Complete Guide to Using the Tax Invoice Tool
Learn how to create, manage, and track professional invoices with this comprehensive tool
Go to Tax Invoice ToolIntroduction
The Tax Invoice Tool is a comprehensive web-based application designed to help businesses create professional invoices, manage inventory, track customers, and analyze sales data. It's built with modern web technologies and works entirely in your browser, with all data stored locally for privacy and security.
Key Benefits
- Create professional, GST-compliant invoices
- Manage your product inventory with stock tracking
- Maintain a customer database with purchase history
- Generate sales reports and analytics
- Export invoices as PDF or share via WhatsApp
- Backup and restore your data securely
- Edit, duplicate, or delete existing invoices
- Export data to CSV for Google Sheets and audit purposes
Getting Started
To begin using the Tax Invoice Tool, simply open the HTML file in any modern web browser. The application will load immediately with sample data to help you get familiar with the interface.
Step 1: Set Up Your Company Information
Navigate to the Invoice Generator section and update your company details:
- Company Name
- TIN Number (Tax Identification Number)
- Company Address
- Contact Information (email, phone)
This information will appear on all your invoices.
Step 2: Add Your Logo
Upload your company logo by clicking "Upload Logo" in the Invoice Generator section. You can then:
- Drag the logo to position it on the invoice
- Resize it using the corner handles
- Adjust dimensions numerically using the width and height inputs
- Lock the aspect ratio to maintain proportions
Creating Invoices
The Invoice Generator is the core feature of this tool. Here's how to create your first invoice:
Step 1: Enter Customer Details
Fill in the "Bill To" section with your customer's information:
- Client Contact Number (required) - The system will automatically search your customer database as you type
- Client Name (required)
- Client Email (optional)
- Client Address (optional)
If the customer is new, they'll be automatically added to your customer database when you save the invoice.
Step 2: Add Invoice Items
Add products or services to your invoice:
- Click "+ Add Item" to add a new row
- Enter HSN/SAC codes for tax purposes
- Select units (PCS, KG, LTR, etc.)
- Enter quantity, rate, and applicable taxes
- Apply discounts as percentage or fixed amount
The system automatically calculates totals, taxes, and discounts in real-time.
Pro Tip: Use the Item Browser
Instead of typing item details manually, click "Browse Items" to open a searchable dialog of your inventory. Click any item to automatically add it to your invoice with all its details (price, taxes, etc.) pre-filled.
Step 3: Generate and Save
Once all items are added:
- Click "Generate Invoice" to update the preview
- Review the invoice in the preview section
- Click "Save Invoice" to store it in the system
Saving the invoice will also update your inventory quantities and add the customer to your database if they're new.
Invoice Management: Edit, Delete & Recreate
The Invoice History section provides powerful tools for managing your existing invoices. Access it by clicking "📋 Invoice History" in the navigation menu.
Edit Invoices
Modify existing invoices to correct errors or update information
Delete Invoices
Remove invoices that are no longer needed or were created in error
Duplicate Invoices
Create copies of existing invoices for recurring customers or similar orders
Backup & Restore
Protect your data with regular backups and restore when needed
CSV Export
Export invoice data to CSV for Google Sheets and analysis
Audit Ready
Generate audit-compliant reports for tax purposes
Editing Existing Invoices
To modify an invoice that was already created:
- Navigate to the "Invoice History" section
- Find the invoice you want to edit using search or filters
- Click the ✏️ (Edit) button next to the invoice
- The invoice will load in the Invoice Generator with all details pre-filled
- Make your changes to customer info, items, quantities, or prices
- Click "Save Invoice" to update the invoice with your changes
Note: When you edit an invoice, it creates a new version with the same invoice number. The original remains in your history.
Deleting Invoices
To remove an invoice from your system:
- Go to the "Invoice History" section
- Locate the invoice you wish to delete
- Click the 🗑️ (Delete) button
- Confirm the deletion when prompted
Important Warning
Deleting an invoice is permanent and cannot be undone. The invoice will be completely removed from your system, and any inventory adjustments made when the invoice was created will NOT be reversed automatically. Make sure you have a backup before deleting important invoices.
