid GST tax invoice by default. CGST, SGST, or IGST is applied based on the supply type and the buyer's location — automatically. The invoice number sequence follows GST rules. HSN codes are applied from your saved product data. What used to require a trained accountant to format now takes thirty seconds.

GST billing software for Indian businesses

Automated GSTIN Lookup

You enter a client or vendor's GSTIN. Refrens fetches the registered legal name, business address, filing status, and taxpayer type directly from the GSTN database. Fields fill automatically. You catch inactive or cancelled GSTINs before you raise an invoice against them. No manual verification. No risk of billing a GSTIN that doesn't exist.

Automate GST Calculations

GST rates change. Supply types vary. RCM applies in some cases. Refrens calculates the correct tax on every transaction — the right rate, the right split between CGST and SGST or IGST, and whether reverse charge applies. You never need to look up a rate or manually compute a tax amount. Errors in GST calculation are eliminated at the source.

E-Way Bill

Goods worth more than Rs. 50,000 moving between states — or above the state threshold within the state — need an e-way bill. Refrens generates it directly from your invoice or delivery challan. No separate government portal login. No copying data from one system to another. The EWB number is stored with the original document for traceability.

E-way bill software

GST E-Invoicing

Above the GST turnover threshold, every B2B invoice needs an IRN from the IRP. Refrens generates IRNs in bulk or one at a time, directly within your invoicing workflow. The signed JSON, QR code, and IRN attach to the invoice automatically. You never need to log into the e-invoice portal for routine invoicing.

E-invoicing software for GST compliance

HSN and SAC Code Management

Every product you sell has an HSN code. Every service has a SAC code. Get these wrong on a GST return and you face notices. In Refrens, you set up your HSN and SAC codes once — linked to your products and services. Every invoice, bill, and return that references those items uses the correct code automatically.

ITC Reconciliation

Your vendor filed their return and uploaded the invoice against your GSTIN. Or they didn't. Your ITC claim depends on that upload. Refrens matches every purchase invoice in your records against the GSTR-2B data from your supplier. Where there's a mismatch, you're notified. You chase the supplier before filing, not after a notice arrives.

Automated GSTR Reports

GSTR-1, GSTR-2B, and GSTR-3B reports are generated directly from your live transaction data — not from a separate spreadsheet your accountant maintains. Pull them at any point in the month. They are always accurate because they are built from the same records you use to run your business every day.

Pre-Filing GST Validation

Before any GST document is finalised, Refrens runs a validation check. Missing mandatory fields, incorrect GSTINs, mismatched HSN codes, e-way bill discrepancies, and e-invoice errors are flagged on screen. You fix them before the document is submitted. Errors are caught where they're cheapest to fix — before they reach the government portal.

GSTR-2B Reconciliation

Refrens fetches your GSTR-2B data and matches it against every purchase invoice in your system, line by line. Where invoices are missing or amounts don't match, the discrepancy is flagged with the vendor name and invoice details. For invoices that appear in GSTR-2B but are missing in your books entirely, Refrens lets you record the expense entry directly from the reconciliation screen in one click. No switching screens, no manual re-entry.

Multi-GSTIN Support

You run two companies. Or three branches with separate GSTINs. In most accounting setups, this means maintaining separate books, separate logins, separate filing trackers. In Refrens, you manage multiple GSTINs from one account. Each has its own invoicing, records, and compliance reports. You switch between them without logging out.

Reverse Charge Mechanism (RCM)

When you buy from an unregistered vendor, or purchase certain specific goods and services, you pay GST on their behalf under RCM. Refrens identifies these transactions, calculates the liability, records it in the correct liability account, and includes it in the right GSTR reports. You don't need to track RCM entries manually in a separate register.

GST Configuration

Your GST setup is done once at the start. Tax rates, account heads, HSN code defaults, RCM applicability, and e-invoice thresholds — all configured in Refrens during onboarding. Every invoice, bill, and return after that applies these settings automatically. When GST rates change, you update the configuration once. Every transaction from that point follows the new rates.

