Trusted GST Billing Software in India

You must have stumbled upon five other GST billing pages clamining to be the best in the market. And they might not be wrong. Each software caters to a set of market. But in this case, finding the right fit for your business becomes quite difficult. So let’s break it down, feature by feature, on how to choose a GST billing software that is a right fit for You and Your team.

Team size 1-10

These are generally counted as micro businesses who have a completely different set of requirements. You may need:

1. Free Online Invoice Generator - many businesses in their early stage have minimal invoicing requirements. With a limited budget, it’s not worth spending on software solely for invoice generation. You can easily find options like invoicing software online, for free, to get started.
2. Invoicing Templates: It's better to find invoicing templates with options to customise your font, colour, size, and add branding assets like logo, letterheads, and footers to make the invoice look more professional. Refrens provides many easy-to-edit templates that get you done in 2 minutes, tops!
3. Growth features: It’s always easy to start with Excel or small tools to meet your requirements. But soon you’ll need to shift to a business OS that can manage all your operations. Rather than doing two and fro, it's better to adopt a full-fledged invoicing software with GST compliance that can cater to your needs when you grow your business.
4. GST compliance: At this stage, you may or may not have a GSTIN. But the most basic is the ability to create GST invoices, with correct tax rates including CGST, SGST & IGST, along with correct HSN codes. Refrens also provides audit trails (another government-mandated feature) that will help you keep track of all the edits made to your document.
5. Easy-sharing: Invoice creation is just one step of it. You should be able to share that invoice with your clients. Indian clients mainly deal on WhatsApp, or more so on email. Hence, Refrens helps you send all your documents, including invoices, via WhatsApp and email. You can send the invoices along with a custom message or pre-created templates. You can create your own templates to save time in future.
6. Other Documents: Invoice is not the sole document requirement. You should be able to create other documents like quotations, credit/debit notes, receipts, and more. Surprisingly, not all billing and accounting software has this. Refrens started off as the go-to platform for quotations because the existing software did not provide this document.

Team size 10-100

If the size of your team ranges anywhere between 10 to 100, the right GST billing software becomes imperative for you. It needs -

1. Customisation: Different businesses have different requirements. At Refrens, we discovered that tools provide a rigid template that does not allow users to add information in the format they want.

Biggest example - Custom Fields. Say you want to add more information to your invoice besides the basic invoice date, number, and due date, say you want to add details like PO number, or reference ID, etc. Many tools won’t allow you to add such information because they don’t have the custom field placeholder. Refrens tapped this missing opportunity and made sure that we provide custom fields to every part of the invoice. This allows the users to add whatever information, in whatever format they need.

2. E-invoices & E-way bills: Businesses with a turnover of more than 5Cr are mandated to create e-invoices for every sale. This includes the QR code and IRN generated by the government portal.

Similarly, businesses shipping products worth more than 50,000 (figure varies state-wise) are supposed to generate e-way bills.

Both documents are essential for government compliance.

But users have reported that it's comparatively easier to generate these documents on Refrens than others, mainly for 2 reasons:

• The software has e-invoicing and e-way bill features embedded within the invoicing system. You can create your GST invoice, and with that, generate your e-invoice or e-way bill in just one click.
• You can generate an e-way bill just with 2-3 mandatory fields, whereas in other e-way bill software, you need to fill multiple mandatory fields to create an e-way bill.

1. GST Verification: While dealing with any vendor or client, you need to check their credibility. Refrens helps its users to verify this in just one click! While creating an invoice, you just need to add their GSTIN, and you’ll get all the mandatory information, like their legal name, status, tax type, etc.

2. GST Reports: The biggest compliance issue that businesses face is GST reports. Generating important reports like GSTR 1, GSTR 3B, GSTR 9, and reconciliation of GSTR 2B report is the biggest hassle for the accounting team.

Refrens not only help you generate all the important GST reports, but also simplify the process. Like many software, it may provide you with the GSTR 1 report in Excel format. But you still need to convert them to JSON using the Offline Utility Tool and then upload to the portal. And if the GSTR 1 contains any discrepancies, then repeat the entire process.