Bulk Deletion
You can also delete multiple invoices at once:
- Check the boxes next to the invoices you want to delete
- Click the "Delete Selected" button at the top of the history table
- Confirm the action when prompted
Duplicating/Recreating Invoices
This feature is perfect for:
- Recurring customers with similar orders
- Creating templates for common service packages
- Correcting errors by creating a new version
To duplicate an invoice:
- Go to "Invoice History"
- Find the invoice you want to duplicate
- Click the 📋 (Duplicate) button
- The system will load all invoice details but generate a new invoice number
- Make any necessary adjustments
- Click "Save Invoice" to create the new invoice
Pro Tip: Use duplicate functionality to create invoice templates for your most common services or products, then simply adjust quantities or details as needed for each customer.
Viewing Invoice Details
To see complete information about any invoice:
- Go to "Invoice History"
- Click the 👁️ (View) button next to any invoice
- A detailed view will open showing all invoice information
- From here you can also Print, Download PDF, or Send via WhatsApp
CSV Export for Google Sheets & Audit Purposes
Your invoice tool includes powerful CSV export functionality that works perfectly with Google Sheets and is ideal for audit compliance.
✅ Perfect for Audit Compliance
The CSV exports from your tool contain all necessary data for tax audits and financial reporting, including complete transaction details, GST calculations, and customer information.
How to Export to CSV
You have two ways to export your data:
Option 1: From Invoice History
- Go to "📋 Invoice History" section
- Use filters to select specific date ranges or customers if needed
- Click the "Export to CSV" button
- Your browser will download a file named:
invoice_history_DD-MM-YY.csv
Option 2: From Backup & Restore
- Go to "💾 Backup & Restore" section
- Click "Export Invoices to CSV"
- This exports your complete invoice history
What Data is Exported?
Your CSV files contain comprehensive data including:
- Invoice Header: Invoice Number, Date, Due Date
- Customer Details: Name, Contact, Email, Address
- Item Details: HSN/SAC Codes, Description, Unit, Quantity
- Pricing: Rate, Discount Type, Discount Amount
- Tax Information: SGST %, CGST %, Tax Amounts
- Totals: Item Total, Invoice Subtotal, Grand Total
- Timestamps: Creation date and time
Opening CSV in Google Sheets
To use your exported data in Google Sheets:
- Open Google Sheets
- Click File → Import
- Go to the Upload tab and drag your CSV file
- In import settings, choose "Replace spreadsheet"
- Untick "Convert text to numbers, dates, and formulas" to preserve formats
- Click Import Data
Pro Tip: For audit purposes, create a separate Google Sheets folder to store your monthly CSV exports. This creates an organized audit trail.
Audit Compliance Features
Your CSV exports support audit requirements through:
ALCOA+ Data Integrity Principles
- Attributable: Shows which customer received each invoice
- Legible: Clear, readable data in standardized format
- Contemporaneous: Accurate timestamps for all transactions
- Original: First recording of transaction data
- Accurate: Correct calculations and data representation
GST Compliance
- Complete HSN/SAC code tracking
- Separate SGST and CGST calculations
- Taxable value and tax amounts clearly shown
- Invoice-level and item-level tax reporting
Business Analysis with Google Sheets
Once your data is in Google Sheets, you can:
- Create Pivot Tables: Analyze sales by customer, product, or time period
- Build Charts: Visualize sales trends and performance
- Calculate Metrics: Average transaction value, customer lifetime value
- Track GST Liability: Monitor tax obligations accurately
- Generate Reports: Create monthly financial statements
Monthly Audit Routine
For best audit preparedness:
- Export CSV on the last day of each month
- Import into Google Sheets with filename:
Invoices_YYYY_MM.csv - Store in a dedicated "Tax Audit" folder in Google Drive
- Keep for the required retention period (usually 5-6 years)
Inventory Management
The Stock Management section helps you track your products and services.
Adding New Items
To add items to your inventory:
- Navigate to the "Stock Management" section
- Fill in the item details:
- Item Code (unique identifier)
- HSN/SAC Code (for tax purposes)
- Description
- Price
- Unit of measurement
- Initial quantity
- Tax rates (SGST and CGST)
- Discount information
- Barcode (optional)
- Click "Add to Inventory"
Managing Existing Items
Your inventory table displays all items with their current stock levels. From here you can:
- Edit item details by clicking the "Edit" button
- Delete items by clicking the "Delete" button
- Identify low stock items (highlighted in red when quantity is below 10)
Pro Tip: Use Barcodes
Add barcodes to your items and use the "Scan" button to quickly add items to invoices or look up product information. The system supports EAN, UPC, Code 128, and Code 39 barcode formats.
Customer Management
The Customer Database and Customer History sections help you manage your client relationships.