Auto GST Categorisation

Filing GST is not just generating a report. It is categorising every invoice correctly — B2B, B2CS, exports with payment (EXPWP), exports without payment (EXPWOP), and nil-rated supplies — before the data goes to the portal. Refrens auto-bifurcates all invoices into the correct GST categories based on the transaction details. Monthly filers, quarterly filers under QRMP, and businesses filing annual returns all get the right structure. Your CA reviews clean, pre-categorised data, not a raw dump.

TDS Reports

TDS applies on payments to contractors, professionals, rent, and several other categories — each with its own rate and section. Refrens generates section-wise TDS reports covering every deduction made and every amount received with TDS already cut. You see TDS payable, TDS deducted, TDS deposited, and TDS receivable in one view. No maintaining a separate TDS register outside your accounting system.

TDS Threshold Alerts

TDS deduction limits vary by section and payment type. If you're close to a threshold and forget to deduct, the liability is yours. Refrens monitors deduction limits and sends automated alerts when a vendor or payment type is approaching the threshold. You're notified before you miss a deduction — not after a notice from the income tax department arrives.

Form 26AS Reconciliation

Form 26AS shows every tax credit deposited against your PAN — TDS deducted by clients, advance tax paid, and self-assessment tax. Refrens reconciles your TDS receivable records against Form 26AS. Discrepancies between what clients deducted and what is showing on 26AS are surfaced immediately. You follow up with the right client before filing your income tax return.

Accounting

Your books, updated automatically. Without a daily accountant on payroll.

Most business owners think of accounting as something that happens at the end of the quarter — a pile of invoices handed to a CA who spends three days sorting through them. Refrens makes accounting continuous. Every transaction, every day, automatically.

Account Groups

Your business money organises itself into groups: Assets (what you own), Liabilities (what you owe), Income (what you earn), and Expenses (what you spend). In Refrens, this structure exists automatically. Your CA can add sub-groups specific to your business — direct costs, indirect expenses, capital accounts. The books always reflect the right structure without manual reorganisation.

Chart of Accounts

Think of this as the filing system behind every number in your books. Sales go into one account. Salaries into another. GST liability into another. Refrens creates a standard chart of accounts that fits Indian businesses. Your CA customises it further if needed. You never have to figure out "which account does this belong to" for everyday transactions.

Voucher Books

Every financial event — a payment made, a receipt collected, a journal adjustment — creates a voucher in Refrens. Vouchers are categorised: payment vouchers, receipt vouchers, journal vouchers, contra entries. They are linked to source documents. During an audit, "show me the record for this transaction" takes three seconds, not three days of file-searching.

Real-Time Financial Reports

The moment a transaction happens in Refrens, it reflects in your financial reports. Your P&L updates. Your balance sheet updates. Your cash flow updates. You don't wait for month-end to know how the business is doing financially. Pull any report at any time — on your phone, from a client site, at 11 PM before a board meeting.

Trial Balance

This is a check your CA runs to confirm that every rupee entered on one side of the books has a matching entry on the other. In Refrens, the trial balance is generated instantly and is always accurate — because double-entry accounting runs automatically on every transaction. If something is off, it's caught immediately, not discovered during an annual audit.

Profit and Loss Statement

Your P&L shows whether your business made money in a period — total revenue minus total costs. In Refrens it reflects every invoice, every expense, every salary, and every adjustment in real time. You can see it monthly, quarterly, or for any custom date range. Share it with a bank for a loan application or with an investor, without waiting for your CA to prepare it.

Double-Entry Accounting

Every transaction has two sides. When you invoice a client for Rs. 1 lakh, your revenue goes up by Rs. 1 lakh and your receivable goes up by Rs. 1 lakh. When they pay, the receivable goes down and your bank balance goes up. Refrens records both sides of every transaction automatically. Your books always balance. Your CA's job is to review, not to reconstruct.

Manual Journal Entries

Some things don't happen through invoices or bills. Depreciation on assets. Opening balance entries. A bad debt write-off. Provisions for known future expenses. These require a journal entry — a direct adjustment to the accounts. In Refrens, your CA logs in, passes the entry, and it appears in the correct ledgers immediately. Full audit trail attached.

Automated Bookkeeping

When you save an invoice in Refrens, it posts to the sales ledger. When a payment arrives, it posts to the bank account and clears the receivable. When you record an expense, it hits the correct cost account. Ledgers, vouchers, and journal entries are created and updated automatically on every transaction. Your books write themselves.

