EasyBilling Enterprise — Complete User Guide & Tutorial

1. Quick Start & Installation

EasyBilling Enterprise is completely self-contained. There is zero command line required for day-to-day business usage. Every operating system has a dedicated native package.

2. Security PIN & Auto-Lock

Protect your business accounts and invoices from unauthorized access when leaving your counter unattended. EasyBilling features enterprise-grade PIN lock with automated session protection.

• 4-Digit Startup PIN: Prompts on application startup before confidential financial totals or client directories are displayed.
• 15-Minute Inactivity Auto-Lock: If no keyboard, mouse, or touch interaction occurs for 15 minutes, the interface instantly locks.
• Security Protection: Five consecutive incorrect PIN attempts enforce an automatic timeout against brute-force guessing.

3. Creating Your First GST Tax Invoice

The New Invoice workspace is designed for rapid billing with minimal keystrokes:

1. Click + New Invoice in the top header.
2. Select Invoice Type: Choose from Tax Invoice, Proforma Invoice / Quotation, Bill of Supply, Credit Note, or Delivery Challan.
3. Customer Phone & Details: Enter the customer's name, phone/WhatsApp number, address, and GSTIN. If billing an existing customer, typing their name auto-completes all saved details instantly.
4. Auto-State Detection: Entering an Indian GSTIN automatically populates the correct State code (first 2 digits) and computes whether the transaction is Intra-State (CGST + SGST) or Inter-State (IGST).
5. Adding Items: Type product name to auto-fill rate, HSN/SAC code, and GST bracket. Select measurement unit (PCS, KGS, BOX, etc.).
6. Save & Generate: Click Save & Download to generate a print-ready vector PDF, or click Print for direct thermal receipt printer output.

4. Inventory & Stock Policies

EasyBilling Enterprise v2.2.1 introduces dynamic stock intelligence engineered for real-world retail and wholesale operations:

Dynamic Low Stock Alerts per Product

Different products sell at different velocities. In Product Management, each item has its own minStock threshold. When inventory reaches or drops below this dynamic threshold, warning badges appear automatically in the Inventory view and Notification Centre.

Old Stock & New Stock Pricing

Wholesalers frequently purchase batches of the same product at differing rates across supply cycles. EasyBilling allows assigning separate quantities and buy/sell prices for Old Stock and New Stock simultaneously.

• Inventory View: Displays total aggregated stock, as well as the independent breakdown of old stock and new stock quantities and pricing.
• Clean Invoices: By default, invoices hide dual-stock pricing to keep customer receipts clear and simple. If you wish to show the batch breakdown on customer bills, enable Show Dual Stock on Invoice in Settings → Inventory & Stock.

Purchase Price GST Mode

Configurable in Settings under Inventory & Stock: Choose whether your purchase prices represent net cost (Exclude GST) or gross cost (Include GST). Margin calculations adapt automatically.

5. Category & Sub-Category System

EasyBilling keeps the interface clean by keeping Category management optional.

• Enabling Categories: Navigate to Settings → Inventory & Stock and toggle Enable Categories, or click Enable Categories on the Products page.
• Menu Access: Once enabled, a dedicated Categories option appears directly in the main sidebar navigation menu next to Products.
• Managing Categories: Click Categories in the menu to view category cards, see live product counts, create sub-categories, or load industry standard templates.
• Product Filtering: In Products and New Invoice, you can instantly filter and organize items by category and subcategory.

6. Unit Management (Standard UQC & Custom Units)

The software comes pre-loaded with official Indian GST Unique Quantity Codes (UQC) recognized by the GSTN Portal:

Need a specialized unit such as Carat, Vial, or Pkt? Navigate to Settings → Inventory & Stock → Add Custom Unit to add any custom unit symbol.

7. WhatsApp-Style Google Drive Cloud Backup

EasyBilling Enterprise features continuous, 1-click Google Drive backup that operates just like WhatsApp chat backups:

8. Sharing Invoices via WhatsApp & PDF

Dispatch invoices to clients in seconds:

• On Mobile & Tablets (iPadOS, Android): Clicking WhatsApp triggers the native OS Share Sheet with the rendered .pdf invoice file attached directly to WhatsApp with the client's phone number and summary pre-filled.
• On Desktop Browsers: Automatically downloads the PDF invoice to your computer and launches WhatsApp Web / Desktop with the client's chat open and transaction totals pre-filled for effortless file drag-and-drop.

9. Moving to Another Device (Export & Import)

Your data is 100% portable across Windows, Mac, Linux, iPad, and Android:

1. On the old computer: Go to Settings → System & Updates → Export Complete JSON Backup.
2. Save the generated .json file to a USB drive or cloud drive.
3. On the new computer or tablet: Open EasyBilling Enterprise, navigate to Settings → System & Updates → Restore from JSON Backup, and select the file. Everything is restored instantly.

10. In-App Software Updates

Software updates are available directly inside the app across all operating systems.

Navigate to Settings → System & Updates (or the Control Panel) and click Check for Updates. EasyBilling safely checks the official release server, downloads updates, and preserves your local database with automatic safety snapshots before applying updates.

11. Frequently Asked Questions (FAQ)

Where is my business data stored?

100% locally on your computer or device. No company financial records are transmitted to third-party databases. Only you hold your encryption keys and data.

Can I run multiple businesses from the same app?

Yes! EasyBilling Enterprise supports multi-business profiles. Go to Settings → Company Profile → Business Profiles. You can switch between active businesses instantly from the header dropdown without logging out.

How do I print to an 80mm or 58mm thermal receipt printer?

Go to Settings → Print & PDF. Under Paper Size, select 80mm Thermal POS Receipt or 58mm Thermal. When creating an invoice, clicking Print delivers formatted POS receipts with auto-cutter support.

Are GST returns (GSTR-1, GSTR-3B) and E-Way Bills supported?

Yes. Under the GST Returns tab, you can export GSTR-1 CSV files ready for direct upload to the official GST Portal, as well as NIC-compliant E-Way Bill JSON files.