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User guide

How to use EaseBill

Everything explained step by step, in plain words — from creating your account to filing GST. Pick a topic on the left, or search.

New in version 1.3.1 — Searchable dropdowns and safer saving
Getting started4 guides Set up your books6 guides Customers, suppliers, items & ledgers5 guides Sales8 guides Purchases & expenses5 guides Bank & cash3 guides
Chapter 1

Getting started

Create your account, set up your company and find your way around. This takes about five minutes.

#Create your account

Home page → Get started

  1. Open the EaseBill home page and click Get started (or Create your business account).
  2. Enter your first name, last name, email, business name and a password of at least 8 characters with letters and numbers.
  3. Click Create Business Account. A 6-digit code is sent to your email.
  4. Type the code on the Check your email screen and click Verify & Sign In.
Didn’t get the code? Check spam/junk, or click Send a new code. A code works for 10 minutes. EaseBill staff will never ask you for it.

#Sign in

Sign in page

  1. Enter your email and password and click Sign In. Use the 👁 button to check what you typed.
  2. Enter the 6-digit code from your email.
  3. Pick the company you want to work in on Select Company.
For safety you are signed out after some time without activity, and signing in on another device signs you out here. After 5 wrong passwords the account locks for 15 minutes.

#Create your company

Select Company → Create Company

  1. Click Create Company.
  2. Fill in the company name, legal name, address, city, State and PIN code. The state decides whether a sale is local (CGST + SGST) or to another state (IGST).
  3. Add your GSTIN and PAN if you are registered.
  4. Choose the Financial Year (April – March for most Indian businesses) and the Books Beginning From date — the first day you will enter data for.
  5. Pick the default Invoice Print Format and save.
EaseBill creates the standard ledgers (Cash, Bank, Sales, Purchases, GST ledgers …), GST rates, document numbering and a main warehouse for you, so you can start billing straight away.

#Find your way around

Any page

  1. The icon bar on the left has your sections: Home, Accounts, Sales, Purchase, Stock, Bank, Assets, Reports, GST and Settings. Click one to see its pages in the panel next to it; click it again to hide the panel.
  2. The top bar has the search box in the middle, the barcode scanner, and on the right the company with your initials: click it for My account, Change company, Help, Dark / Light theme and Sign out. The blue + New transaction button sits at the bottom right of every page.
  3. The Dashboard shows income, expenses, profit, cash & bank, what customers owe you and what you owe suppliers, plus a month-by-month chart.
  4. In every list, the ⋮ button at the start of a row opens that row’s actions: view, edit, print, cancel, delete.
Chapter 2

Set up your books

Do these once. They make every invoice, bill and report come out right.

#Company GST registration

GST & Tax → Company Tax & GST

  1. Click to add a registration and enter your GSTIN, registration type (Regular, Composition …), legal and trade name and State.
  2. Fill in the place of business and PIN code. LUT details are only needed if you export without paying tax.
  3. Save. If you have GST registrations in more than one state, add each of them.
  4. Below, switch on the GST rates this company uses and check the ledger each tax part posts to.
Without a registration, invoices are treated as intra-state (CGST + SGST).

#GST rates

GST & Tax → Tax & GST Master

  1. The standard slabs (0%, 0.25%, 3%, 5%, 18%, 40% and the old 12% / 28%) are already there.
  2. To add one, enter a code and name (e.g. GST_18, GST 18%), keep the type GST and type the full rate in IGST. CGST and SGST fill in as half each.
  3. Set the Effective From date and save.
Never set IGST to 0 to “turn it off”. One rate always has all three parts (18% = 9% + 9%); each invoice uses CGST + SGST or IGST by itself, depending on the customer’s state. A red Rate wrong — fix badge means the rate doesn’t match its name.

#Document numbers

Settings → Numbering & Codes

  1. Each document type (invoices, receipts, customers, items …) has its own series.
  2. Set the prefix (e.g. INV), whether to add the year, the separator, the number of digits and when it resets (never, every year …).
  3. The Next code column shows exactly what the next number will look like. Click Save Numbering.
Numbers never repeat. A number that was already used is skipped automatically.

#Bank accounts

Bank & Cash → Company Bank Accounts

  1. Click Add Bank Account and enter the bank name, account number, IFSC and branch.
  2. Enter the opening balance on your books-beginning date.
  3. Add your UPI ID to print a UPI QR code on invoices: when money is due, the customer scans it and the exact amount fills in by itself (free — no payment gateway). Mark one account as default to show its details on invoices.

#Auto-Posting Ledgers

Settings → Auto-Posting Ledgers

  1. This page shows which ledger each document posts to, for example: a sale posts to Accounts Receivable, Sales Revenue and the Output GST ledgers.
  2. If anything is missing, click Fix automatically — EaseBill creates and links the standard ledgers.
  3. Accountants can change a ledger under Change which ledgers are used.
Most businesses never need to touch this page.

#Lock past periods

Settings → Company Profile → Lock Books Up To

  1. Open Settings → Company Profile.
  2. Set Lock Books Up To to the last day that is final (for example, after filing a return).
  3. Save. Entries dated on or before that day can no longer be added or changed.
Chapter 3

Customers, suppliers, items & ledgers

Your lists (masters). Add them once and pick them in every document.