Online accounting software for Indian businesses

Tax and Compliance Automation

TDS on vendor payments, GST on sales, RCM on certain purchases — these tax obligations run through every transaction in your business. Refrens applies the correct tax treatment automatically based on the transaction type and party details. Your tax liability accounts update in real time. Your CA sees accurate, complete records — not a reconciliation exercise waiting to happen.

GST accounting software for complete tax compliance

Audit Trail

Every change to every document in Refrens is logged: who made the change, what was changed, and the exact timestamp. If an invoice was modified after it was approved, you see it. If a journal entry was passed and then reversed, both actions are on record. No one can quietly change a number in your books. The history is permanent and complete.

Financial Statements and Reports

The financial picture your business actually needs. Not the spreadsheet your CA manually compiles.

Income Statement

Your income statement shows total revenue, cost of goods or services, operating expenses, and net profit for any period. In Refrens it is generated from live data — not a spreadsheet your accountant populates at month end. Change the date range and the numbers adjust immediately. Useful for management reviews, investor updates, and comparing performance across periods.

Balance Sheet

Your balance sheet shows what your business owns (assets), what it owes (liabilities), and what's left over (equity) at a specific date. In Refrens it is always current because every transaction updates the relevant accounts in real time. You don't schedule a "balance sheet preparation" meeting. You open Refrens and it's there.

Cash Flow Statement

Profit is not the same as cash. A profitable business can run out of money because clients haven't paid yet. The cash flow statement shows actual money movement — money that came in, money that went out, and the net change in your cash position. Refrens generates it from your actual transaction data. Useful for managing working capital and planning large payments.

Accounts Receivable Ageing Reports

How much is outstanding? Which client hasn't paid in 60 days? Which invoice is the largest overdue amount? Refrens answers all of these without you building a tracker. Ageing reports show receivables bucketed by 30, 60, and 90+ day periods. Client-level summaries show the full picture per account. Pull these before a collections review or before extending credit to a client.

Accounts Payable Reports

Which vendor are you overdue with? Which payment is due this week? How much do you owe in total across all vendors? Refrens generates payable reports from your live bill and payment data. Nothing is missed because payments aren't tracked in a separate sheet that someone forgot to update. Your payable position is always accurate.

Master Ledger Reports

Every account in your business has a ledger — a record of every transaction that affected it. Refrens gives you a master ledger view across all accounts. Filter by date, account type, party name, or transaction type. Drill into any entry to see the source document. This is what your CA needs during a detailed audit. Available anytime, always accurate.

Daybook Report

The daybook is a chronological record of every financial event in your business — sales, purchases, payments, receipts, and journal entries — ordered by date. Refrens generates it for any date range. Useful for daily reconciliation, catching unexpected transactions, and giving your CA a complete record of everything that happened in a period.

All Ledgers and Masters Report

Your accounting system holds records for every customer, vendor, employee, bank account, expense head, and account master across all financial transactions. The All Ledgers / Masters Report in Refrens gives you a single consolidated view of all of them. Verify account details, check for duplicates, audit data consistency, and segregate records by category — without digging through individual ledgers one at a time.

GSTR Reports

Your GST data is always ready. Not prepared the night before filing.

Most businesses spend the weekend before filing compiling data from multiple sources — invoicing records here, purchase data there, a spreadsheet their CA maintains separately. In Refrens, every transaction is GST-categorised at the point of entry. GSTR reports are generated from that data. They're always ready. GSTR reports and reconciliation

GSTR-1 (JSON and Excel)

GSTR-1 declares all outward supplies: B2B invoices, B2C sales, credit notes, debit notes — categorised by HSN code, supply type, and party GSTIN. Refrens generates it directly from your invoice data and exports it in both JSON format for direct portal upload and Excel for CA review. Two formats, one click. No reformatting, no manual compilation.

GSTR-1 Quarterly and IFF

If your annual turnover is under Rs. 5 crore, you file GSTR-1 quarterly under QRMP, declaring invoices through IFF in the first two months of each quarter. Refrens now offers Quarterly and IFF-aware views so the B2B invoices you already furnished through IFF are not counted again in the quarterly return. Accurate GSTR-1 without manual de-duplication, exported in JSON for portal upload and Excel for CA review.

