FinanceOS — Items & Invoices

Dashboard

Live data from MySQL

Total Paid

₹…

Paid invoices

Receivables

₹…

… overdue

Items

…

Active products

Customers

…

Active customers

Recent Invoices

Invoice #	Customer	Date	Amount	Status
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Items / Products

Manage your product and service catalog

Item List

Code	HSN/SAC	Name	Category	Unit	Sale Price	Purchase Price	GST %	Stock	Actions
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Show per page

Invoices

Create and manage sales invoices ⓘ

Invoice List

Invoice #	Customer	Date	Due Date	Amount	Tax	Status	Actions
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Customers

Manage customer accounts ⓘ

Customer Directory

Code	Name	Phone	City	GSTIN	Actions
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Stock Balance

Current stock levels

Total Items

…

Active products

Low Stock

…

Stock ≤ 5 units

Out of Stock

…

Negative / zero

Total Units Sold

…

All time

Stock Levels per Item

Item Code	Item Name	Unit	Opening Stock	Total Sold	Returned	Current Stock	Status	Action
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Stock Movements

Every stock change — sales, returns, manual adjustments

Movement History

Date / Time	Item	Type	Qty Change	Stock Before	Stock After	Invoice #	Notes
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Settings

Manage your profile, appearance and company information

—

✅ Google Verified ⏻ Logout

🎨 Appearance

Choose your preferred colour theme. Your choice is saved in the browser automatically.

☀️ Light

Clean white + emerald

🌙 Dark

Deep navy + glow

🏢 Company Information (used on printed invoices)

Company Name *

Address

City & PIN

State & Code

GSTIN

Phone

Email

Bank & Account

🔗 MySQL Connection

Host

Port

User

Password

Database

📧 Email & SMTP (required to send quotations by email)

Use your Gmail account. You must create an App Password at myaccount.google.com/apppasswords — do NOT use your normal Gmail password.

Your Name (shown to recipient)

From Email Address

Gmail Address (login)

Gmail App Password

SMTP Host

SMTP Port

📖 How to get a Gmail App Password (2 minutes)

Go to myaccount.google.com/security
Make sure 2-Step Verification is turned ON
Go to App Passwords
Select app: Mail → device: Other → type "FinanceOS" → click Generate
Copy the 16-character password and paste it above

Quotations

Send price quotes with PDF by email — customer accepts with one click ⓘ

📝

—

Draft

📨

—

Sent

✅

—

Accepted

❌

—

Rejected

📑 All Quotations

Quote #	Customer	Date	Valid Until	Amount	Status	Actions
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Sales Orders

Track confirmed orders — from confirmation through shipping to delivery ⓘ

📋

—

Draft

✅

—

Confirmed

🚚

—

Shipped

📦

—

Delivered

📄 All Sales Orders

Order #	Customer	Order Date	Ship By	Amount	Status	Actions
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Credit Notes

Issue returns and refunds to customers ⓘ

All Credit Notes

CN #	Customer	Date	Against Invoice	Reason	Amount	Status	Actions
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Payments Received

Record incoming payments against invoices ⓘ

Total Collected

₹—

All time

This Month

₹—

Current month

Transactions

—

Total entries

Payment History

Payment #	Date	Customer	Against Invoice	Amount	Mode	Reference	Actions
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Sales Reports

Performance analytics for the current financial year ⓘ

This Month

₹—

Total invoiced

Last Month

₹—

Previous month

This Quarter

₹—

Current quarter

This FY

₹—

Apr – Mar

Outstanding

₹—

Unpaid invoices

Payments (Month)

₹—

Cash collected

📈 Monthly Sales Trend (Last 12 Months)

Month	Bar	Revenue	Invoices
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📊 Invoice Status

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🏆 Top Customers (This FY)

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📦 Top Items by Revenue (This FY)

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Vendors

Manage your suppliers and purchase contacts

All Vendors

🏢

Vendor Management

Manage supplier contacts, track outstanding bills and payment history. Link vendors to purchase orders and bills.

