An invoice is only one of the documents a shop uses. Customers ask for a price first. Goods sometimes leave before the bill is ready. Returns need an adjustment, not an erased bill. BahiQo handles these as four document types on one billing screen.
Estimate (quotation)
An estimate is a price offer. It lists items, quantities and rates so the customer can decide. It has its own numbers (EST), does not touch the ledger or stock, and does not count towards invoice limits. When the customer says yes, convert the estimate to an invoice and the lines carry over; the estimate shows as converted.
Delivery challan
A challan travels with goods when no invoice is issued yet, for example goods sent on approval or delivered before billing. It uses its own series (DC), also leaves ledger and stock unchanged, and can be converted to an invoice later. Keep in mind it is a delivery record, not a tax invoice.
Invoice
The real bill, numbered INV by default. Issuing posts the full amount to the customer's ledger and reduces stock. See GST invoicing.
Credit note
A credit note reduces what a customer owes after a sale, usually for returned goods or a price correction. Numbered CN. It posts a payment-like adjustment to the ledger (labelled "Credit note"), and if you tick restock, the returned items go back into stock. In GST reports, credit notes count as negative sales, so your totals stay correct. Use a credit note rather than deleting an invoice that is already locked or has payments.
Which one do I use?
| Situation | Document |
|---|---|
| Customer asks "how much for 50 units?" | Estimate |
| Goods leave now, billing later | Delivery challan |
| Sale is final | Invoice |
| Customer returns goods or you gave a rebate | Credit note |
| Billing mistake in the first 24 hours, no payments | Edit the invoice |
| Wrong bill, no payments | Void with a reason |
Numbering
Each type has its own series. Invoices follow prefix, financial year and sequence (for example INV-2627-0001). Voided numbers are kept, never reused.
Limits
- A credit note cannot be voided; issue a correct document instead.
- These documents are for your records and customer communication; they are not e-invoices or e-way bills.
Customers who pay late often start with an estimate they argued over. A clear estimate, converted without retyping, avoids that; and a matching statement settles the rest. Download BahiQo to try all four.
