Invoices – Create, Send & Get Paid

Navigate to: Dashboard > Business > Invoices (/dashboard/business/invoices)

Invoices are how you formalise the ask for payment. SparkyMinis generates professional, print-ready PDF invoices that include your business branding, client details, itemised line items, and tax calculations — with zero formatting effort.

Invoice Number System

Each invoice is assigned a sequential number. The format is configurable in Settings > Invoices:

• Prefix — e.g., INV-, SPRK-, your company short code.
• Number — Auto-increments with each new invoice.
• Year suffix — Optional: INV-0042-2026.

You can manually override the number if required (e.g., to match a client's PO system).

Creating an Invoice

1. Click + New Invoice from the Invoices list.
2. Client Selection:

- Start typing a name. The search looks through your Contacts instantly.

- Once selected, the client's default Currency, Billing Address, and Tax ID are auto-loaded.

1. Invoice Type:

- Standard / Service Invoice — For time-based or service deliverables (links to a project).

- Product Invoice — For selling goods. Line items use quantity × unit price.

- Proforma Invoice — A preliminary invoice before work begins. Not counted as income.

- Credit Note — To reverse or partially offset a previous invoice.

1. Project Link:

- For service invoices, you can link to one or more Projects.

- Once linked, the project's description, timesheet summary, or milestone name can be pulled into line items.

1. Line Items:

- Add as many rows as needed.

- Each row: Description, Quantity, Rate, and the system calculates the row total.

- Drag to reorder rows.

1. Tax Code per Line Item (HSN / SAC / HS):

- Each line item has a Tax Code field (e.g., 998313 for IT consulting under SAC).

- Click the 🌐 globe icon next to the Tax Code field to open the Tax Code Picker.

- The picker pre-filters by your country (set in Settings) and lets you search by keyword or code number.

- Selecting a code fills it in automatically. If the line item description is blank, it is also pre-filled from the code's description.

- Tax codes appear on the printed PDF, enabling compliance with GST e-invoicing, EU VAT, and similar regimes.

1. Financial Summary:

- Subtotal — Sum of all line items.

- Tax (GST/VAT) — Applied as a percentage. The rate is pre-filled from Settings but can be overridden per invoice (e.g., 0% for export invoices).

- TDS — If your client deducts TDS, enter the rate. The system calculates and shows the "Net Receivable" — the actual amount you will receive.

- Discount — Optional flat or percentage discount applied before tax.

1. Notes & Terms:

- Pre-filled from Settings > Invoices (e.g., your bank account, payment UPI, terms and conditions).

- Fully editable for this specific invoice. Useful for personalised messages or special instructions.

1. Click Save Invoice.

Tax Type & Indian Compliance (GST/IGST/CGST+SGST)

For businesses in India, selecting the correct tax label is critical for compliance. Above the Tax Rate field, you can select the Tax Type:

• GST — Global default for B2C or intra-state commerce.
• IGST — Used for inter-state sales or exports. Renders as a single line in the summary.
• CGST + SGST — Used for intra-state (same state) B2B sales.

- Auto-Split: When selected, the summary card automatically renders two equal lines (e.g., 9% + 9% for an 18% total).

• VAT / Other — For international regions or specific industries.

Decision Tip: Use the ⓘ icon next to the Tax Type label for a quick decision tree if you are unsure which one to choose.

Invoice Status Lifecycle

The status of an invoice follows a one-way lifecycle — you cannot move it backward.

DRAFT → SENT → PARTIAL → PAID - - → VOID
                           |
                           ↓
                    (cannot go back)

The "Sent" Edit Warning

Invoices in SENT or PARTIAL status remain editable to allow for minor corrections (like fixing a typo). However, since SparkyMinis does not automatically re-email clients, you will see a banner:

"Changes won't automatically reach your client — you'll need to resend the updated version manually."

Status Lock & Void Rules

When status is PAID:

• The Status field becomes a read-only badge. All financial data is locked.
• The Delete button is replaced by a Void button.
• Clicking Void marks the record as VOID for audit purposes. This is permanent.

When status is VOID:

• The Status field is fully locked — no further changes.
• The Delete button is disabled. Voided invoices are kept for compliance.

Editing an Invoice

• Draft invoices — Fully editable.
• Sent / Partial invoices — Editable with a "manual resend" warning.
• Paid / Void invoices — Read-only. You must Void a Paid invoice to stop it from counting as income.

Viewing the Invoice PDF

1. Open any invoice from the list.
2. Click the View Invoice button at the top of the edit drawer, or navigate to the detail page.
3. Click the Print / PDF icon (printer icon in the top-right actions).
4. A print-ready view loads with:

- Your Business Logo and Address (from Settings > Business Profile)

- Client Name, Address, and Tax ID

- Invoice Number, Date, and Due Date

- Itemised line items with Tax Code column (HSN/SAC/HS)

- Total, TDS deduction, and Net Receivable

- Notes and Payment Details (your bank account)

1. Use the browser's Print dialog: choose "Save as PDF" to get the file, or send directly to a printer.

Emailing an Invoice

1. Open the invoice detail page.
2. Click Send via Email.
3. The system composes a professional email with the invoice summary.
4. Your client's email is pre-filled from their Contact record.
5. Review the draft email and click Send.
6. The invoice status automatically updates to Sent.

SparkyMinis sends emails via your configured email integration or defaults to system email. Ensure your contact's email address is correct before sending.

How Invoices Use Client and Project Data

• Client → Currency: The currency on a new invoice defaults to the client's default currency set in their Contact record. Change the client, and the currency updates.
• Client → Billing Address: Auto-filled on the PDF.
• Client → Tax ID: Appears in the "Bill To" section of the PDF.
• Project → Line Items: When you link a project, you can reference the project description or milestones in line item descriptions for transparency.
• Project → Revenue: When an invoice is marked Paid, the linked project's revenue is updated, enabling the profitability margin calculation.

Deleting an Invoice

To delete a Paid invoice, you must first Void it. Voided invoices remain in the system and are excluded from all financial summaries but are visible in the list for compliance purposes.