Adding Customers
You can add customers in two ways:
- Manually in the "Customer Database" section
- Automatically when creating an invoice for a new customer
For manual addition, fill in the customer's contact number, name, email, and address, then click "Add Customer".
Viewing Customer History
To view a customer's purchase history:
- Go to the "Customer History" section
- Enter the customer's contact number (the system will autocomplete as you type)
- Click "Search History"
You'll see all invoices for that customer with the option to view item details or recreate invoices.
Backup & Restore: Protecting Your Data
The Backup & Restore section is crucial for safeguarding your business data. Access it by clicking "💾 Backup & Restore" in the navigation menu.
Why Regular Backups Are Essential
Backups protect you from:
- Browser data clearing or corruption
- Accidental deletion of important invoices or customer data
- Device failure or loss
- Switching to a new computer or browser
Creating Backups
You can create three types of backups:
1. Complete Data Backup
This backs up everything: invoices, inventory, and customers.
- Go to "Backup & Restore" section
- Click "Backup Data to JSON"
- A file named "invoice_backup_DD-MM-YY.json" will download
- Save this file in a secure location (cloud storage, external drive)
2. Stock-Only Backup
Backs up only your inventory items.
- Click "Backup Stock to JSON"
- Save the "stock_backup_DD-MM-YY.json" file
3. Customer-Only Backup
Backs up only your customer database.
- Click "Backup Customers to JSON"
- Save the "customer_backup_DD-MM-YY.json" file
Backup Best Practices
- Create backups weekly or after entering significant data
- Store backups in at least two different locations
- Use descriptive filenames with dates
- Consider cloud storage for off-site protection
Restoring From Backup
To restore your data from a backup file:
Important Warning
Restoring data will completely replace your current data. Always create a backup before restoring if you want to preserve your current information.
Complete Data Restoration
- Go to "Backup & Restore"
- Click "Choose File" next to "Restore All Data"
- Select your backup JSON file
- Click "Restore Data"
- Confirm the action when prompted
Partial Restoration
You can also restore only specific data types:
- Stock Data Only: Use "Restore Stock Data" with a stock backup file
- Customer Data Only: Use "Restore Customer Data" with a customer backup file
Restoration Tips
- Close all other browser tabs during restoration
- Don't navigate away from the page until restoration is complete
- Verify your data after restoration by checking a few invoices and customer records
Sales Analytics
The Sales Dashboard provides insights into your business performance.
Using the Dashboard
The dashboard displays:
- Total revenue for the selected period
- Number of orders
- Active customers
- Products sold
- Total discounts given
- Top-selling products
- Recent orders
Use the date range filter to analyze different time periods.
Invoice History
The Invoice History section lets you:
- Search and filter past invoices
- View detailed invoice information
- Edit, duplicate, or delete invoices
- Export invoice data to CSV
Use the pagination controls to navigate through large sets of invoices.
Troubleshooting
Common Issues
- Data not saving - Make sure your browser allows local storage and isn't in private/incognito mode
- PDF generation issues - Try using the print function instead of direct PDF export
- WhatsApp not opening - Ensure you have WhatsApp installed and the phone number is in the correct format
- Barcode scanning not working - Make sure you're using a supported barcode format and have camera permissions enabled
- Deleted invoices still appearing - Refresh the page or use the "Refresh History" button
- CSV not opening properly in Google Sheets - Use the import function instead of directly opening the file
Performance Tips
- Clear old invoices periodically if the application becomes slow
- Use the search and filter functions instead of scrolling through long lists
- Keep your inventory organized with clear item codes and descriptions
- Regularly backup and then clear very old invoice data if needed
Data Recovery
If you experience data loss:
- Check if you have a recent backup file
- Use the restore function to recover your data
- If no backup exists, data may be permanently lost
- Contact support if you believe there's a technical issue
Conclusion
The Tax Invoice Tool is a powerful, all-in-one solution for managing your business invoicing needs. With its comprehensive feature set and intuitive interface, you can streamline your billing process, maintain accurate records, and gain valuable insights into your business performance.
The ability to edit, delete, and duplicate invoices gives you full control over your billing records, while the robust backup and restore functionality ensures your valuable business data remains protected.
The CSV export feature specifically addresses audit compliance needs and Google Sheets integration, making it easy to maintain proper financial records and perform detailed business analysis.
Start by exploring each section gradually, and don't hesitate to use the sample data to practice before working with your actual business data. Regular backups will ensure your data remains safe as you grow your business.
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