#Add a customer or supplier

Sales → Customers · Purchases → Suppliers

  1. Click Add New Customer (or Supplier). The code is created for you.
  2. Enter the legal name, contact person, email and phone.
  3. Enter the GSTIN — the State is picked from it. For unregistered parties, choose the state yourself.
  4. Optionally add the credit limit, credit period (days) and an opening balance (what they owed you / you owed them on the books-beginning date).
  5. Save. Use ⋮ → Edit to change it later, or deactivate it to hide it from new documents.

#Add an item (goods or service)

Inventory → Item Master

  1. Click Add New Item, enter the name, choose Goods or Service and the unit (Nos, Kg, Box …).
  2. Enter the HSN/SAC code and pick the GST rate.
  3. Enter the purchase price and selling price — they fill in automatically on bills.
  4. For goods, enter the opening stock quantity, value and warehouse, and a reorder level to get low-stock warnings.

#Chart of Accounts (ledgers)

Accounting → Chart of Accounts

  1. Ledgers are grouped as Assets (1xxx), Liabilities (2xxx), Equity (3xxx), Income (4xxx) and Expenses (5xxx).
  2. Click Add Account to create one (e.g. a new expense head), choose its type and opening balance.
  3. Use ⋮ → View ledger to see every entry and the running balance.
If the Trial Balance shows a “Difference in opening balances”, the opening balances you entered do not add up — correct them here (often capital, bank or loan openings).

#Import from Excel (CSV)

Settings → Import Masters

  1. Choose what to import: customers, suppliers, items, ledgers or fixed assets.
  2. Click Get the template, open it in Excel and fill one row per record. Keep the header row.
  3. Save as CSV, upload it and click Check File.
  4. Each row is checked first and problems are shown with the reason — nothing is saved yet. Click Import to save the good rows.

#Exchange data with other accounting software (XML)

Settings → Data Exchange (XML)

  1. Export: choose masters, vouchers or both and the date range, then click Download XML. Customers and suppliers become party ledgers; items keep unit, HSN, GST rate and opening stock.
  2. In the other software, import the masters first and then the vouchers.
  3. Import: in the other software export All Masters and / or the Day Book as XML, upload it here and click Read & check.
  4. Check the list (new, already there, problems), tick what to import and click Import now.
Imported vouchers are posted as journal entries so ledgers and reports match. GST returns use invoices made in EaseBill.
Chapter 4

Sales

Quotation → Sales Order → Invoice → Receipt. You can start at any step.

#Make a quotation

Sales → Quotations → New Quotation

  1. Pick the customer, quotation date and valid until date. Add a reference (e.g. “Enquiry dated 10-Oct”).
  2. Add lines: pick an item (or type a description), quantity and price; GST fills in from the item.
  3. Add a discount if any — it is taken off before tax.
  4. Edit the notes and terms, then click Save & Mark Sent (or Save as Draft).
  5. Open it and use Print / PDF to send it to the customer.
  6. When the customer replies, mark it Accepted or Declined, then Convert to Sales Order or Convert to Invoice.
Quotations and orders do not change your accounts. Only the invoice posts the sale.

#Counter billing (POS)

Sales → POS Billing

  1. Scan a barcode or type the item code / name (F2), or tap an item tile. Scanning the same item again adds 1 to the quantity.
  2. Change quantity with − / +, or the price on the line. Choose the customer (Walk-in by default) and add a discount if needed.
  3. Pick the payment: Cash (type the cash received to see the change), UPI (a QR with the exact bill amount appears — the customer scans it), Card or Credit (customer pays later).
  4. Click Save & Print (F8). The bill is a normal GST invoice — stock, batches and ledgers are updated — and the receipt prints on 58 mm / 80 mm paper.
  5. To send the bill on WhatsApp, type the customer's mobile in the saved-bill box and click Send bill on WhatsApp.
  6. Owners and Admins set the cash and bank ledgers, paper size, receipt footer and whether prices include GST under Settings on the POS page.
Give counter staff a custom role with only Sales — they then see just what they need.

#Record a sales order

Sales → Sales Orders → New

  1. Pick the customer, order date and expected delivery date.
  2. Add the items and quantities, then save.
  3. Open the order to record an advance (Record Advance) or to make the invoice when you deliver.

#Make a GST invoice

Sales → Customer Invoices → Create Sales Invoice

  1. Pick the customer. The invoice date and due date (from the customer’s credit period) fill in.
  2. Check Place of Supply — it decides CGST + SGST or IGST, shown in the GST Details badge.
  3. Choose the warehouse the goods go out from.
  4. Add the lines: item, quantity, rate and GST. Taxable value and tax show per line.
  5. Check the Summary: line total, discount, CGST/SGST or IGST, round off and grand total.
  6. If the customer paid on the spot, enter it in Received at billing.
  7. Click Generate & Post Invoice. Stock goes down and the sale is posted to the books.

#Print or send the invoice

Invoice → PDF / Print

  1. Open the invoice and click PDF / Print.
  2. Pick a format: Classic GST (traditional), Modern or Simple, and the copy: Original, Duplicate or Triplicate.
  3. Click Download PDF to save it, or Print / Save as PDF to print.

#Receive a payment

Sales → Receipts → Record Receipt

  1. Pick the customer; their unpaid invoices are listed.
  2. Choose the invoice the money is against (or leave it on account).
  3. Enter the amount, date, bank or cash account and the mode with reference (UPI ref, cheque no …).
  4. Save. The invoice becomes Partially Paid or Paid.
You can also click Record Receipt directly on an invoice.