GSTR-2B Auto-Fetch

GSTR-2B is the auto-populated statement of input tax credit available to you based on what your suppliers have uploaded to GSTN. Refrens fetches this data and displays it alongside your purchase records. You see your eligible ITC at a glance — without logging into the GST portal, downloading a file, and cross-referencing it manually.

GSTR-3B with Late Fee Calculation

GSTR-3B is the monthly summary return: total outward supplies, ITC claimed, and net tax payable. Refrens compiles it from your actual transaction data. If you're filing late, Refrens automatically calculates the applicable late fee, interest, and penalty so you know the exact amount owed before you file. No manual computation of interest for delayed months. No surprise at the portal.

ITC Claim Optimisation

This is where most businesses lose ITC they're entitled to. Refrens compares every purchase invoice in your system against the corresponding GSTR-2B entry from your supplier. Where invoices are missing from GSTR-2B — meaning the supplier hasn't uploaded them — Refrens flags the specific vendor and invoice. You follow up before the filing deadline. Every eligible credit is claimed.

GSTR-9 Annual Return

GSTR-9 is the annual GST return — a consolidated summary of every outward and inward supply declared across all monthly or quarterly filings in the financial year. Most businesses dread it because it requires reconciling twelve months of data at once. Refrens compiles your GSTR-9 from the transactions already in the system. The numbers are ready. Your CA reviews and files.

GSTR-9C Reconciliation Statement

GSTR-9C is the reconciliation statement filed alongside GSTR-9 for businesses above the audit turnover threshold. It reconciles your audited financial statements with the GST returns filed during the year. Refrens generates the GSTR-9C report from your books and GST data, giving your CA the structured input they need to complete and certify the reconciliation without starting from scratch.

Cash Flow and Banking

Know exactly what's in your business. And what's about to come in or go out.

Cash Flow Statement

Revenue and profit matter. But a profitable business can still miss payroll if the timing of inflows and outflows is wrong. The cash flow statement shows actual money movement: operating cash (from sales and expenses), investing cash (from assets), and financing cash (from loans or capital). Refrens generates it from live data. You know your real cash position, not just your accounting profit.

Bank Reconciliation

Your bank statement shows Rs. 8.4 lakh. Your Refrens balance shows Rs. 8.6 lakh. The difference is somewhere. Refrens imports bank statements in both CSV and PDF formats and matches each transaction against your books automatically. It supports one-to-one, one-to-many, and many-to-many matching, so split payments and consolidated credits reconcile correctly. Unmatched transactions surface immediately. For any transaction missing in your ledger, you can create a payment receipt, payout receipt, or expense entry directly from the reconciliation screen without switching views.

Employee Accounts

An employee took a Rs. 20,000 travel advance last month. They submitted expenses for Rs. 14,000. Rs. 6,000 is still outstanding. Refrens tracks every advance, every reimbursement, and every settlement per employee. You see outstanding advances clearly. Settlements clear the account. No informal "I'll sort it out next month" arrangements that quietly become write-offs.

Bank Account Management

If your business operates with multiple current accounts — for different entities, different states, or different purposes — Refrens manages all of them in one place. Each account reconciles independently. You see the balance in each account and the consolidated cash position across all of them. No switching between bank portals or maintaining a separate cash position tracker.

Refrens Payment Reconciliation

When a client pays through a Refrens payment link, the payment is recorded against the correct invoice automatically. The receivable clears. The bank balance updates. You don't enter anything manually. No reconciling your payment gateway settlements against your book entries at month end. The record in Refrens matches exactly what your bank received.

Approval and Workflow Automations

A proper process. Not a WhatsApp thread that disappears.

The business that approves invoices on WhatsApp, expenses via a verbal "yes," and vendor onboarding through an email chain is operating on trust and memory. Both fail. Refrens replaces informal approvals with a documented system — defined chains, real-time notifications, and a permanent record of every decision.