Purchase Orders

Raise and track orders to suppliers

All Purchase Orders

📦

Purchase Orders

Raise purchase orders to vendors. Auto-convert to Bills on delivery and update stock on receipt.

Bills

Record supplier bills and track payables

All Bills

📃

Bills (Accounts Payable)

Record bills received from vendors. Track due dates, partial payments and overdue bills.

Debit Notes

Record goods returned to vendors

All Debit Notes

↪️

Debit Notes

Issue debit notes when returning goods to a vendor. Reduces the amount owed to that vendor.

Payments Made

Track all outgoing payments to vendors

Payment History

💳

Payments Made

Track payments made to vendors against bills. Supports NEFT, RTGS, UPI, cheque and cash.

Purchase Reports

Analyse procurement costs and vendor performance

Purchase Summary

Purchase analytics coming soon

Categories

Organise your items into groups

All Categories

#	Category Name	Items	Actions
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Units of Measure

Define measurement units used in transactions

Units List

📏

Units of Measure

Define units like Nos, Kg, Litre, Box, Metre etc. Used on invoices and stock entries.

Warehouses

Manage multiple storage locations

All Warehouses

🏬

Multi-Location Inventory

Track stock across multiple warehouses or storage locations. Transfer stock between locations.

Inventory Reports

Stock valuation, movement and ageing analysis

Total SKUs

—

Active products

Low Stock

—

Below reorder level

Stock Value

₹—

At cost price

Out of Stock

—

Zero balance items

Stock Valuation Report

Full stock report coming soon

Bank Accounts

Manage company bank and cash accounts

All Accounts

🏦

Bank Accounts

Add and manage your bank accounts, cash registers, and credit card accounts. View running balances.

Transactions

All banking transactions and entries

Transaction Ledger

💰

Transactions

View all bank and cash transactions. Import bank statements, categorise entries and match with invoices.

Bank Reconciliation

Match bank statement with book entries

Reconciliation

🔍

Bank Reconciliation

Upload your bank statement and match it with recorded transactions. Identify unrecorded entries automatically.

Chart of Accounts

Your complete account hierarchy

Account Groups

📚

Chart of Accounts

Full double-entry bookkeeping account structure. Assets, Liabilities, Income, Expenses and Capital groups — just like Tally.

Journal Entries

Manual debit / credit entries

Journal Book

✍️

Journal Entries

Post manual accounting entries. All transactions auto-post to journal. Supports contra, adjustment and provision entries.

General Ledger

Account-wise transaction history

Ledger View

📖

General Ledger

View all transactions account-wise with opening balance, debit, credit and closing balance — like Tally's Ledger report.

Trial Balance

Summary of all debit and credit balances

Trial Balance

⚖️

Trial Balance

Check that total debits equal total credits. Automatically populated from all posted journal entries.

Profit & Loss

Income statement for selected period

Gross Revenue

₹—

Total sales

Total Expenses

₹—

COGS + Overheads

Net Profit

₹—

After all deductions

Tax Liability

₹—

GST payable

P&L Statement

Full P&L report coming soon

Balance Sheet

Assets, Liabilities and Equity as of today

Balance Sheet

📊

Balance Sheet

View your company's financial position — Total Assets must equal Liabilities + Equity. Auto-generated from ledger.

Cash Flow

Operating, investing and financing activities

Cash Flow Statement

💧

Cash Flow Statement

Track inflow and outflow of cash. Shows whether you have enough cash to run operations — essential for business health.

GST Dashboard

GST collection and liability summary

Output GST

₹—

Collected on sales

Input GST (ITC)

₹—

Paid on purchases

Net Payable

₹—

Output − ITC

Filing Status

GSTR-1 Due

11th of next month

GST Rate-wise Summary

GST analytics coming soon

GSTR-1

Outward supplies return — due 11th of every month

B2B Invoices (4A, 4B)

📄

GSTR-1 Filing

Auto-populated from your invoices. Segregated into B2B, B2C, credit notes and nil-rated supplies for GSTN upload.