#Sales return (credit note)

Sales → Credit Notes (Returns) → New

  1. Pick the original invoice (the return or price reduction is always against an invoice).
  2. Enter the quantity or amount being returned or reduced and the reason.
  3. Tick restock if the goods came back to the warehouse.
  4. Save. The customer’s balance and GST are reduced.

#Cancel an invoice

Invoice → Cancel this invoice

  1. Open the invoice and scroll to Cancel this invoice.
  2. Write the reason and confirm.
  3. EaseBill posts a reversing entry and returns the stock. The invoice stays in the list as Cancelled for your records and GSTR-1.
Invoices are never deleted — that keeps your books and returns honest.
Chapter 5

Purchases & expenses

Purchase Order → Supplier Invoice → Payment, plus everyday expenses.

#Purchase order

Purchases → Purchase Orders → New

  1. Pick the supplier, order date and expected date.
  2. Add the items, quantities and rates, then save.
  3. When the goods and the bill arrive, make the supplier invoice from it.

#Enter a supplier invoice (bill)

Purchases → Supplier Invoices → New

  1. Pick the supplier and enter their invoice number and date.
  2. Choose the warehouse the goods come into.
  3. Add the lines with quantity, rate and GST. Tick reverse charge if it applies, and enter TDS if you deduct it.
  4. Save. Stock goes up, input GST (ITC) is recorded and the supplier’s balance increases.

#Pay a supplier

Purchases → Payments → Record Payment

  1. Pick the supplier and the bill you are paying.
  2. Enter the amount, date, bank or cash account and the reference.
  3. Save. The bill becomes Partially Paid or Paid.

#Purchase return (debit note)

Purchases → Debit Notes (Returns) → New

  1. Pick the supplier invoice, enter what is returned (or the price reduction) and why.
  2. Save. The supplier’s balance, stock and input GST are reduced.

#Log an expense

Purchases → Operating Expenses → New

  1. Pick the expense head (rent, electricity, travel …) and the date.
  2. Enter the amount, any GST, and where you paid from (cash or bank).
  3. Add the vendor and reference if you have them, and save.
Chapter 6

Bank & cash

Money moving between your own accounts, and matching your books with the bank statement.

#Contra (deposit, withdrawal, transfer)

Bank & Cash → Contra / Fund Transfer

  1. Choose from and to accounts — e.g. Cash → HDFC Bank for a cash deposit.
  2. Enter the amount, date and reference, and save.

#Bank reconciliation

Bank & Cash → Bank Reconciliation

  1. Pick the bank account and the statement date.
  2. For each entry, type the date it appears in your bank statement.
  3. Entries without a bank date explain the difference between your books and the bank. Save when done.

#Cash book / bank book

Bank & Cash → Cash / Bank Book

  1. Pick the Cash or Bank ledger and the dates.
  2. Every receipt and payment is listed with the running balance. Print it or save as PDF.
Chapter 7

Inventory

Stock goes up with supplier invoices and down with customer invoices automatically.

#Warehouses

Inventory → Warehouses

  1. A main warehouse is created with your company. Add more (shop, godown, branch) with New Warehouse.
  2. Pick the warehouse on every bill so stock is tracked per location.

#Adjust or transfer stock

Inventory → Stock Journal

  1. Choose the type: Transfer between warehouses, or an Adjustment after a physical count (shortage, excess, damage).
  2. Pick the warehouse(s), add the items and quantities, and write the reason.
  3. Save. The stock value difference is posted to the stock adjustment ledger.

#Check your stock

Inventory → Stock Summary · Stock Movements

  1. Stock Summary: opening, in, out and closing quantity and value of every item for any period, by warehouse.
  2. Stock Movements: every in and out of an item, with the document that caused it.

#Batches, expiry dates and serial numbers

Inventory → Item Master → Edit · Inventory → Batches & Expiry

  1. Open the item and tick Batch, Mfg / Expiry Date or Serial No.
  2. On the supplier invoice, enter the batch number with its manufacturing and expiry date, or the serial numbers (one per line — you can scan them).
  3. On the customer invoice, leave the batch blank to sell the one that expires first, or pick a batch. Expired batches are never sold. Serial items need their serial numbers.
  4. The batch / serial numbers print on the invoice. Batches & Expiry lists what is expired or expiring in 30, 60 or 90 days, and the history of each batch or serial number.

#Reorder report

Inventory → Reorder Report

  1. Set a reorder level for each item (here in the All goods tab, or in the Item Master).
  2. Items at or below their level are listed with a suggested quantity; the Stock menu shows how many.
  3. Tick the items, change quantity or supplier, and click Purchase order — supplier to get a ready order.
  4. Owners and Admins can switch on a daily reorder email.
Chapter 8

Fixed assets

Computers, machines, furniture, vehicles — things you use for years.

#Add an asset

Fixed Assets → New Asset

  1. Enter the name, category, purchase date and cost, and where it was paid from.
  2. Choose the depreciation method: SLM (same amount each month, over its useful life) or WDV (a % of the remaining value each year).
  3. Save. The purchase is posted to the asset ledger.

#Post depreciation

Fixed Assets → Run Depreciation

  1. Pick the date up to which you want to depreciate (e.g. month end or year end).
  2. Check the depreciation due on every asset.
  3. Post it — one entry: Dr Depreciation, Cr Accumulated Depreciation.
Chapter 9

Journal vouchers

For entries that are not a bill, receipt or payment — accountants use these for adjustments.

