Help Centre

What is SendInvoice.in?

SendInvoice.in is an invoicing and job management app built specifically for the plywood, MDF, and sheet goods trade. It handles the full workflow from customer enquiry to delivery confirmation:

• Dimension-based invoicing — enter Width × Height in mm or inches and the app calculates sqft automatically
• Job tracking — each line item becomes a job with status, photos, and voice notes
• Material lot tracking — scan QR codes to link physical sheets to jobs
• Delivery confirmation — confirm each item before it leaves the shop
• Staff sub-accounts — give designers, sales, and delivery staff access to only what they need
• Operator portals — field operators capture customer requirements on their phone via order forms

Account setup

After signing up, set up your company details so they appear on invoices and PDFs.

1. Go to Settings → Application Settings.
2. Enter your Company Name — this appears on every invoice and PDF.
3. Upload your company logo (PNG or JPG, square works best).
4. Enter your GST number if you are GST-registered — it appears on PDFs.
5. Set your invoice prefix (e.g. INV) and starting number.
6. Enter your bank details — shown at the bottom of every invoice PDF.
7. Click Save Changes. A green "✓ Saved" confirmation appears.

Your first invoice

1. Click Invoices → + in the sidebar.
2. Search for or create a customer.
3. Set the invoice date.
4. Add a line item: enter description, dimensions (W × H in mm), and rate per sqft.
5. Click Save Invoice.
6. From the invoice view, click Send Email to email the PDF, or copy the link to share on WhatsApp.

Creating invoices

Go to Invoices → +. Fill in:

Add as many line items as needed. Each item has its own description, dimensions, and rate.

Dimension-based line items

Each line item can have a Width × Height in mm, inches, or feet. The app calculates the area in sqft and multiplies by your rate.

Discounts

Two discount types are available on each invoice:

• Percentage (%): e.g. 10% off the subtotal
• Flat (₹): e.g. ₹500 off the subtotal

Select the type and enter the value. The total after discount updates live.

Estimates

Estimates are identical to invoices but marked as not billed. Use them to quote customers before the work is confirmed.

Creating an estimate

Go to Estimates → +. Fill in customer and line items exactly as you would for an invoice.

Converting to an invoice

1. Open the estimate.
2. Click Convert to Invoice.
3. A new invoice is created with the same line items and a new invoice number. The estimate is marked as converted.

Duplicate an invoice as an estimate

In the invoice view, click More → Duplicate as Estimate to copy all line items into a new estimate — useful for re-quoting similar jobs.

Recording payments

Open an invoice and click Record Payment.

The Balance Due updates immediately. An invoice is marked Paid when balance = ₹0.

Sending invoices to customers

Email

Click Send Email on the invoice. The customer receives a branded email with the PDF attached and a link to view online.

WhatsApp

Click Copy Link to get the customer portal URL and paste it into WhatsApp manually.

Razorpay payment link

If Razorpay is connected (Settings → Razorpay), click the ₹ icon on the invoice. The app generates a payment link and copies a WhatsApp-ready message to your clipboard:

"Hi [Name], your Invoice INV-26-001 has a balance due of ₹12,500. Pay now: rzp.io/…"

Managing customers

Go to Customers → + to add a new customer.

Click a customer to open their detail — linked invoices, outstanding balance, and advance credits are all visible.

Customer advances

Use Receive Payment when a customer pays a lump sum that covers multiple invoices — for example ₹50,000 via UPI that should be split across five invoices.

1. Open the customer detail.
2. Click Receive Payment.
3. Enter the total amount received, payment mode, and reference.
4. Allocate the amount across outstanding invoices in the table.
5. Any unallocated remainder sits as an advance credit and can be drawn on later.

Customer portal

Every customer gets a self-service portal at app.sendinvoice.in/portal/[your-shop] where they can:

• View all their invoices and download PDFs
• See their account statement and outstanding balance
• Track job status

Customers log in with their phone number. Send them the portal link via email or WhatsApp.

