Customizing Your Invoice
A full walkthrough of the invoice builder — layout, branding, line-item table, bank details and UPI QR, custom fields, document title, delivery options, and GST exemptions.
Every paid order generates an invoice automatically (see Automatic invoicing for how that works). This page covers the invoice builder — where you choose the layout, add your branding, and control exactly what appears on the document your customers download.
Opening the invoice builder
Screen: on the classic admin sidebar, select the Settings gear at the bottom of the left navigation, then the Templates & Documents card — this takes you to Templates. On the newer (v2) admin sidebar, Templates is also a direct sidebar item, so you can skip the Settings hub entirely. Either way you land on the same screen: select the Invoice Settings tab, then Open invoice builder on the entry card.
This opens a full-screen editor with a live preview of a sample invoice on the left and your settings panel on the right — every change you make updates the preview immediately, before you save.
Nothing saves until you select Save
Unlike the email and page builders, the invoice builder does not autosave. If you leave without selecting Save in the top bar, your edits are discarded — a confirmation prompt warns you before you can navigate away with unsaved changes.
Choosing a layout
The Layout section shows four built-in designs as a picker grid — select one to apply it immediately:
| Layout | What's distinct about it |
|---|---|
| Classic | The standard, general-purpose invoice layout. |
| Modern | A contemporary layout that includes a QR code block. |
| Minimal | A stripped-down layout with the fewest optional blocks. |
| GST-Detailed | A fuller tax-breakdown layout. |
Each layout has its own set of blocks you're allowed to show or hide (see Blocks below) — the list of togglable blocks changes depending on which layout is active.
Accent color
The Accent color swatch sets the single highlight color used across the invoice — headings, table borders, and the total amount. It applies instantly in the preview.
Branding: logo and signature
The Branding section uploads two images that appear on the invoice document itself:
- Invoice logo — shown in the invoice header. This is a separate upload from your storefront logo (set under Store Branding) — you can use the same image or a different one.
- Signature — shown above the signature block near the bottom of the invoice.
For each, select Upload, choose an image file, and wait for the thumbnail to appear — that confirms the upload succeeded. Select Replace to swap the image, or Remove to clear it back to no image (the layout still reserves the space, just without an image in it).
Tip
If an upload fails, an error message appears under the button — this is usually a network hiccup; retry the upload.
Blocks: showing and hiding sections
The Blocks section lists every part of the invoice document and lets you toggle most of them on or off for the active layout:
| Block | Can you hide it? |
|---|---|
| Header, Seller identity, Buyer identity, Invoice details, Line items, Totals | Always shown — not listed as a toggle. |
| GST breakdown, Legal footer | Locked (shown with a 🔒 icon) — required for GST compliance and can never be hidden. |
| Notes, Terms & Conditions, Signature, QR code, Paid stamp, Custom fields | Toggleable — availability depends on the active layout (for example, only Modern shows a QR-code toggle). |
Toggle a block off and it disappears from the live preview immediately.
The Paid stamp block has no settings of its own
Unlike every other toggleable block, Paid stamp isn't something you fill in — it's an automatic diagonal "PAID" watermark that appears on the invoice only when the order's payment status is actually paid. You can hide it with the toggle if you don't want the watermark at all, but you cannot force it to appear on an unpaid order, and there's no text to edit. On a multi-page invoice PDF, the watermark repeats on every page, not just the first.
Details
GSTIN, footer, notes, terms
- GSTIN — your business's GST registration number, printed in the seller-identity area.
- Footer text — free-text shown at the very bottom of every invoice (for example, a thank-you line or a return-policy pointer).
- Notes — free-text shown in the Notes block, if you haven't hidden it.
- Terms & Conditions — free-text shown in its own block (for example, payment terms, warranty language, or a late-fee policy). Leave it empty and the block still shows if enabled, just with no content — hide it via the Blocks section if you don't use it.
All four fields save when you click or tab out of the box (blur-to-commit) — you don't need to press Enter.
Document title
The Document title dropdown controls the legal document type printed at the top of the invoice, in place of the layout's own default heading:
| Option | What it prints |
|---|---|
| Default (layout's own title) | No override — the layout's native heading is used. This is the setting every existing store has until you change it. |
| Tax Invoice | The standard heading for a GST-registered sale. |
| Bill of Supply | For exempt or unregistered sales — no GST is charged on the document. |
| Estimate | A non-final, pre-sale quote heading. |
| Proforma | A pro forma invoice heading, often used for advance-payment requests. |
Bill of Supply is a legal choice, not just a label
Select Bill of Supply and the builder shows this warning inline: "Bill of Supply is used for exempt/unregistered sales — no GST is charged on this document."