On the other hand, Refrens provides you with a filing-ready JSON of your GSTR 1 that you can simply upload to your portal and be done with it. But before that, it also provides a GSTR 1 validation report that points out all the mistakes in an easy-to-understand format. So, you can edit the GSTR 1 and upload only the correct file in the portal, saving you all the back-and-forth.

Similarly, while GSTR 2B reconciliation, Refrens GST software will clearly tell you the entries that perfectly match, the ones that partially match, and the ones which do not match. For entries that do not match, or partially match, it provides one-click actions to rectify the discrepancies, which completes your reconciliation in no time!

5. Audit Trails: Audit trail is one of the most important features mandated by the Government of India for all Accounting Software, free and paid. This feature helps you keep track of all the edits made to your invoice. This becomes very important when your entire team is working on the software.

6. Invoice Approval Workflow: When you have a team of more than 30-40 people, an invoice goes through many levels internally before it's sent to the client. Generally, it starts with a salesperson — various levels of sales manager — and owner/founder. It may later go to the accounting/finance team as well. This communication and sharing take place through the invoice approval workflow.

Refrens lets you add n number of levels in your workflow, along with custom roles and permissions at each stage. For example, you want your accounting team to only view the invoice, but not edit it. That can be achieved through customised permissions added stage-wise and role-wise. You also receive a notification when an invoice is shared with you for approval, and the Activity Log keeps a detailed record of all the actions taken on the invoice by each approver.

This makes the entire process of approval secure and seamless.

7. Integrated Accounting: The invoicing process does not work independently. It is a part of the accounting process of your business. Now imagine you don’t have to pass manual journal entries every time you create an invoice. With Refrens, that’s achievable. It automatically passes journal entries, creates vouchers, and updates your books of accounts, keeping you free from the boring part of bookkeeping.

Refrens also helps you create all your essential financial reports like Balance sheet, P&L statement, daybook report, GST report, TDS report, etc.

8. Integrated Inventory Management Software: Just like accounting, you need to update your stock once you make a sale. Refrens has an integarted inventory billing software, which helps you automatically update or block your inventory items everytime you make a sale. Infact, whenever you add a new item to your invoice which is not already added in your inventory, Refrens automatically creates a new inventory item in your inventory management system to keep your list of items updated.

Once the invoice is made, you can also view the Batch Summary in one click, making the process very smooth for your entire team.

9. Mobile application: The digital world is at new heights today. So, of course, our GST invoice maker is cloud-based, accessible online, and even with a mobile application. All you need is to log in to your account, and you’ll have the entire power of Refrens Business Operating System with your palm.

10. User Roles and Permissions: Many platforms only allow predefined roles and permissions to be assigned to your teammates. But with Refrens, you can either use the platform-provided roles, or tailor-made one with detailed permissions to suit your needs.

11. Tag-wise categorisation: You can add tags to your invoices, and get project wise profitability report. You can also add tags within your invoice for better client communication. On the Invoice Preview page, you can access all information like Invoice summary, E-invoice & EWB Details, GST Return Details, Private Custom Fields, Client Balance, Batch Summary, Journal Entry, Workflows, Acceptance History, and more. This helps you to know everything in one place.

Team size 100+

1. RFI links: When a business deals with multiple vendors, they need to send them Request-For-invoice links to receive invoices in the format of their business.

Refrens not only helps you create easy rfi links, but also provides a complete vendor management software with all the features you may need, like capturing vendor leads, setting custom onboarding workflows, verifying vendor KYC, managing ledgers, statements, and getting detailed ageing reports.

2. Invoicing API: You can connect your Refrens account with your website via API.

3. Integrations: Refrens also provides invoicing integrations with your e-commerce store hosted on your website or Shopify. You can also integrate Refrens with Pabbly Connect and create custom journeys with 1000+ third-party platforms.

4. Custom solutions: At Refrens, we understand that one size can’t fit all. Especially when your team is growing rapidly. Hence, we provide custom solutions to growing businesses and enterprises to meet their needs. We have already done so with many renowned players like Upgrad, Sportskeeda, etc. Just reach out to your account manager to get Refrens tailored to you.