#Post a journal voucher

Accounting → Journal Vouchers → New

  1. Pick the posting date and category, and write a narration (why this entry is made).
  2. Add lines: a ledger with a debit amount, another with a credit amount. Add as many lines as needed.
  3. The totals at the bottom must be equal — the button stays off until debits = credits.
  4. Click Post Balanced Journal Entry.
Every bill, receipt and payment already creates its own journal. You can see it with View Journal on the document.

#Cancel a journal

Journal Vouchers → ⋮ → Cancel voucher

  1. Entries are never deleted. Use ⋮ → Cancel voucher and write the reason.
  2. A mirror entry is posted with an X- number, and both stay visible in the Day Book.
Chapter 10

Reports & GST returns

Everything is calculated from your entries — nothing to prepare by hand.

#Main financial reports

Reports

  1. Profit & Loss: income, direct costs, gross profit, overheads and net profit for a period.
  2. Balance Sheet: what the business owns (assets) and owes (liabilities and capital) on a date.
  3. Trial Balance: every ledger’s debit or credit balance; the totals must match.
  4. Cash Flow: money in and out of cash and bank, grouped by ledger.
  5. Day Book: every voucher of a day or period, with its lines.

#Party reports

Reports → Statement of Account · Ageing

  1. Statement of Account: send a customer or supplier their full statement with running balance.
  2. Receivables / Payables Ageing: who owes how much, by how long it has been due (1–30, 31–60, 61–90, 90+ days).
  3. Sales / Purchase Register: all invoices or bills with the tax split.

#GSTR-1

GST & Tax → GSTR-1

  1. Pick the return period (usually a month).
  2. Check each section: 4A B2B invoices, 5 B2C large, 7 B2C small (by place of supply and rate), 9B credit notes, 12 HSN-wise summary and 13 documents issued.
  3. Use CSV on a section to download it, and compare with the GST portal before filing.

#GSTR-3B

GST & Tax → GSTR-3B

  1. Pick the period.
  2. See outward supplies (3.1), eligible ITC (4) and the net tax payable per head (IGST, CGST, SGST, Cess).
  3. Use these figures when filing on the GST portal.

#Print, PDF or Excel

Any report or document

  1. Click Print: a clean A4 preview opens.
  2. Click Download PDF for a file, or Print / Save as PDF for your printer.
  3. Reports with a CSV button download a file you can open in Excel.
Chapter 11

Get paid faster & save time

Send invoices in one click, let customers see their own account, remind them automatically and let EaseBill do the repetitive work.

#Payment reminders

Sales → Payment Reminders

  1. The page lists every customer with overdue invoices or invoices due in the next few days, with the amount and when they were last reminded.
  2. Click Email or WhatsApp on a row, or tick several customers and click Email selected. Each reminder lists the invoices and has a View invoices & pay button.
  3. To automate: tick Email reminders automatically, choose how many days before the due date to start, how often to repeat and when to stop, edit the message and save.
Automatic reminders go out once a day, the first time anyone in the company opens EaseBill — no server setup needed. Customers without an email address show “Add email”.

#Recurring invoices

Open an invoice → Repeat

  1. Open an invoice you raise regularly (rent, AMC, retainer) and click Repeat.
  2. Choose how often (every week, month, 3 months, 6 months or year), the date of the next invoice and when it ends (never, after a number of invoices, or on a date).
  3. Tick Email each invoice to the customer if you want it sent automatically, and click Start repeating.
  4. See, change, pause or stop all schedules in Sales → Recurring Invoices.
Each new invoice gets the next number and is posted like any other. Invoices are raised once a day when anyone opens EaseBill; missed days are caught up. With a real server cron, call /cron/daily?key=… (CRON_KEY in .env) once a day instead.

#Attach files to documents

Invoice / supplier invoice / receipt / payment / journal → Attachments · Expenses → ⋮ → Attachments

  1. Scroll to Attachments below the document.
  2. Click Choose files (or drop files on the box): the vendor’s bill, a delivery challan, a photo of a receipt, a contract … PDF, photos, Excel or Word, up to 5 MB each.
  3. Add a note if useful and click Attach. Click a file to open it, or the download / delete buttons.
Files are kept privately on the server — only signed-in members of your company can open them, never the public.

#Barcodes: labels and scanning

Inventory → Item Master

  1. Edit an item and type the Barcode printed on the product (or scan it with the 📷 button). Leave it empty to use the item code.
  2. Click Labels on the Item Master (or ⋮ → Print barcode labels on one item), choose the label size, copies and price, and print.
  3. For racks and bins: Warehouses → ⋮ → Print bin labels.
  4. While billing, click the Scan barcode box above the lines and scan with a USB / Bluetooth scanner. You can also type part of an item code or name and pick it from the list. The item is added — scan again to add one more.
  5. To use a camera, click the barcode button in the top bar → Scan with camera.
  6. Billing on the laptop but scanning with your phone? Barcode button → Use phone as scanner, scan the QR code with the phone and open the link. Connect once: every barcode you scan on the phone is added to whichever quotation, order, invoice or bill is open on the laptop — even after you move to another one. Scans made while no document is open wait, and the next document you open offers to add them. Barcode button → Disconnect phone when done.
Camera scanning works in Chrome on Android and recent Safari. You can also type an item code and press Enter.
Chapter 12

Checks & controls

Catch mistakes before your accountant or the GST department does.