Good to know: why this matters under GST law
Under GST law, Bill of Supply is what a composition-scheme dealer (or an exempt/nil-rated seller) issues instead of a tax invoice — a composition dealer is not permitted to charge GST at all. Selecting this option only changes the printed heading; it does not stop GST from being calculated or check whether your business actually qualifies. Confirm your own GST registration type before choosing it.
Custom fields
Custom fields let you add your own label:value pairs to the invoice — for example a PO number, a project code, or a delivery instruction. Select Add field, type a field name and a value, and it appears on the invoice immediately. You can add up to 6 custom fields per invoice configuration; once you reach the limit, the Add field button has nothing left to add until you remove one.
Table Config: renaming columns and adding an HSN/SAC column
The Line-item table section (collapsed by default — expand it to edit) controls the table that lists what was ordered:
- Column labels — five columns can be renamed independently: Item, SKU, Qty, Unit price, and Total. Type your own label for any of them (for example "Product" instead of "Item"); leave a field empty and that column keeps its layout's default label.
- Show HSN/SAC code column — off by default. Turn it on to add an HSN/SAC code column to the line-item table, plus a summary of codes used, on layouts that support it.
Bank details and the UPI QR code
The Bank details section feeds the payment information shown on the invoice (and the QR code, on layouts that include one):
- Account number — your settlement bank account number.
- IFSC code — automatically converted to uppercase when you save it.
- UPI ID — your UPI handle (for example
yourbusiness@okhdfcbank).
Note
The UPI QR code always encodes the invoice's own total amount — a customer who scans it is prompted to pay exactly what that invoice shows, not a generic "pay any amount" code.
Delivery: emailing yourself a copy, sending on WhatsApp
Two switches on the Invoice Settings tab (next to the invoice builder entry card, so you don't need to open the builder to change them) control how each invoice gets delivered once it's generated:
- Email me a copy of each invoice — sends you a copy of every invoice your store issues, in addition to the copy the customer already gets on their order-confirmation email.
- Send invoices on WhatsApp — sends the invoice to the customer over WhatsApp as well as email.
The WhatsApp switch doesn't check your connection status
The hint text under this switch says it requires a connected WhatsApp Business account, but the switch itself isn't blocked by your connection status — you can turn it on before WhatsApp is connected. If it is on without a connected account, invoices simply don't go out on WhatsApp; there's no error shown anywhere for this. If invoices aren't actually arriving on WhatsApp, connect your account first (see Connecting WhatsApp Business) rather than assuming the switch is broken.
Net terms
Screen: the Invoice Settings tab on Templates (same tab as the invoice builder entry card above), in a Net terms card.
Net terms lets you invoice a B2B or wholesale customer now and let them pay later, within a number of days you choose, instead of collecting payment at checkout:
- Allow net-terms invoicing — a toggle that turns the capability on for your store. Off by default.
- Payment due within (days) — a whole number from 1 to 365. This is the number of days from invoicing that a net-terms customer has to pay. The field commits when you click or tab out of it (blur-to-commit); an invalid entry (not a whole number, or outside 1–365) shows an inline error and doesn't save.
The invoice still finalizes immediately — only the payment is deferred
Turning net terms on doesn't delay invoicing. A net-terms order gets its invoice finalized right away, with a due date set to today plus your Payment due within days — the same as any other invoice, just with an unpaid balance and a due date attached. See Automatic invoicing for how this compares to a Cash on Delivery order, which has no invoice at all until it's actually paid.
Once a net-terms order is invoiced, its due date shows on the Invoice & GST card on the Order Detail screen, and as a "Due Date" line on the invoice PDF itself — see Invoice and GST. Collect the payment when it comes in from Record Payment on the order detail screen — see Recording a payment manually.
Changing the days setting only affects invoices from now on
Changing Payment due within (days) doesn't retroactively change the due date on invoices already issued — it only applies to invoices generated from that point forward, including a reissue after cancelling a net-terms invoice (see Cancelling and reissuing an invoice), which computes its new due date from whatever this setting is at the moment you reissue.