Most importantly, Refrens has an industry first AI invoicing agent that helps you get CFO level insights into your business. You can ask it questions like - What’s the average discount provided in the last three months, or who is my biggest client, who has the most uncertain payment history, etc, and get answers in just a few minutes, which ideally takes a human 2-3 days.

For small businesses accounting software with GSTIN, these are the features every GST billing software must have.

Customization

Selecting the right GST billing software involves considering the level of customization it offers. Regardless of your business type—be it a freelancer, agency, or small business—it's crucial to find software that provides a plethora of customization options. Customization can vary across different aspects, such as invoice colors, diverse invoice templates, personalized letterheads, the inclusion of custom fields, support for multiple currencies, and the ability to incorporate custom formulas. A highly customizable software ensures that your invoices and financial documents align seamlessly with your brand identity and specific business requirements, providing a professional and tailored approach to your clients.

Inventory Management

For product-based businesses, robust inventory management is indispensable. The software should efficiently track your stocks and products. It must automatically calculate all transactions related to stocks, whether you're creating invoices or managing purchases. This feature ensures real-time insights into stock levels, preventing overstocking or stockouts. By seamlessly integrating inventory data with your invoices and purchases, you gain precise control over your products, enabling informed business decisions and streamlined operations. To know more lead tracking software.

Client/Vendor Management

Efficient GST billing software includes robust client and vendor management capabilities. Storing comprehensive details of your clients and vendors within the system streamlines the process of creating GST invoices, proforma invoices, and quotations. With this feature, essential client and vendor information is readily available, eliminating the need for redundant data entry whenever you generate documents. This not only saves time but also ensures accuracy, as the software can automatically populate relevant details, making your invoicing and transaction processes significantly more efficient.

Reports and Summary

A pivotal aspect of any proficient GST billing software is its ability to generate comprehensive reports and summaries. The software should offer a range of essential reports such as HSN reports, GSTR reports, GST invoice reports, TDS reports, and other pertinent financial summaries. These reports not only facilitate the filing of taxes but also provide invaluable insights into your business operations. By offering detailed analyses of your transactions, expenses, and revenues, the software empowers you to make informed decisions, ensuring compliance and financial stability for your business.

Manage Multiple Business/Team Members

A robust GST billing software should allow seamless management of multiple businesses under a single account. This feature enables entrepreneurs with diverse ventures to streamline their financial activities efficiently. Furthermore, the software should offer the capability to add multiple team members, each with designated access levels. This ensures that authorized employees can securely access and manage crucial transactions, invoices, and other financial data, fostering collaboration and enhancing overall productivity within the organization. The ability to manage multiple businesses and team members from a centralized platform simplifies complex financial tasks and promotes effective teamwork.

User Roles and Permissions

An essential feature in GST billing software is the ability to assign specific roles and permissions to users. This functionality ensures that different team members have tailored access levels, aligning with their responsibilities within the organization. For instance, a salesperson might need access to leads and quotations, while a sales manager requires control over the entire invoicing section. With user roles and permissions, businesses can maintain data security and privacy, allowing employees to focus on their designated tasks without compromising sensitive information. This feature enhances overall efficiency by ensuring that every team member has access only to the relevant sections, promoting smooth collaboration and effective workflow management.

Multiple Sharing Options

In the digital age, flexibility in sharing invoices is crucial for businesses. Refrens GST invoicing software simplifies this process by offering diverse sharing options. Whether you prefer emailing the invoice directly to clients, copying the invoice URL for easy sharing, or generating a printable version, Refrens provides a range of choices tailored to your needs. This feature not only saves time but also ensures that clients receive invoices promptly and in their preferred format, enhancing customer satisfaction. With multiple sharing options, businesses can effortlessly communicate financial transactions, fostering a seamless and professional client experience.

Email Tracking

Refrens GST invoicing software offers advanced email tracking capabilities, ensuring businesses stay informed about their invoice interactions. This feature allows users to monitor whether clients have opened the sent invoices. Detailed insights, from delivery statuses to invoice openings, empower businesses to gauge client engagement effectively. Moreover, Refrens enables users to schedule invoices for future dispatch, ensuring timely delivery and enhancing organization. The system also facilitates setting reminders for invoices, ensuring that crucial payment deadlines are never missed. With these tracking functionalities, businesses can maintain precise control over their invoicing process, fostering efficiency and professional client communication.