#Import a bank statement

Bank & Cash → Bank Reconciliation

  1. Choose the bank account, then under Bank statement pick the CSV or Excel (.xlsx) file downloaded from your net banking and click Import & match.
  2. EaseBill matches each line to your receipts and payments by amount, date and cheque / UTR number, and fills the bank date.
  3. Lines under Needs attention: pick the right entry and click Match, or record the missing entry (bank charges, interest) and click Match again. Use 👁 to ignore a line.
  4. Money from customers not in your books yet (UPI / NEFT for an invoice): EaseBill suggests the unpaid invoice — by invoice number in the narration, the exact amount due and the customer's name. Click Receive to record the receipt and match it in one go.
  5. When the invoice is clear (✓), click Mark N invoice(s) paid at the top to do them all at once. The invoices turn Paid and the ledgers update.
Importing the same statement again is safe — lines already imported are skipped. Undo any match from the Matched tab.

#GSTR-2B reconciliation

GST & Tax → GSTR-2B Reconciliation

  1. On the GST portal: Returns Dashboard → choose the month → GSTR-2B → Download → Generate JSON. Unzip it.
  2. Load the .json file in EaseBill.
  3. Check each group: Values differ (fix the bill or ask the supplier), Only in GSTR-2B (book the bill to claim ITC), Only in books (supplier has not filed — follow up), Matched.
  4. Click Download CSV to send the list to your accountant.
Matching uses the supplier’s GSTIN and their invoice number, so save the GSTIN in the supplier master and type the supplier’s invoice number in “Vendor invoice no.” on each bill.

#Approval for large payments & expenses

Bank & Cash → Approvals

  1. Owner / Admin: tick Approval rule is on, enter the amount (e.g. 50,000) and choose payments, expenses or both.
  2. For sales invoices you can also tick Cancelling an invoice, and enter a discount % — invoices with that much discount or more (or sold below the item's sale price by that much) wait for approval too. Any amount.
  3. When someone saves a payment or expense of that amount or more, it is not posted — it waits under Waiting for approval.
  4. An Owner / Admin — or anyone whose role may approve (Roles & Permissions), up to the role's limit — clicks Approve & post (posted exactly as entered) or writes a reason and clicks Reject. Nobody approves their own request.
Owners and Admins post directly; so do approvers for amounts within their limit. The menu shows how many requests are waiting.

#Dashboard insights & reordering

Dashboard

  1. See this month’s sales, money received and purchases compared with the same days last month.
  2. See your top customers and best-selling items for the year.
  3. Items to reorder lists goods at or below their reorder level with a suggested quantity; click Purchase order to get a ready order to the last supplier.
  4. Slow-moving stock shows goods that have not sold for 90 days and the money stuck in them.
Set a Reorder Level on each item (Item Master → Edit) to get reorder suggestions.
Chapter 13

Team, security & your account

Let your accountant or staff work with you, safely.

#Your subscription: trial, plans and buying

Settings → Subscription (or the plan chip in the footer)

  1. Every new company gets a 30-day free trial. The page shows days left, your limits (users, invoices this month, companies) and what each plan includes.
  2. Pick Monthly or Yearly at the top of the plans — yearly costs less. Then click Choose / Upgrade / Renew.
  3. Have a coupon? Enter it and click Apply — the price drops at once.
  4. Pay by scanning the UPI QR (the amount fills in by itself) or by bank transfer, enter the UPI / UTR reference and click I have paid — activate my plan.
  5. The plan starts as soon as the payment is checked; you can keep working meanwhile. A 100% coupon activates the plan at once.
  6. Only the owner or an admin can buy. If the trial or plan ends, everything stays visible and printable but read-only until a plan is bought — no data is lost.

#Give someone access

Settings → Users & Roles → Give Access

  1. Enter their email and choose a role: Admin (everything incl. settings and users), Accountant (enter and cancel vouchers) or Viewer (read-only reports).
  2. If they are new to EaseBill, also enter their name and a temporary password, and share it with them privately.
  3. Click Give Access. They see the company the next time they open Select Company.
  4. To change a role, unlock a locked user or remove access, use ⋮ next to their name.
One person has one role per company. The Owner’s access cannot be changed.

#Two-step sign-in (2FA)

Settings → Users & Roles

  1. With 2FA on, a person types a 6-digit code from their email after the password.
  2. For one person: click ⋮ next to them → Turn on 2FA or Turn off 2FA. This applies to every company they use. The 2FA column shows the current setting.
  3. For the whole company: click Require for everyone in the 2FA box. Everyone then gets a code before this company opens, even if their own 2FA is off. People already working are asked on their next page.
  4. Click Turn off for company to go back to each person’s own setting.
Only Owners and Admins can change 2FA, and only an Owner can change another Owner’s. Codes need email to be set up on the server.

#Your own roles

Settings → Users & Roles → Roles & Permissions

  1. Click New Role (or start from a ready-made one such as Sales person or Store keeper).
  2. Every menu (Sales, Purchases, Inventory …) lists its pages. Tick per page View, Create, Edit (change, share, send, status) and Delete (delete or cancel). A column tick in the menu header ticks that right on all its pages; Whole menu sets everything at once.
  3. Under Approvals choose whether the role may approve or reject requests, and up to what amount (0 = any amount).
  4. Give the role to a person with ⋮ → Make … in Users & Roles, or when giving access.
  5. They only see the pages of their role, and buttons they may not use (for example Cancel on invoices) are hidden.
Company settings, users and backups always stay with Owners and Admins.