The invoice-number prefix
Every invoice number follows the pattern {prefix}{financial-year}/{sequence} — for example
ACME202627/00042. The Invoice prefix field under Details lets you set the ACME part.
The whole invoice number is capped at 16 characters total, and the financial-year and
sequence portions always take up 12 of those characters (6 for the year, 1 for the /, 5 for the
zero-padded sequence number) — which leaves your prefix a budget of 4 characters.
Why is my prefix rejected?
If you try to save a prefix longer than 4 characters, the save fails with a message explaining the 16-character limit and the 4-character budget. This is checked at save time, not silently truncated — shorten the prefix and save again. A prefix that already fits (4 characters or fewer) is unaffected.
As you type a prefix, a Sample number line appears underneath showing what your next invoice
number would look like — for example, typing INV- shows INV-2526/00001. This sample always
shows sequence 00001; it's there to preview the format, not to predict your actual next invoice
number.
GST exemptions: product level and order level
Two separate controls decide whether GST is charged at all — independent from the Document title dropdown above, which only changes the printed heading, not the tax math:
- Product GST-exempt — available on the newer (v2) admin sidebar only: open Products → a product → its Pricing & Tax tab, and turn on GST exempt. The classic admin's product editor has no GST-exempt control today.
- Order-level Bill of Supply — when you create a manual order yourself (rather than a customer checking out on your storefront), a Disable GST for this order (Bill of Supply) checkbox appears under the payment section on the Create Order screen — for both Cash on Delivery and orders you mark as already paid. There's no explanatory tooltip next to this checkbox in the app itself: turning it on means the order is treated the same way a composition-scheme or exempt seller's Bill of Supply is under GST law — the seller doesn't charge GST on that document at all.
Neither one changes what the customer pays
BillionBiz prices are always tax-inclusive, so GST-exempt and Bill of Supply only change the tax breakdown printed on the invoice — never the total. If you haven't set an explicit Document title of your own, turning on either of these also auto-switches the invoice's title to Bill of Supply for you; if you've already chosen a title yourself, your choice is kept.
Once an order like this is invoiced, its Order Detail screen shows the result under Invoice & GST: an Enabled or Bill of Supply chip next to Per-order GST, and — when GST does apply — the CGST + SGST (same state) or IGST (different state) breakdown and the place-of-supply state code. See Order Detail: Invoice & GST.
Preview as: seeing other document types
At the bottom of the builder rail, a Preview as switcher offers three pill buttons: Invoice, Credit note, and Quote / Proforma.
Only the Invoice preview is live today
Selecting Invoice just confirms the canvas preview you already see. Selecting Credit note or Quote / Proforma doesn't render a different preview yet — you'll see a message explaining that document type doesn't have a live preview endpoint. The buttons are there ahead of that work landing; treat credit-note and quote/proforma preview as coming soon, not a working feature.
Troubleshooting
Common questions
- Why don't customers see a PAID stamp on their invoice? The order's payment status isn't paid yet, or you've toggled the Paid stamp block off in the Blocks section — the watermark only ever appears on a genuinely paid order.
- Why can't I hide the GST breakdown or legal footer? Both are pinned blocks, locked for GST compliance — every layout keeps them visible.
- Why is my invoice prefix rejected on save? It's longer than 4 characters — see the prefix section above.
- My edits disappeared after I navigated away. The invoice builder has no autosave — select Save in the top bar before leaving, or confirm the exit-warning prompt if you meant to discard the changes.
- Why did my invoice's title change to "Bill of Supply" on its own? You (or an order marked GST-exempt) triggered the order-level or product-level GST exemption described above, and you hadn't already chosen a Document title yourself — the auto-default only applies when you haven't made an explicit choice.
- Why can't I preview a credit note or quote in the builder? Those two preview modes aren't wired to a live render yet — see Preview as above.
- Why was my "Payment due within (days)" change rejected? It has to be a whole number between 1 and 365 — see Net terms.
Next steps
- Finance: Payouts, Settlements & Invoicing — how automatic invoicing fits into the overall payment flow.
- Order Detail: Status, Cancellation & Fulfilment Handoff — where the GST result of these settings shows up per order.
- Store Branding — your storefront logo, separate from the invoice logo covered on this page.