Creating jobs

A job represents the physical work for one invoice line item — e.g. cutting and laminating a single panel. Jobs let you track the actual production status of each item.

1. Go to Jobs → +.
2. Search for and select an invoice.
3. Select the line item this job is for.
4. Fill in any notes, tags, and assign an operator.
5. Optionally add photos and a voice note before saving.

Job status

Change the status from the job detail or directly from the job list. Status changes are visible to the operator on their device immediately.

Photos & voice notes

Photos

Attach photos to a job — reference images, completion photos, or defect records. Photos are visible to operators on their device and appear on the delivery pickup screen.

Voice notes

Record a voice note directly from the job detail. The note appears as an audio player. Operators see a pulsing red mic indicator on any job with an unheard voice note — useful for passing verbal instructions without a call.

Pay Now / Pay Later

Every job is classified as Pay Now or Pay Later. This controls the label printed on the 80mm delivery thermal ticket so the operator knows whether to collect payment on the spot.

• Pay Now — operator must collect before handover
• Pay Later — customer can pay later

The classification is set on the customer as a default, inherited by new invoices, and then by new jobs. Each can be overridden independently.

Print label

Click Print Label on any job to open a print dialog sized for an 80mm thermal printer. The label shows company name, invoice number, item description, balance due, and the Pay Now / Pay Later tag.

Material lots

Material tracking is an optional add-on (enabled per account by the admin). When enabled, you can manage physical lots (deliveries) of plywood/MDF sheets.

1. Go to Materials and create a material (e.g. "18mm BWR Plywood 8×4").
2. Switch to the Lots tab and add a lot — enter the number of sheets received.
3. Print a QR label for each lot to stick on the sheet bundle.

Stock quantity = sheets received − sheets consumed by scanned jobs.

QR scanning

When material tracking is on, operators must scan the material lot QR code before they can start working on a job. This records which physical batch of sheets was used for which job.

1. Operator opens the job on their device.
2. The Material Scan card shows a "Scan now" button.
3. Operator points the camera at the lot QR label.
4. Scan is recorded — the lot sheet count is decremented by 1.

You can also scan from Jobs list (amber QR icon) or from the tenant scan view.

Job costing

When a material is assigned to an invoice, a Job Costing panel appears at the bottom of the invoice view. It shows:

• Sheet count — how many sheets the job requires based on the dimensions
• Material cost — cost per sheet × sheets consumed
• Overhead — your fixed overhead allocation per job (toggle on/off)
• Target markup — drag the slider to your desired margin; the panel shows the suggested rate per sqft to achieve it
• Revenue gap — green if the invoice is above target, red if below

Recording expenses

Go to Expenses → +. Enter the amount, date, category, and optional vendor and notes. Expenses feed into the P&L report.

Vendors

Vendors are suppliers you buy materials or services from. Add vendors at Expenses → Vendors. Link a vendor to an expense for better tracking and vendor-wise payment reports.

Delivery confirmation

The Deliveries screen lets you confirm each physical item before it leaves the shop — a digital packing checklist. Each invoice line item gets a confirmation status.

Tenant / owner flow

1. Open an invoice.
2. Click More → Prepare Delivery.
3. Each item shows a photo (if a job photo exists) and a Mark Delivered button.
4. Tap Mark Delivered (or scan the item's QR) to confirm it.
5. When all items are confirmed, a green "DELIVERED" stamp appears.

Operator flow

Operators access deliveries from their dashboard. They can scan each item's QR code with the camera or mark items manually. Items confirmed by an operator show who scanned them.

Staff flow

Staff with the Deliveries permission see a Deliveries link in the sidebar. They can search by invoice number, customer name, job number, or task number. Financial information (balance due) is hidden from staff.

Labels & reports

A4 Report

Click A4 Report on the delivery page to open a printable report showing all items, their photos, dimensions, and confirmation status. Includes signature lines for "Delivered by" and "Received by".