#Backup and restore

Settings → Backup & Restore

  1. Click Download backup to get a .zip file with all the data and attached files of this company. Keep it safe — at least once a week.
  2. To restore, the Owner chooses the file, enters their password and types RESTORE. The company’s data is replaced by the backup.
  3. A safety copy of the data from just before each restore is kept on the same page (last 3).
A backup restores into the company it was made from (or a new server). Users and sign-in settings are not changed by a restore.

#Company logo and invoice design

Settings → Company Profile

  1. Under Logo, choose a PNG, JPG, WEBP or GIF up to 300 KB and click Save. Tick Remove logo to take it off.
  2. In Invoice template, pick a built-in layout or one of the More designs made by the platform owner.
  3. On any invoice print screen, the top bar lets you try another design for that one print.

#Audit trail

Settings → Audit Trail

  1. See who created, changed, cancelled or signed in — with date and time.
  2. Filter by type to find a particular change.

#Change your password

Account menu (top right) → My account & password

  1. Enter your current password, then the new one twice.
  2. Click Change Password. You are signed out of your other devices.
Forgot it? Use Forgot password? on the sign-in page; a code is sent to your email.
Chapter 14

Tips & shortcuts

Small things that save time every day.

#Help bot

Top bar → Ask (robot)

  1. Click Ask in the top bar. Pick a question, a topic, or type a word such as UPI, GST, stock or invoice.
  2. Your numbers answers from your company right now: today's and this month's sales, money to collect and to pay, overdue invoices, cash & bank, profit, GST this month, low stock and approvals (only what your role may see).
  3. Answers have buttons that open the right page. The bot uses ready answers — it is not AI.

#Search everything

Top bar → Search (Ctrl+K or /)

  1. Press Ctrl + K or / anywhere, or click the search box.
  2. Type an invoice number, a name, GSTIN, phone, item or HSN — or a page name like “trial”.
  3. Use ↑ ↓ and Enter to open, Esc to close.

#Keyboard shortcuts

Anywhere

  1. Ctrl + K or / — search.
  2. Alt + C — change company.
  3. On Select Company: ↑ ↓ to choose, Enter to open.
  4. Esc — close a menu, the search or the print preview.

#Use it on your phone or as an app

Browser menu / top bar

  1. Open the site on your phone — lists and reports turn into easy cards.
  2. On a laptop (Chrome / Edge), click Install app in the top bar to open EaseBill in its own window from your desktop or taskbar.
  3. On Android, use the EaseBill app if your company provides it.

#Light or dark

Top bar → ☀ / ◐

  1. Click the sun / half-circle button to switch. Your choice is remembered on this device.
Chapter 15

Platform owner (superadmin)

For the person who runs EaseBill for many businesses: plans, payments, users, email and invoice designs in one place.

#Turn on the superadmin panel

Server file .env

  1. Add SUPERADMIN_EMAILS=you@example.com (several emails separated by commas) and a long random APP_KEY.
  2. The email must belong to an account that already exists — if it is new, first register it with Create your business account.
  3. Sign in with that email. The account menu shows Superadmin panel; opening it asks for a fresh email code.
  4. Keep APP_KEY the same afterwards — the saved SMTP password is locked with it.

#Companies, their users and transactions

Superadmin → Companies

  1. See every company with its owner, users, invoices and plan. Search by company, GSTIN or any user's name or email.
  2. Manage opens the company with tabs: Overview & plan, Users, Transactions and Payments.
  3. Suspend keeps all data but signs everyone out and blocks the company; users see your reason. Activate undoes it.
  4. Force logout signs out one user, all users of one company, or everyone.
  5. In the Users tab you can also unlock a user, deactivate / activate and switch two-step sign-in on or off.
  6. The Transactions tab lists the company's invoices, supplier invoices, receipts and payments for any dates.

#Plans and payments

Superadmin → Plans / Payments

  1. Click Add recommended plans for ready Starter, Business and Pro plans (30-day trial each), then change anything you like.
  2. Each plan has a price for its period (normally a year) and an optional monthly price — set it to let companies pay month by month (0 = yearly only).
  3. Set user and company limits, monthly invoice limit, trial days and the features included. Mark one plan as default — new companies start on it (with its trial days).
  4. Fill How companies pay you (your UPI ID, name, bank details) — companies see a UPI QR with the amount when they buy.
  5. When a company buys, it shows in Payments → Waiting for you. Check the money arrived, then click Received — activate (or Reject with a reason). The plan extends from its end date.
  6. Payment outside the app? Open the company and use Record payment & renew. To give extra free days, use Extend trial / give free days there.
  7. Seven days before the end, owners and admins see a reminder. After the end the company becomes read-only until renewed.
  8. A company with no plan has no limits.

#Coupons

Superadmin → Coupons

  1. Click New coupon: a code (e.g. WELCOME20), % or flat ₹ off, optional dates, total uses and uses per company, and the plans it works on.
  2. Companies type the code when buying. A 100% coupon activates the plan straight away. Each coupon shows how often it was used.

#Email (SMTP)

Superadmin → Email (SMTP)

  1. Enter the mail server details and click Save, then Send test. These settings replace the ones in .env. The password is stored encrypted.

