Setup

Follow these steps to control invoice content, approval, and delivery.

Before you start

• Invoicing is available in India only.

• Configure the catalog currently taking orders.

• Have your GSTIN and registered business address ready.

• Prepare an optional logo and signature image.

Only one catalog can be active and linked to WhatsApp at once.

Step 1: Open the Invoice tab and enable invoicing

1. Go to Ecommerce → Catalogs.

2. Select the catalog and click Edit.

3. Open the Invoice tab, marked NEW.

4. Switch on Enable Invoicing for Orders.

Picky Assist then creates a GST invoice for every new catalog order. Use the Live Invoice Preview to review changes before saving.

The tab displays an India-only availability banner.

Step 2: Set invoice numbering

Under Invoice Numbering:

1. Enter an Invoice Prefix, such as INV-.

2. Enter the number to Start From, such as 4500.

The panel displays the next invoice number that will be used.

The prefix and starting-number combination must be unique across your account. This includes inactive catalogs.

Step 3: Set the business profile and tax details

Under Business Profile, provide:

1. Business Name.

2. Business Address. Select Same as catalog shop address to reuse it.

3. State. Picky Assist uses this with the buyer address for Place of Supply.

These details appear in the invoice's Sold By / Seller section.

We can choose to use the same address as the shop address configured in the catalog by enabling the “Same as Catalog Shop Address” option.

Under Tax Details, provide:

1. GST Number (GSTIN).

2. Default HSN/SAC Code. Choose the code used by most products. Confirm its displayed GST rate.

3. Include Tax or Exclude Tax.

Choose Include Tax when product prices already include GST. Choose Exclude Tax when GST is added to product prices.

Keep this setting aligned with product pricing. Incorrect settings calculate tax against the wrong base.

Step 4: Capture buyer GST details and add branding

1. Under Buyer's GST Number, enable Ask customers for their GST number for B2B checkout.

Add branding

1. Upload a company logo as PNG or JPG, up to 1 MB.

2. Optionally enable Authorised Signature.

3. Upload the signature image, preferably PNG, up to 2 MB.

4. Add the signatory name and designation.

The logo appears at the invoice top. The signature appears at the bottom.

Step 5: Add notes and select approval timing

Enable Add Notes for printed footer content. Add bank details, terms, return policies, or a thank-you note.

Under When should the invoice be approved?:

1. Every new order receives a Draft invoice.

2. Set Approve invoice when to an order status.

3. Keep Also approve and send if the order skips this status enabled.

Each invoice is approved and sent only once. Draft invoices can be downloaded or sent manually. They are not approved or automatically sent until the selected status is reached.

Step 6: Select invoice approval timing

Under When should the invoice be approved?, choose when each order's invoice changes from Draft to Approved:

1. Every new order gets an invoice in Draft status.

2. Set Approve invoice when to the order status that should approve the invoice: Approved, Packed, Processed, Shipped or Delivered.

3. Keep Also approve and send if the order skips this status and moves to a later one turned on. The invoice is then still approved if an order skips the status you chose, for example when an order goes from Approved straight to Shipped.

4. Each invoice is approved and sent only once, even when the order moves to later statuses.

Note: If the skip option is turned off, the invoice is approved only when the order reaches the exact status you selected. If the order skips that status, the invoice stays in Draft.

Step 7: Send invoices automatically

1. Enable Send message with invoice.

2. Under Send message when the invoice is ready, select a WhatsApp template and language.

1. Confirm the mappings under Fill Dynamic Values. Check customer name, order or invoice number, and business name.

2. Keep Send Message to Contacts from existing Flow/Campaign enabled when appropriate.

   

Automatic sending requires WhatsApp setup and an approved template. The invoice still becomes Approved when these are unavailable.

Step 7: Set the default layout

In Live Invoice Preview:

1. Compare the Tax Invoice and Tax Receipt tabs.

2. Select Set as default print layout for your preferred layout.

The preview includes the invoice number, date, Place of Supply, balance due, buyer and seller details, itemized HSN and GST values, quantity, subtotal, grand total, amount in words, notes, and signature.

Step 8: Save

Select Save Invoice Settings.

Saved changes apply only to future invoices. Existing invoices retain their original numbering, business details, layout, signature, and notes.

Generate or resend an invoice manually

You can manually send or download an invoice at any order stage, including Draft.

1. Open the order in Order 360.

2. Select Download Invoice.

3. Choose Send Invoice to send it through WhatsApp, or Download Invoice to save the PDF see more in Invoice section.

Use this when an invoice needs to be sent before automatic approval, or when a customer needs another copy.