Getting started
Welcome to ClayBill
What ClayBill does and how the app is laid out.
ClayBill is billing and accounts software built for the ceramic and tile trade: GST invoices, purchases, returns, payments and receipts, stock, party ledgers, e-way bills and e-invoices — in one place, from any browser or phone.
The screen at a glance
| Left sidebar | Every module, grouped as Masters, Transactions, Compliance and Reports. On a phone it becomes a bottom bar: Home, Sales, Purchase, Parties and More. |
|---|---|
| Top bar – search | Search parties and items, or jump to any page. Press Ctrl+K (⌘K on Mac) to focus it from anywhere. |
| Top bar – financial year | Shows which financial year you are viewing. Switching it changes what reports and lists show; new entries always go to your current open year. |
| Top bar – bell | In-app notifications such as payment reminders sent. 'Mark all read' clears the badge. |
| Top bar – profile menu | Your name and role. Owners also see Team, Company Profile, Subscription, Audit Trail and Financial Years. Everyone gets User Guide, Change Password and Sign out. |
Two roles
- Owner — full access, including Company Settings, team management, billing and closing financial years.
- Staff — every day-to-day module. Owners can additionally switch off 'delete records' and 'e-way bill / e-invoice' permissions per staff member.
New here? Follow 'First-time setup' next — about 15 minutes gets you to your first invoice.
Create your account & sign in
Register your company, verify your email and sign in.
claybill.in/signup
Register
- 1Open Sign up. In 'Business Details' enter your 15-character GSTIN, company name, 10-digit mobile number and (optionally) PAN.
- 2In 'Your Account' enter your name and email, then the 6-digit code sent to that email to verify it. Choose a password of at least 8 characters.
- 3Optionally add bank name, account number and IFSC — these print on your invoices. You can skip and add them later in Company Settings.
- 4Review, accept the Terms of Service and Privacy Policy, and submit.
- 5A ClayBill admin reviews the registration first. You will be able to sign in once it is approved.
Sign in / recover access
- 1Go to Login, enter email and password.
- 2Forgot your password? Click 'Forgot?', enter your account email and follow the link in the email to set a new one.
- 3Already signed in and just want a new password? Profile menu → Change Password.
Every new company starts with a 14-day trial at full Pro access, no card needed. See 'Plans, trial & billing' for what happens afterwards.
Want to look around first? The 'Explore Live Demo' button on the website opens a sandbox with sample data. Changes there never touch real data and reset nightly.
First-time setup checklist
The order to set things up so invoices come out right the first time.
- 1Company Profile — fill legal name, owner name, address, GSTIN, PAN and PIN code (needed for e-way bills), phone and email. Add bank details and, on Premium, a logo.
- 2Cities — add the cities you deal in (each city carries its state, which drives GST). Skip if your parties' cities already exist.
- 3Bank & Cash Accounts — add each bank account and a Cash Book, with opening balances.
- 4Parties — add customers and suppliers, or bulk-import them from Excel/CSV or Tally. Enter opening balances.
- 5Items — add your products (name, HSN, unit, rates, opening stock) or bulk-import them.
- 6Team — invite staff (Owner only).
- 7Government logins — if you will generate e-way bills / e-invoices, add your credentials in Company Settings (see 'Enable e-way bill & e-invoice').
- 8Create a test sale, print it, then delete/adjust as needed. You're live.
Moving from Tally or another ERP? Use Masters → Tally / Excel Migration to bring parties, items and opening balances across in minutes.
Masters
Party Master — customers & suppliers
Add, import, edit and export the people you trade with.
Masters → Party Master
Add a party
- 1Open Party Master and click Add (or go to /parties/new).
- 2Choose Type: Customer or Supplier.
- 3Choose Invoice Type: Local Sales (CGST+SGST), Inter State Sales (IGST) or Nepal Export. This is the default tax treatment for this party.
- 4Fill Party Name, Ref Name (a short nickname), Phone, Mobile, Email and payment terms (blank = company default).
- 5Under Address & tax details add address, city, GSTIN, PIN code and PAN. Getting GSTIN and PIN right saves rework on e-way bills.
- 6Under Opening balance enter the Opening Amount and choose Credit or Debit. If you have several financial years, each year has its own opening figure.
- 7Save.
Working with the list
- Search by name, sort by any column, and choose 1 / 10 / 25 / 50 rows per page.
- Tick rows to Export Selected or Print Selected; 'Export CSV' downloads the whole list.
- Use the ⚙ 'Customize Columns' menu to show/hide columns, and the density menu for compact / normal / relaxed rows.
- Filter by type from the buttons at the top, or 'View all' to clear.
- A 'Blocked' badge means the party cannot be billed. Blocking is switched on for your company by ClayBill support; ask them if you want it.
Bulk import from CSV
- 1Party Master → Import CSV.
- 2Download the sample if you need the format. Required columns: name, type, invoiceType.
- 3Upload the file. Each row is validated separately: bad rows are skipped and reported, good rows import.
An Email on the party lets you email invoices and payment reminders; a Mobile enables WhatsApp sharing and reminders.
Item Master — products & stock
Products, HSN, units, rates, opening stock, photos and categories.