#Invoice designs (drag and drop)

Superadmin → Invoice designs → New design

  1. Pick a ready design to start from (Standard GST, Colour band, Minimal) or a blank page.
  2. From Add, drag a section (1 to 4 columns) onto the invoice, then drag widgets into its columns: logo, company details, invoice title, invoice details, bill to, items table, totals, amount in words, HSN summary, bank, UPI QR, notes, terms, declaration, signature, heading, text, image, divider and spacer. A click on a widget also adds it after what you selected.
  3. Drag a widget or a section (by its ⠿ Section tab) to move it. Click anything to change it in Edit — texts, what to show, colours, sizes, spacing and borders. The small bar on the selected item moves it up / down, copies or deletes it.
  4. Page sets the font, colours, page margin and an optional watermark. Undo / redo and Preview are at the top.
  5. Click Save. With On for companies switched on, every company can choose it in Company Profile → Invoice template.
  6. Older designs made with the simple form show Convert — it turns them into drag-and-drop designs (companies keep using them).
Chapter 16

Email & notifications

Send any document or report by email as a PDF, and get told about payments, dues, stock and approvals — in the app, by email and on your phone.

#Email a document as PDF

Open a quotation, order, bill, credit / debit note, receipt or payment → Email

  1. Open the document and click Email. The customer’s or supplier’s email is filled in when it is saved on their record.
  2. Check the subject and message, add CC addresses if you like, and click Send email.
  3. The document goes as a PDF attachment. PDF next to Email downloads the same file.
Sales invoices keep their Share button (email, WhatsApp, link); the invoice PDF is now attached to that email too.

#Email a report

Reports → any report → Email

  1. Open the report and choose the period and filters first.
  2. Click Email, enter your accountant’s or partner’s address and click Send report.
  3. The report exactly as you see it is attached as a PDF (wide reports are turned sideways).

#The bell and the Notifications page

Top bar → 🔔

  1. The red number on the bell shows how many notifications you have not opened.
  2. Click a notification to open the receipt, invoice, report or approval it is about.
  3. Click See all for the full list, or Mark all read to clear the number.
You get payment received, due & overdue summary every morning, items to reorder, batches expiring, approvals, plan ending, new team members and new sign-ins. Some go only to Owners / Admins.

#Choose email and push notifications

Top bar → 🔔 → Settings (or your initials → Notification settings)

  1. Tick Email and / or Push for each kind of notification and click Save settings.
  2. To get pushes on this phone or computer, click Turn on for this device and allow notifications.
  3. In the Android app, allow notifications when the app asks after you sign in.
  4. Click Send me a test to check that it works.
Turn push on once on every device you use. On iPhone, first add EaseBill to the Home Screen (Share → Add to Home Screen) and open it from there.
Chapter 17

Troubleshooting

Common questions and what to do.

#“This code has expired”

Sign in

  1. Codes work for 10 minutes. Click Send a new code and use the newest email.
  2. If it still fails with a fresh code, ask your administrator to check the server time zone (APP_TIMEZONE).

#Why does a sales or purchase order not show in my accounts?

Sales / Purchases

  1. Orders and quotations are promises, not sales. Your books change only when the invoice or supplier invoice is made.

#An invoice shows no GST

GST & Tax → Tax & GST Master

  1. Check the item’s GST rate and the rate itself. If it has a red Rate wrong — fix badge, edit it and enter the full rate in IGST (e.g. 18).
  2. Cancel the wrong invoice and make it again.

#Trial Balance shows a difference

Reports → Trial Balance

  1. A “Difference in opening balances” comes from opening balances that do not add up.
  2. Correct the openings in Chart of Accounts, customers, suppliers or bank accounts until the line disappears.

#“Your plan has ended” or “not in your plan”

Any page

  1. After a plan ends you can still see and print everything, but cannot add or change. Open Settings → Subscription to buy or renew, or pick a plan with that feature.

#“This company is suspended”

Select Company

  1. The platform owner has paused the company. Your data is safe. Contact them; they can activate it again.

#“Your role cannot do this”

Any page

  1. Viewers can only read; Accountants cannot change settings or users. Ask the company owner or an admin to change your role.
Version history

What's new

Every EaseBill update and what changed. You are using version 1.3.1.

#Version 1.3.1 Latest

Released 19 Oct 2026 · Searchable dropdowns and safer saving

New

  • Superadmin: delete a suspended company permanently with all its data (books, masters, files, backups on the server and the sign-in of users who use no other company), after downloading a backup and typing the company name to confirm.

Improved

  • Every dropdown has a search box: type a few letters to find a customer, item, ledger or state (on phones the list opens from the bottom).
  • If a save fails (missing field, approval needed, server problem), everything you typed stays on the screen with the message on top.
  • Tablets: the side menu no longer closes and re-opens on every page, and keeps its scroll position.
  • Opening a notification from the bell closes the notification panel.
  • Attach several files (bill copy, challan, photos) while creating an invoice, purchase bill, quotation, sales / purchase order or credit / debit note; quotations, orders and notes now have an Attachments box too.
  • Dashboard reorganised: quick actions, money position (cash & bank, to receive, to pay, net profit), performance, then latest activity.
  • Blank extra item rows are dropped when you save; choosing "no item" again clears what the previous item filled in.
  • Menu icons and section pages animate when you open a section.