GSTR-3B

Monthly summary return — due 20th of every month

3B Summary

📄

GSTR-3B Filing

Summary of outward supplies, ITC claimed and tax paid. Auto-calculated from invoices and purchase bills.

GSTR-2A / 2B

Auto-drafted inward supplies and ITC availability

ITC Reconciliation

📄

GSTR-2A / 2B

Reconcile ITC available in GSTR-2B with your purchase register. Identify mismatches before filing 3B.

TDS

Tax Deducted at Source management

TDS Entries

🔖

TDS Management

Track TDS deducted and collected. Generate Form 16, Form 26Q and TDS certificates for vendors and employees.

Tax Rates

Configure GST, TDS and other tax rates

Tax Rate List

%

Tax Rate Configuration

Set up GST slabs (0%, 5%, 12%, 18%, 28%), IGST, CGST, SGST split, CESS and custom tax rules.

Expenses

Track business expenses and reimbursements

All Expenses

💸

Expense Tracking

Log business expenses with receipts, categories and reimbursement status. Integrated with accounting and P&L.

Expense Categories

Classify expense types for reporting

👋 Welcome to FinanceOS

FinanceOS is a complete GST-ready business finance platform. Here's everything you can do:

🛒

Sales Module

Create quotations, sales orders and invoices for customers with GST calculation

📦

Inventory

Track items, stock levels, categories and get low-stock alerts

🧾

GST Invoicing

Auto-calculate CGST, SGST, IGST and generate GST-ready invoices

📧

Email & PDF

Send professional quotations by email with PDF attachment and secure Accept link

💵

Payments

Track payments received and credit notes against invoices

📈

Reports

Sales reports, stock reports, GST summaries and more

🚀 Quick Start — 5 steps to your first invoice

1

Go to Settings
Add your company name, GSTIN, address and logo

2

Add Items
Go to Inventory → Items and add your products or services with price and GST rate

3

Add a Customer
Go to Sales → Customers and add your first customer with GSTIN

4

Create a Quotation
Go to Sales → Quotations → New Quotation, pick customer and add items

5

Convert to Invoice
Once accepted, create an invoice from the quotation and send it

🛒 Sales Module Guide

👥 Customers

Where to find it: Sales → Customers

Add customers with name, phone, email, GSTIN, PAN and address
Each customer gets an auto-generated code (C-0001, C-0002…)
Edit any customer anytime — changes reflect on all linked documents
Delete a customer safely — past transactions are preserved
Use the search bar to find by name, phone, city or GSTIN

📑 Quotations

Where to find it: Sales → Quotations

Create a quotation by picking a customer and adding line items
Each item can have its own quantity, rate, discount % and GST %
Subtotal, discount, taxable amount, CGST+SGST and grand total auto-calculate
Send the quotation by email — a PDF is attached automatically
The email contains a secure Accept button — when the customer clicks it, status changes to Accepted automatically
Status flow: Draft → Sent → Accepted / Rejected

📄 Sales Orders

Where to find it: Sales → Sales Orders

Confirmed orders from customers after quotation is accepted
Same line-item structure as quotations with full GST breakdown
Track expected ship-by date
Status flow: Draft → Confirmed → Shipped → Delivered

📦 Inventory Guide

📦 Items / Products

Where to find it: Inventory → Items

Add products or services with name, code, category, unit, price and GST %
Stock quantity is updated automatically when invoices are created or cancelled
Items showing 🟡 have low stock (≤5 units), ❌ are out of stock
Stock level shows in item dropdown when creating quotations/invoices

📊 Stock Balance

Where to find it: Inventory → Stock Balance

See current stock for all items at a glance
Low stock items are highlighted in red
Export stock report or print for warehouse use

🔄 Stock Movements

Where to find it: Inventory → Stock Movements

Full audit trail of every stock in/out event
Each invoice sale deducts stock automatically
Cancelling an invoice restores the stock

🧾 Invoices Guide

🧾 Creating an Invoice

Go to Sales → Invoices → + New Invoice
Select customer, set invoice date and due date
Add line items — each item gets qty, rate, disc%, GST%
CGST and SGST auto-split from total GST %
Save — invoice number auto-assigned (INV-2026-0001)
Print the invoice using the 🖨️ button
Mark as Paid using ✅ when payment is received
Cancel with 🚫 — stock is automatically restored

💡 GST Calculation

FinanceOS automatically splits GST into CGST + SGST (for intra-state) or IGST (for inter-state) based on the tax % you set per item. Subtotal, discount, taxable amount and grand total all update in real time as you type.