80mm Labels

Click 80mm Labels to print A4 sheets with 8 cut-out labels per page. Each label has:

• Company name and invoice number
• Item description and dimensions
• A QR code for scanning during delivery
• Item number (e.g. "Item 3 of 7")

Cut out the labels and stick one on each piece before the vehicle loads.

Design task workflow

Tasks bridge the gap between an invoice and the job. When a line item needs a design (CNC file, cut pattern, laminate layout), create a task for it.

Creating a task

1. Open an invoice. Each line item row has a + Task button.
2. Click + Task — or go to Tasks → + and search for the invoice.
3. Add a brief (instructions for the designer) and optional reference images.
4. Click Create Task. The task number (e.g. TASK-26-001) is assigned.

Status flow

Designer view

Staff with the Tasks (Design) permission see a Tasks link in the sidebar.

1. Open a Pending task and click Pick Up.
2. Upload your design image(s) via Add Image.
3. When ready, click Submit for Approval.
4. The owner reviews and either Approves or Requests Revision (with a note).
5. After approval, click Mark Done and optionally link the CNC job.

What is an order form?

An order form is a structured enquiry that an operator (a field salesperson or shop-floor person) fills in on their phone when they're with a customer. It captures:

• Customer name and WhatsApp number
• Occupation type (end customer, interior designer, carpenter, etc.)
• Photos of each material/door with perspective correction and hinge markers
• Dimensions (W × H × thickness) and material type
• Shape / border notes (CNC details)

Once submitted, you review it in Order Forms, lock it, and convert it to an Estimate — which pre-fills the line items.

Operator: creating an order form

1. Operator logs in at app.sendinvoice.in/operator/[pin].
2. Taps the Order Forms card and then + New Order.
3. Fills in customer name and WhatsApp, selects occupation.
4. For each item: takes a photo, then drags the 4 corner handles to the edges of the panel for perspective correction.
5. Taps to place hinge markers (H1, H2…) on the corrected photo.
6. Enters dimensions and selects material.
7. Adds more items if needed, then taps Submit.

You receive an in-app notification and email when a new order form is submitted.

Converting to an estimate

Open the order form, review the items, and click Convert to Estimate. The dimensions and descriptions from each item pre-fill the estimate line items.

Staff members

Staff are sub-accounts for people who work at your shop — designers, sales staff, delivery coordinators. They log in at app.sendinvoice.in/staff-login with a phone number and password.

Adding a staff member

1. Go to Settings → Application Settings → Staff Members.
2. Click + Add Staff.
3. Enter name, phone, and a password (minimum 6 characters).
4. Set their permissions (see below).
5. Click Add Staff Member.

Resetting a password

In the Staff Members card, expand a staff member's row and click Reset Password. The staff member is logged out immediately and must log in with the new password.

Deactivating

Toggle the Active switch to deactivate. The staff member is logged out immediately and cannot log back in until reactivated.

Staff permissions

You control exactly which sections a staff member can access:

Operators

Operators are field agents who use a simpler, phone-optimised interface — typically a shop-floor worker or a salesperson who visits customers. They authenticate with a PIN (not a password).

Adding an operator

1. Go to Settings → Operators (visible in sidebar as Staff section for owner).
2. Click + Add Operator.
3. Enter name and a 4–6 digit PIN.
4. Share the login URL: app.sendinvoice.in/operator/[your-tenant-id].

Operators can: view their assigned jobs, scan material QR codes, capture order forms (photos + dimensions), and confirm deliveries.

Available reports

Company & app settings

All settings are at Settings → Application Settings.

Razorpay integration

Connect Razorpay to generate instant online payment links for outstanding invoices.

Setup

1. Log into your Razorpay dashboard and enable the Payment Links product.
2. Copy your Key ID and Key Secret from Razorpay API Settings.
3. In SendInvoice → Settings, paste both keys and enable the toggle.
4. Click Save.

Using payment links

On any unpaid invoice, click the ₹ icon. The app calls Razorpay, generates a short payment link, and copies a WhatsApp message to your clipboard. The customer pays online and the status updates on Razorpay's dashboard.