Quote Approval

Before a quote goes to a client, it goes through internal review in Refrens. Your sales team creates it. A manager reviews the pricing. Finance checks the payment terms. Each step is tracked. Only an approved quote can be sent to the client. No quote goes out with wrong pricing or uncommitted delivery timelines because the right people didn't see it first.

Quotation approval workflow software

Invoice Approval

High-value invoices, invoices to specific clients, or invoices from new team members can be routed through an approval chain before dispatch. In Refrens, you define the rules. Approvers are notified in real time. Approved invoices go out. Rejected ones go back with comments. Your billing process has internal controls — without adding bureaucracy to every routine invoice.

Expense Approval

An employee submits a Rs. 8,000 hotel bill for reimbursement. It goes to their manager in Refrens for approval. The manager approves or adds a comment. Finance processes the payment. The audit trail shows who approved it, when, and what was paid. The informal "just tell the accounts team to reimburse you" process is replaced with something that survives an audit.

Purchase Order Approval

Before you commit to buying from a vendor, the purchase order goes through your approval chain. Refrens lets you set thresholds — POs above a certain value require manager sign-off. POs for new vendors require additional review. Approvers are notified instantly. No PO is raised and sent to a vendor before the right people have reviewed the commitment.

Proforma Invoice Approval

A proforma invoice often triggers an advance payment from a client. That means money is moving before the work is done. Before it goes out, it should be reviewed internally. In Refrens, proforma invoices go through the same approval flow you configure. Finance verifies the amount. Management approves the terms. The client sees a document that's been reviewed — not something sent before anyone checked it.

Vendor Approval

A new vendor submits their details. Before they're onboarded — before any PO goes to them or any payment is authorised — they go through a KYC review, a commercial approval, and a finance sign-off in Refrens. Each stage is tracked. Vendors are notified of their status. You maintain a clean, compliant vendor register without a manual approval tracking sheet.

Vendor approval software

Request for Quotation (RFQ)

You need to buy raw materials or a service. Send an RFQ to five vendors simultaneously through Refrens. Each gets a custom link. They submit their quotes in the format you specified. You compare responses side by side in Refrens. Approve the best one. Convert it to a PO in one click. The entire sourcing decision is documented, traceable, and takes a fraction of the time of doing it over email.

RFQ software for vendor procurement

Request for Invoice (RFI)

You've used a vendor's services. Now you need their invoice in a specific format with specific fields before you can process payment. Instead of sending a format over WhatsApp and waiting for three incorrect versions, you send an RFI link in Refrens. The vendor fills their invoice details into your required format. It arrives structured, linked to the correct record, and ready for approval.

RFI software

Recurring Invoices and Bills

Fixed monthly obligations — retainer invoices, rent, SaaS subscriptions, loan EMIs — are configured once in Refrens. The invoice or bill is generated automatically at the configured interval. Clients are billed without manual effort. Vendor bills appear in your payables without anyone entering them. Nothing is missed because someone forgot to raise an invoice at the start of the month.

1-Click Document Conversion

Quote to proforma invoice. Quote to sales order. Sales order to invoice. Proforma invoice to final invoice. Each conversion in Refrens carries all relevant data forward with one click. Refrens tracks what has been converted and in what quantity — so if you billed a client for 70% of a sales order, the remaining 30% is visible. No re-entering information that already exists.

Accounting software with automated workflows

Vendor Verification

Before you raise a PO or release a payment, verify a vendor's GSTIN, PAN, and bank account details against official government records in Refrens with one click. You get an automated match score. A vendor with a mismatch between their claimed GSTIN and the government record is flagged before you've committed to anything. Fraud prevention built into the workflow.

Vendor verification software

Vendor Onboarding

Vendors fill a custom onboarding form you create in Refrens. Their details land directly in your vendor dashboard — structured, verified, and ready for review. The onboarding approval workflow triggers automatically. No collecting information over email, no manually entering vendor details, no onboarding a vendor before their KYC is clean.

Vendor onboarding software

Document Acceptance

You send an invoice to a client. They pay it a month later and claim they never received it. In Refrens, clients and vendors can formally accept documents — invoices, quotes, purchase orders, delivery challans — through a link in the email or WhatsApp message. Their acceptance is timestamped and attached to the document record. The "I never agreed to this" conversation never happens again.

