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For GST-registered businesses in India

GST billing software that gets the invoice right the first time

Every return you file is only as good as the documents behind it. KhataZone fixes the tax head, the HSN and the party's GSTIN at the moment the invoice is raised, then builds GSTR-1, GSTR-3B and the HSN summary out of those same invoices.

  • IGST or CGST/SGST chosen from the place of supply, per document
  • Rate and HSN/SAC held on the item, so each line taxes itself and the HSN summary builds as you bill
  • Credit and debit notes raised against the original, never over it
  • GSTR-1, GSTR-3B, HSN summary and 2B matching from the same records
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Where GST actually goes wrong

The bill went out under the wrong tax head

A buyer in another state billed with CGST and SGST is not a rounding error, it is the wrong tax, and unwinding it costs you a credit note, a fresh invoice and an explanation. KhataZone takes the place of supply against your registered state and applies IGST or the CGST/SGST split itself, and shows you the result on screen before the document is finalised.

A B2B invoice with a missing or mistyped GSTIN

Your buyer's input credit hangs on the GSTIN you printed and the one that reaches GSTR-1. Capture it once on the party and every document carries it forward, and the B2B and B2C sections of the return separate on their own instead of being sorted by eye in a spreadsheet on the last evening.

A return squared off by editing yesterday's invoice

Once a document is issued, the correction is a credit note, not a quiet rewrite — the customer's copy, your ledger and the return all have to say the same thing. Credit and debit notes are raised against the original here and stay linked to it, and a finalised invoice is cancelled and reversed rather than silently changed, so the trail is still there when somebody asks in November about June.

The return rebuilt by hand every period

Exporting sales to a spreadsheet, sorting by rate and retyping totals is how a clean month turns into a mismatch. GSTR-1 and GSTR-3B are the invoices you already raised, summarised — rate-wise taxable value and tax, B2B against B2C — and they agree with your sales register because they were never a separate set of numbers.

The HSN summary assembled after the fact

Reading back through a quarter of documents to work out quantity and taxable value per HSN is nobody's idea of a productive afternoon. The HSN or SAC and the rate that applies to a thing are saved once on the item and copied onto every line that sells it, so each line carries its own tax and the summary accumulates quantity, taxable value and tax per code while you bill. A code nobody filled in shows up on the first invoice for that item, not on the last evening of the period.

Credit claimed that 2B has never heard of

The costly gap in GST is between the purchases in your books and the ones your suppliers actually filed. The 2B reconciliation matches your recorded purchase bills to what 2B shows on GSTIN and invoice number, then separates them four ways: agreed, same bill with a different taxable value or tax, only in your books, only in 2B — while chasing a supplier is still worth doing.

Four steps, and most of the corrections never happen

  1. 1

    Set the registration up once

    Your GSTIN and state, your invoice series, parties with their own GSTIN and state, items with HSN or SAC and the rate that belongs to each. That hour is what removes the corrections later.

  2. 2

    Raise the document

    Pick the party and the tax head follows the place of supply. Each line brings its own rate and HSN from the item and taxes itself, discounts and round-off are applied on the total, and the party's GSTIN and the rate-wise split are on screen to be read before you finalise it.

  3. 3

    Correct it the way GST expects

    A credit note for a return or a downward revision, a debit note when a supplier has billed short. Both reference the document they correct, so the pair can be explained in one sentence instead of reconstructed from memory.

  4. 4

    Close the period

    GSTR-1, GSTR-3B, the HSN summary and the 2B reconciliation, all read off records that already exist, with the rate-wise totals adding back to your sales register. What your CA gets afterwards is one ZIP, not a week of questions.

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What the compliance side actually does

Place of supply, applied

IGST or CGST/SGST decided per document from where the supply lands, so an interstate sale never goes out with an intrastate split.

Rates on the item, not the bill

Whatever rate applies to a thing is set on the item with its HSN or SAC. Every line then taxes itself, so one bill can carry several rates and still report rate-wise.

Notes tied to the original

Credit and debit notes reference the invoice or bill they correct, and finalised documents are reversed rather than edited away.

HSN summary as a by-product

Quantity, taxable value and tax by HSN, assembled from lines you already billed instead of from a year-end read of the register.

2B against your purchases

Agreed, value differs, only in your books, only in 2B — separated before you decide what to claim rather than after somebody questions it.

The month-end handover

One ZIP of twelve files: sales and purchase registers, GSTR-1, 3B, HSN summary, trial balance, P&L, balance sheet and four Tally XMLs. Business and Pro plans.

A return is a rescue job only when the invoice was wrong

Very little GST trouble is created during return week. It is created earlier, one document at a time — a state chosen from habit, a GSTIN nobody captured, an item saved without an HSN, a return adjusted by editing an issued bill. Each one is small on the day. Each one becomes a mismatch somebody has to explain months later, often to a customer whose input credit did not arrive.

The alternative is unglamorous. Take the tax head from the place of supply rather than from the last bill you raised. Keep the rate and the HSN on the item instead of in somebody's head. Correct with a credit or debit note that points at the document it corrects. Do that consistently and the return stops being a reconstruction and becomes a summary — and it ties to the sales register because it came from the same rows.

That is the whole shape of KhataZone's GST side: nothing on the return screens is typed a second time. GSTR-1, GSTR-3B and the HSN summary are the documents you already issued, read a different way; the 2B reconciliation reads your purchase bills the same way and tells you which ones your suppliers filed. Where the software stops, it says so — an IRN is still raised on the portal or through an IRP — and that is worth knowing before you move your data, not after.

Frequently asked questions

Does it decide CGST/SGST or IGST on its own, or do I have to pick?
It decides. The tax head follows the place of supply on the document against your registered state, so an interstate supply comes out as IGST and a local one splits into CGST and SGST. The split is visible on the document before you finalise it, so a wrong party state is caught while it is still easy to fix.
Can two items on the same invoice have different GST rates?
Yes. The rate and the HSN or SAC belong to the item rather than to the invoice, so a bill that mixes rates is taxed line by line and each line splits into CGST and SGST or into IGST according to the place of supply on that document. The rate-wise totals in GSTR-3B and the quantities in the HSN summary follow from those lines without any manual splitting.
Can I generate an e-invoice with an IRN?
No. KhataZone does not generate IRNs today. If e-invoicing applies to your turnover, you will still be raising the IRN on the government portal or through a separate IRP. Everything else described here — GST invoices, credit and debit notes, GSTR-1, GSTR-3B, HSN summary and 2B reconciliation — works as written. We would rather tell you now than let you discover it after moving your data across.
A customer returned goods after I billed them. Cancel the invoice or raise a credit note?
Raise a credit note against that invoice. KhataZone keeps the link to the original, adjusts the party's ledger and outstanding, and reports it as a credit note rather than as a gap where an invoice used to be. Cancellation is for a document that should never have existed, and even then it is reversed rather than deleted.
Are the returns filed from KhataZone, or do I still use the GST portal?
You still file on the portal or through your CA. KhataZone prepares GSTR-1 and GSTR-3B in a portal-style layout from your own invoices, with the HSN summary alongside, so filing becomes a transfer of figures that already agree with your books instead of an evening of arithmetic.
A purchase bill I have recorded is not in GSTR-2B. Will the software tell me?
Yes. The reconciliation puts your recorded purchase bills next to what 2B shows, matching on the supplier's GSTIN and invoice number, and separates the unmatched in both directions — plus the bills that do match but on a different taxable value or tax. A supplier who has not filed appears as a bill in your books with nothing to sit against, which is exactly the item worth a phone call before you decide what to claim.

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