Fixed

  • Email and other pop-up windows open in the middle of the screen.
  • Downloads (import templates, CSV exports, attachments) save the real file on tablets and in the Android app instead of a "template.html" page; if your sign-in has ended you are told so.
  • User guide: space between the "New in version" link and the topic cards.
  • "Invoice not posted: Ledger #… does not belong to this company": the item form and tax ledger screens listed ledgers of other companies, so items could be saved with another company's Sales ledger. Only this company's ledgers are shown now, wrong links are repaired automatically, and posting falls back to your JE mapping.
  • Saving from a page that was opened for another company (after switching company in another tab) is stopped with a clear message instead of saving into the wrong books.
  • On free hosting a save could end on a white page (…/store?i=1) and lose the entries; the host's browser check is now passed in the background and the save is sent again.
  • Sales and purchase orders, expenses, credit/debit notes and the stock card only use this company's customers, suppliers, warehouses and documents.
  • The shared GST rate list can only be changed by the EaseBill administrator (a change by one company affected every company).

#Version 1.3.0

Released 19 Oct 2026 · Offers, news and notices from EaseBill

New

  • Superadmin → Announcements: send an offer / discount coupon, news about a new feature or an important notice to all users, company owners & admins, users on trial, expired or active plans, one company, or one person by email.
  • Every announcement appears in the bell; email and push go only to people who keep that kind of message on.
  • Notification settings → From EaseBill: turn "Offers & discounts" and "News & updates" email / push on or off.
  • Announcements can link to a page in EaseBill (e.g. Subscription) or to another website; sent announcements are listed with how many users, emails and pushes went out.

Improved

  • New notifications pop up on screen with a short sound while EaseBill is open (top-right on computers, above the bottom bar on phones); in a background tab they show as a computer notification. Turn the pop-up or sound off in Notification settings.

#Version 1.2.1

Released 19 Oct 2026 · Push notifications fix

Fixed

  • Push notifications: OneSignal now finds its worker at /OneSignalSDKWorker.js (one shared service worker for the app and push).
  • The app manifest loads on hosting that checks cookies first (InfinityFree).
  • Mark all read stays on the page you are on and clears the bell straight away.
  • Test notifications are labelled "Test" and always go by email and push.
  • The bell updates by itself (every 30 seconds, when you come back to the tab, and when a push arrives) — no reload needed.
  • You now get notified about entries you make yourself too (useful when you work alone) — turn it off in Notification settings.
  • New notifications for quotations, sales orders and purchase orders.

#Version 1.2.0

Released 19 Oct 2026 · Email any document or report, and notifications on your phone

New

  • Email button on quotations, sales orders, purchase orders, purchase bills, credit / debit notes, receipts and payments — sent as a PDF attachment; a PDF button downloads the same file.
  • Email button on every report: the report as you see it (with your filters) goes as a PDF.
  • Sales invoice emails now carry the invoice PDF as well.
  • Notifications: a bell with the unread count and a Notifications page — payments, morning dues summary, items to reorder, expiring batches, approvals, plan ending, team changes and new sign-ins.
  • Notification settings: choose email and / or push for each kind of notification.
  • Push notifications on the phone and computer (OneSignal), in the browser and in the Android app.

Improved

  • Day Book on phones: date, voucher and type one below the other.

#Version 1.1.0

Released 17 Oct 2026 · Safer, GST-correct and ready for the Play Store

New

  • Terms & Conditions, Privacy Policy and account deletion pages (needed for Google Play).
  • Delete my account in My Account — protected by your password.
  • Bill of Supply: invoices without GST print with the right heading, with the composition note where needed.
  • What's new: every version and its release notes in the User guide.
  • Subscription invoices: download the PDF or email it from Billing history (the PDF is attached); it is also attached when a payment is approved.

Improved

  • Sign in and Create account fit on one phone screen, with the form easy to reach.
  • My Account shows who you are, your role and companies; Delete account is folded away.
  • Subscription page: clear trial / days-left box; plans open only when you click Renew or Upgrade, show only what differs and have clear button labels.
  • Menus show only what your plan includes — features outside the plan are hidden instead of showing an "upgrade" message.
  • GSTR-1 Table 8 split into nil-rated, exempt and non-GST for registered / unregistered and intra / inter-state.
  • GSTR-3B: separate rows for zero-rated exports and non-GST sales, split line by line.

Fixed

  • Invoices no longer show sample company details (GSTIN, PAN, email, phone) when a field is blank.
  • Intra / inter-state GST uses your company's state when there is no GST registration (IGST is now correct).
  • Businesses without a GSTIN can no longer charge GST by mistake.
  • 0% invoices are no longer counted twice in GSTR-1 (B2B and Table 8).

Security

  • Configuration backups and the Android signing key are no longer stored in the code repository.
  • The Android app no longer copies its data into phone backups.

#Version 1.0.0

Released 12 Oct 2026 · First release

New

  • GST invoices, quotations, sales and purchase orders, purchase bills, credit and debit notes.
  • Double-entry accounts: journals, receipts and payments, bank reconciliation, fixed assets.
  • Stock with warehouses, batches, expiry and serial numbers; POS billing with barcode scanning.
  • Reports: trial balance, profit & loss, balance sheet, ledgers, day book, GSTR-1, GSTR-3B and GSTR-2B matching.
  • Multiple companies, users and roles, backups, reminders, recurring invoices and the Android app.

Still stuck?

Ask the owner or admin of your company, or your accountant. They can check your role and settings in Company → Users & Roles and Settings.

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