Digital Signatures (eSign and DSC)

A signed PDF that is really just a pasted image of a signature does not hold up in a dispute. Refrens lets you get documents legally signed without printing, scanning, or couriering. Send an invoice, quotation, purchase order, or agreement for signing and the signer completes it online. Certified eSign needs no hardware: the signer verifies through an email OTP and signs by drawing, typing, or uploading their signature. For the strongest legal protection in India, DSC signing uses a Class 3 hardware USB token, the same standard used for GST filings, MCA filings, and income tax returns. Every signature carries a full audit trail of who signed, when, and how. Signed documents are stored as PDFs with credit-based usage, directly inside Refrens without any external tool.

Bulk Upload with Column Mapping

Moving to Refrens from another system — or importing data at scale — should not require reformatting every file to match a fixed template. Bulk upload in Refrens lets you import customers, vendors, ledgers, chart of accounts, invoices, expenses, and other master or transaction data in bulk from Excel or CSV. The column mapping feature lets you drag and match your source file columns to Refrens fields without changing the file. Save the mapping configuration and reuse it for recurring imports.

API and Integrations

Connects to where your leads, orders, and data already are.

Invoicing API

If your business generates invoices at scale — a SaaS platform billing thousands of subscribers, a marketplace invoicing sellers, a logistics company billing per shipment — the Refrens Invoice API automates the entire process. Your system triggers the invoice. Refrens creates it, records it in your books, and tracks payment status. No human involvement for routine billing at any volume. You also control which payment details appear on each API-generated invoice. Specify whether to show a bank account number, UPI ID, or an external payment link per invoice. Different clients, different payment preferences, configured at the invoice level without manual edits after generation.

Refrens invoicing API for custom integrations

WhatsApp and Email Sharing

Send invoices, quotes, payment reminders, and other documents to clients and vendors directly from Refrens — via WhatsApp or email. No switching tabs, no copy-pasting links, no logging into a separate messaging tool. Refrens logs the send timestamp and tracks delivery. When a client says "I never received the invoice," you see exactly when it was sent and on which channel.

Inbuilt CRM

Most businesses need a CRM and an invoicing tool. They buy both, pay for both, and manually sync data between them. Refrens CRM is built into the same platform as your accounting and invoicing. A lead in CRM converts to a client in invoicing in one click. Your sales pipeline and your accounts receivable are the same system. No integration needed, no data gap.

Advanced Inventory Management

Track every item you sell or use in production — stock levels, batch numbers, serial numbers, expiry dates, and warehouse locations — within the same platform where you raise invoices and record purchases. When a sale is made, inventory updates. When a purchase is received, stock increases. No syncing between a separate inventory tool and your accounting software. One platform, one source of truth. Strict Inventory Control prevents overselling at the source. When enabled, Refrens blocks a sales transaction the moment stock is insufficient. If an item has 5 units, you cannot invoice for 6. Control applies at the business level or per item, validated across warehouses and batches. Negative stock entries and the reconciliation problems that follow them are eliminated before they happen.

Inventory management software

Custom Reports

Standard reports answer standard questions. The ones specific to how you run your business usually end up in a spreadsheet someone rebuilds every month. Refrens now lets you build custom reports directly inside the leads, inventory, and warehouse dashboards: choose the columns, filters, and groupings you care about and save the view, without exporting raw data into Excel first.

Vendor Management Software

Your vendor relationships — KYC records, purchase history, payment status, outstanding dues, and compliance scores — are managed within Refrens. No separate vendor management tool. When you raise a PO, pay a bill, or onboard a new supplier, the vendor record updates automatically. Your procurement and your accounts payable are the same system.

IndiaMart, TradeIndia, and Meta Integration

Leads from IndiaMart, TradeIndia, and Meta lead ads flow directly into Refrens CRM without manual entry. When a buyer submits an inquiry on IndiaMart, it appears in your sales pipeline in Refrens in real time. You follow up from the same platform where you will eventually raise the quotation and invoice. The entire customer journey — from first inquiry to final payment — stays in one place.