📧 Email & PDF Guide

Setting up Gmail SMTP

Go to Settings → scroll down to Email & SMTP Settings
Enter your Gmail address in both "From Email" and "SMTP Username"
For Password: use a Gmail App Password (not your regular password)
To get App Password: Google Account → Security → 2-Step Verification → App Passwords
Set SMTP Host = smtp.gmail.com, Port = 587
Click "Send Test Email" to verify — you should receive a test mail

Sending a Quotation by Email

Go to Sales → Quotations and click the ✉️ button on any quotation
The To email auto-fills from the customer record
Subject auto-fills with your company name
Add an optional personal message
Click Send — a professional HTML email is sent with PDF attached
The email contains a green Accept button — unique secure link per quotation
When customer clicks Accept, the status automatically changes to Accepted in FinanceOS

About the PDF

PDF is auto-generated at send time — no manual steps needed
Shows: company name, quote number, date, valid until, customer details (name/address/GSTIN)
Full item table: item name, qty, unit, rate, discount %, amount, GST %, total
Totals: subtotal, discount (if any), taxable amount, CGST+SGST, grand total
Notes section if you added notes to the quotation

⚙️ Settings Guide

⚙️ Company Profile

Set your company name — appears on all invoices, quotations and emails
Add your GSTIN (15-digit GST number)
Add company address, city and state
Profile photo / logo support coming soon

⚙️ Appearance

Switch between Light and Dark theme
Theme saved automatically across sessions

⚙️ Email & SMTP

Configure Gmail SMTP to send quotation emails
Use Gmail App Password for security (not your account password)
Test email feature to verify configuration
Email settings saved per user account

Column Header	Example	Required?
category	Computers	No
name	Laptop IdeaPad	✅ Required
description	Lenovo 15.6 inch	No
hsn_code	8471	No
purchase_price	50000	No
purchase_gst_mode	excl or incl	No (default: excl)
gst_percent	18	No (default: 18)
unit	Nos / Hr / Kg	No (default: Nos)
stock_qty	10	No (default: 0)
profit_margin	20	No
sale_price	65000	✅ Required

Item / Description	Qty	Unit	Rate (₹)	Disc %	Amount	GST %	Tax	Total

Subtotal					₹0.00
Discount					– ₹0.00
Taxable Amount					₹0.00
CGST + SGST					₹0.00
Grand Total					₹0.00

Item	Qty	Unit	Rate (₹)	Disc %	Amount	GST %	Tax	Total

Subtotal					₹0.00
Discount					– ₹0.00
Taxable Amount					₹0.00
CGST + SGST					₹0.00
Grand Total					₹0.00

Item	Qty	Unit	Rate (₹)	Disc %	Amount	GST %	Tax	Total

Subtotal					₹0.00
Discount					– ₹0.00
Taxable Amount					₹0.00
CGST + SGST					₹0.00
Grand Total					₹0.00

Item	Qty	Unit	Rate (₹)	Disc %	Amount	GST %	Tax	Total

Subtotal					₹0.00
Discount					– ₹0.00
Taxable Amount					₹0.00
CGST + SGST					₹0.00
Credit Total					₹0.00

Add Category

👋 Welcome to FinanceOS

🛒 Sales Module Guide

📦 Inventory Guide

🧾 Invoices Guide

📧 Email & PDF Guide

⚙️ Settings Guide

🎫 Submit a Support Ticket

⬆ Import Items from CSV

Add New Item

Create New Invoice

Add Customer

New Quotation

New Sales Order

New Credit Note

Record Payment Received

📧 Send Quotation by Email