Recurring Invoice

Refrens GST invoicing software simplifies repetitive billing tasks with its recurring invoice feature. Businesses can streamline their invoicing process by creating invoices just once and scheduling them for specific dates and times. With this automation, invoices are generated automatically on the scheduled date and promptly dispatched to clients. This functionality not only saves time but also ensures consistent and timely billing cycles, enhancing cash flow management for businesses. By automating recurring invoices, Refrens empowers businesses to focus on core activities while maintaining a professional and punctual invoicing system.

Collect Payments Online

Refrens GST invoicing software offers seamless payment collection solutions, allowing businesses to accept payments both internationally and domestically. With the integration of secure online payment gateways, Refrens enables businesses to effortlessly collect payments from clients. What sets Refrens apart is its cost-effectiveness; the platform offers competitive rates for online transactions, making it an economical choice for businesses compared to other payment providers. This feature not only simplifies the payment process for clients but also ensures that businesses receive payments promptly, enhancing overall financial efficiency and client satisfaction. Refrens’ secure and efficient payment collection mechanism contributes to a smooth and professional invoicing experience for businesses and their clients.

Bulk Upload

Refrens GST invoicing software streamlines business operations with its convenient bulk upload feature. This functionality proves invaluable when dealing with multiple invoices, quotations, or inventory items simultaneously. Manually inputting each item or document can be both laborious and time-consuming. Refrens simplifies this process by allowing users to upload multiple invoices, quotations, or stocks in bulk, significantly reducing the time and effort required. This feature not only enhances efficiency but also ensures accurate and systematic data entry. By offering a seamless bulk upload option, Refrens empowers businesses to manage their invoicing, quotations, and inventory efficiently, allowing for a smoother workflow and improved productivity.

GSTR-1 Report

In India, businesses are required to file GSTR-1, which includes details of outward supplies. Our GST software for invoicing simplifies this process by generating comprehensive GSTR-1 reports, ensuring that your business remains GST-compliant with ease.

GSTR-2B Reconciliation

GSTR-2B reconciliation is crucial for cross-verification and accuracy. Our GST billing software streamlines this process, helping you effortlessly reconcile your data with GSTR-2B, minimizing errors and ensuring seamless compliance.

GSTR-1 & 3B Filing

Filing GSTR-1 and GSTR-3B accurately and on time is paramount for businesses in India. Our GST invoicing software provides an intuitive platform for the hassle-free filing of these returns, ensuring adherence to statutory requirements.

GSTR-2 (Purchase Report) & 3B Report (Purchase and Sales Summary Report)

Gain insights into your business transactions with detailed reports. The GSTR-2 and 3B reports provide a comprehensive overview of both purchase and sales transactions, aiding in strategic decision-making and financial planning.

Auto-Fill for Client/Vendor Details

Save time and effort with our GST billing software's intelligent features. When adding client/vendor details, the software automatically checks the GST type and fills in user details, reducing manual data entry and minimizing errors in customer and vendor information.

Ledgers for GST Purchases and Sales

Keep your financial records in order with meticulously maintained ledgers specific to GST purchases and sales. This feature ensures accurate tracking and transparency in your financial transactions.

E-Invoicing (IRN Invoices and QR Codes)

In compliance with the Indian government's e-invoicing mandate, our GST billing software facilitates the generation of Invoice Reference Number (IRN) invoices and QR codes, ensuring seamless integration with the Goods and Services Tax Network (GSTN).

E-Way Bills

For businesses involved in the movement of goods, our GST billing software integrates E-way bills, a crucial component of India's GST system. This feature simplifies the generation and management of E-way bills, enhancing logistics efficiency.

Trial Balance, P&L, and Income Statement

Monitor your financial health with ease through features like Trial Balance, Profit & Loss statements, and Income Statements. These tools provide a comprehensive overview, aiding businesses in making informed decisions and maintaining financial stability.

Embrace the power of our GST invoicing software, designed to cater specifically to the nuances of the Indian tax landscape. Seamlessly navigate the intricacies of GST regulations with a solution that is not only robust but also tailored to meet the unique needs of businesses in India.