Shopify Integration

Your Shopify orders sync to Refrens automatically. GST-compliant invoices are generated for each order. Inventory levels update as items sell. You don't reconcile your Shopify dashboard against your accounting system manually. The numbers match because they come from the same data. Useful for D2C brands, e-commerce businesses, and any seller using Shopify as their storefront. HSN codes are now applied automatically to every Shopify order invoice. When a Shopify order syncs to Refrens, each line item is matched against your Refrens inventory and the HSN code from the matched item is applied to the invoice. Your Shopify invoices are GST-ready from sync, with no manual HSN entry required after the fact.

Pabbly Connect Integration

Refrens connects to Pabbly Connect, which links to 100+ third-party tools without code. Build automation workflows between Refrens and your other business tools — CRMs, communication platforms, project management tools, and more. If your business runs on a stack of tools and you want data to flow between them without manual intervention, Pabbly is how you do it.

Collaboration and User Access

Your whole team in the books. Your CA too. With the right access for each of them.

Multi-User Access

You, your accountant, your sales lead, and your operations head — all working in the same Refrens account at the same time. Everyone sees live data. No one works from a file emailed at the start of the week. No version conflicts. The invoice your sales team raises in the afternoon appears in your accounts view the same afternoon.

Roles and Permissions

Not everyone needs to see everything. Refrens lets you assign roles with specific permissions — view only, create but not approve, access to specific modules only. A salesperson sees the CRM and invoicing. An accountant sees the full books. A warehouse manager sees inventory only. You control access at a level that matches how your business actually operates.

Custom Roles

The default roles don't fit every business. Refrens lets you create custom roles with exactly the permissions your structure requires. A key accounts manager who needs to see client financials but not vendor data. A branch manager who can approve invoices up to a certain value. You build the role once. It applies to everyone assigned to it.

Accounting software with user roles and permissions

CA Access

Your chartered accountant logs into Refrens with their own credentials. They access your books, pull reports, review transactions, and download data in any format they need. No emailing backup files. No "which version is the latest?" No waiting for you to be available to hand over access. Your CA works independently in the system at any time — with access limited to what they need.

Multiple Businesses Under One Account

You own two companies. Or you manage accounts for multiple clients. In Refrens, all entities live under one login. You switch between them without logging out. Each business has its own books, its own GSTIN, its own user roles. You manage all of them from one account with one subscription — not separate logins and separate bills for each entity.

Customization

Built to fit how your business works, not the other way around.

Custom Invoice and Document Templates

Customize invoice templates with your logo, brand colors, font choices, and layout. Apply different templates for different document types — invoices, quotations, purchase orders, and delivery challans. Your documents look like your business, not generic software output. Multiple template options are available for each document type so you can maintain different looks for different client segments.

Custom Fields

Add business-specific fields to invoices, quotations, bills, expenses, and vendor records. A project code on every invoice. An approval reference on every PO. A delivery zone on every challan. Custom fields appear in your reports and exports, making data extraction meaningful for your specific operations without any workaround or external tagging.

Workflow and Approval Automation

Build approval rules that match your internal process — by document type, transaction value, or team. Configure recurring invoices, automated payment reminders, and scheduled dispatch without manual triggers. Every automation runs in the background and logs every action for your audit trail. Compliance does not depend on someone remembering to follow up.

Custom Reports

Standard reports answer standard questions. The analysis specific to how you run your business usually ends up in a spreadsheet someone rebuilds every month. Refrens lets you build custom reports directly inside the leads, inventory, and warehouse dashboards: choose the columns, filters, and groupings you care about and save the view, without exporting raw data into Excel first.

Scalability

Invoice internationally. Manage multiple branches. Keep every entity compliant.

Multi-Currency Invoicing

Invoice clients in any currency — USD, EUR, GBP, AED, SGD, or any other. Refrens creates the document in the client's currency, calculates the INR equivalent at the exchange rate, records both in your books, and tracks exchange differences separately. Your international billing works from the same platform as your domestic GST invoicing — no separate tool, no manual currency conversion.

Multi-GSTIN and Branch Management

Multiple GST registrations, multiple states, multiple branches — all managed from one account. Each GSTIN maintains its own GSTR reports, compliance records, and ledger entries. Switch between registrations without logging out. State-wise GST compliance and consolidated P&L are both accessible from the same login, giving your finance team full visibility without maintaining separate systems per location.

Department and Cost Centre Tracking

Assign income and expenses to specific branches, departments, or cost centres. View P&L by entity, by location, or consolidated across the business. Know which business unit is contributing positively and which is not — without building a tracking layer outside your accounting software. Decision-making is based on segment-level numbers, not company-wide averages.

Remote Team Access

Your billing team in Mumbai, your accounts team in Bengaluru, your CA in Chennai, and your warehouse manager in Delhi — all working in the same Refrens account simultaneously, each with access scoped to their role. No file sharing, no version conflicts, no waiting for centralised access. Every team member sees live data for their scope, not a snapshot from last week.

Accounting on Any Device

Your books follow you. Not the other way around.

Web Browser Access

Refrens runs fully in the browser on any desktop or laptop. No installation, no software licence, no IT setup or maintenance. Access your invoices, books, GST reports, and approval workflows from Chrome, Safari, Firefox, or Edge. All data is encrypted, backed up, and always current. One login works from every device without setup.

Mobile Web Access

Open Refrens in any mobile browser on a smartphone or tablet and access the same full platform your desktop team uses. No app download needed. Create invoices, check outstanding balances, approve expenses, and view your cash position from your phone — whether you're at a client site, at the airport, or away from the office. Works on all Android and iOS browsers.

Android App

The Refrens Android app gives your team full accounting access on mobile. Raise invoices, approve expenses, track payments, manage inventory, and check your cash position from your phone. Designed for speed — a new invoice takes under a minute on the app.

Refrens Android app on Google Play

iOS App

The Refrens iOS app brings full platform access to iPhone and iPad. Invoice clients, manage approvals, track vendor payments, and view reports from your device. Rated 4.8/5 on the App Store with 350+ reviews.

Refrens iOS app on the App Store

Company

Helpful Links

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Refrens for CAs

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Accounting Software Features for Modern Businesses

Accounting software features that simplify invoicing, expense tracking, GST filing, inventory management, payroll, and business reporting.

AI in Accounting

FREYA: AI Financial Assistant

CFO-Level Business Insights

Refrens Trust Score

Smart Transaction Analysis

AI-Powered OCR for Vendor Bills and Receipts

GSTR-2B One-Click Recording

Claude AI Integration via MCP (One of the First in India)

Accounts Receivable

Create Professional Quotations

Proforma Invoices

GST-Compliant Invoicing

Sales Orders

Recurring Invoices

Automated Payment Reminders

Accept Online Payments

Multi-Currency Invoicing

Delivery Challans

Payment Receipts

Client Management

Credit Notes and Debit Notes

Client Outstanding Report

Accounts Payable

Purchase Orders

Purchase Expenses

Vendor Bills

Petty Cash and Reimbursements

Payout Receipts

OCR Bill Scanning

Bulk OCR Processing

Vendor Management

Vendor Statement Reconciliation

GST Compliance

GST Invoice

Automated GSTIN Lookup

Automate GST Calculations

E-Way Bill

GST E-Invoicing

HSN and SAC Code Management

ITC Reconciliation

Automated GSTR Reports

Pre-Filing GST Validation

GSTR-2B Reconciliation

Multi-GSTIN Support

Reverse Charge Mechanism (RCM)

GST Configuration

Auto GST Categorisation

TDS Reports

TDS Threshold Alerts

Form 26AS Reconciliation

Accounting

Account Groups

Chart of Accounts

Voucher Books

Real-Time Financial Reports

Trial Balance

Profit and Loss Statement

Double-Entry Accounting

Manual Journal Entries

Automated Bookkeeping

Tax and Compliance Automation

Audit Trail

Financial Statements and Reports

Income Statement

Balance Sheet

Cash Flow Statement

Accounts Receivable Ageing Reports

Accounts Payable Reports

Master Ledger Reports

Daybook Report

All Ledgers and Masters Report

GSTR Reports

GSTR-1 (JSON and Excel)

GSTR-1 Quarterly and IFF

GSTR-2B Auto-Fetch

GSTR-3B with Late Fee Calculation

ITC Claim Optimisation

GSTR-9 Annual Return