Masters → Item Master
Item form
| Item Name / Design No. | Name and design code (for example MS-1105). |
|---|---|
| HSN Code | GST classification; ceramic tiles are usually 6907 / 6908. |
| Categories | Assign one or more. Manage them under Item Master → Manage Categories (parent > sub-category). |
| Unit / Secondary unit | Primary unit such as BOX. A secondary unit (for example Sq.Ft) with a conversion lets you track area alongside boxes; reports then show an 'In Secondary Unit' column. |
| Purchase Rate / Sales Rate | Defaults pulled onto purchase and sales lines. |
| Opening Qty | Stock at the start of the financial year (separate per year). |
| Low stock alert threshold | Premium: overrides the company-wide threshold for this item. |
| Photo | Upload a picture. Items without a photo use a placeholder. |
Bulk import & catalogue
- 1Item Master → Import CSV. Required columns: name and unitName. Optional: categories (write 'Parent > Sub; Another'), photoUrl and more.
- 2Tick specific items and choose Actions → Print Selected to make a catalogue of just those; 'Full Catalog PDF' covers every item.
- 3Export CSV downloads the list.
City Master
Cities and their states, used by party and company addresses.
Masters → City Master
- 1Click Add, enter City Name and pick the State Name; the State Code fills in automatically.
- 2Save. The city now appears in party and company address dropdowns.
- 3Edit or delete from the list. The state on a city is what decides local vs inter-state GST for parties in it.
Bank & Cash Accounts
Multiple bank accounts and cash books with running passbooks.
Masters → Bank & Cash Accounts
Add an account
- 1Click 'Add Bank / Cash Account'.
- 2Enter Account Name (for example 'HDFC Current A/c'), Bank Name, Account Type (Current, Cash Credit / OD, Savings or Cash Book / Petty Cash), Account Number, IFSC and Branch.
- 3Enter Opening Balance and whether it is Credit (positive) or Debit (overdrawn).
- 4Tick 'Set as primary / default company bank account' if it should print on invoices.
Cards at the top show Total Bank Balance, Cash in Hand and Net Liquid Funds.
Import & reconcile a bank statement
- 1In the accounts list choose 'Import statement' for that account.
- 2Upload the statement your bank gives you — a CSV or an Excel .xlsx file (older .xls files: open in Excel and Save As .xlsx or CSV first). PDF statements can't be imported — in your bank's net banking choose the CSV or Excel download instead. Bank header lines above the column names are skipped automatically.
- 3Click 'Review & match imported lines'. Uploading an overlapping statement again is safe — lines already imported are skipped.
- 4On the reconcile screen, work through the Unmatched tab. Open 'Reconcile statement' on an account any time to continue where you left off.
The reconcile screen
| Progress card | How many lines are matched, and the total unmatched money in and out. |
|---|---|
| Filters & search | Unmatched / Matched / Ignored tabs, a Money in / Money out toggle, and a search box for narration text or an amount. |
| Suggestion strip | 'Likely match' or 'Possible match' under a line, with the reasons (same amount, same date, party name in the narration…). Nothing is applied until you click Confirm. |
| Find match | Lists your existing Receipts (for money in) or Payments (for money out) with the same amount within 7 days. Click Match to link one. |
| Record receipt / Record payment | For money that reached the bank but was never entered. Pick the party and ClayBill creates the Receipt (money in) or Payment (money out) on that bank account, dated as per the statement, and matches the line in one step. |
| Ignore / Restore | Ignore bank charges or anything you don't book in ClayBill. Ignored lines can be restored. |
| Unmatch | Undo a wrong match. The Receipt or Payment stays; only the link is removed. |
When a customer pays from a personal account
- 1The statement shows a name that isn't your party — for example 'UPI-RAJESH PATEL' — but the money is for a business customer.
- 2Click 'Record receipt' on the line. In the party list, choose the business party being settled. Parties who owe exactly this amount are listed first with an 'exact amount' tag.
- 3If that party already has an unmatched Receipt on this bank account, it is shown so you can 'Link this' instead of creating a duplicate — even when the amount differs (part payment).
- 4Keep 'Remember payer name' ticked (the name is pre-filled from the narration; edit it if needed). Next time that name appears, the business party is suggested for you.
- 5Under the list, 'Saved payer names' shows everything remembered, with a Remove button for any that are wrong.
Suggestions are only hints — you always confirm. A line that matches an existing entry by amount and date is suggested even when the name on the statement is unrelated, so review the party before clicking Confirm.
Tally / Excel migration
Bring parties, items and opening balances from Tally or a spreadsheet.
Masters → Tally / Excel Migration
- 1In Tally press Alt+E, choose 'XML (Data Interchange)' and export Masters. Or prepare an Excel file saved as CSV.
- 2Open the migration page and drag in the file (for example Master.xml). ClayBill parses every ledger and item.
- 3Review the detected parties (name, type, GSTIN, city/state, mobile, opening balance) and items (name, unit, size, sale rate, opening stock).
- 4Click migrate. Records are created and you get shortcuts to Party Master and Item Master.
Supports Tally Prime XML, Tally ERP 9 XML and Excel CSV. Prefer we do it for you? Use 'Book Onboarding Call' on the onboarding page.
Daily transactions
How documents work (read this first)
Numbering, tax logic, the line-item editor and rules shared by every document.
Rules that apply everywhere
- Document numbers are automatic and restart each financial year, for example PUR/26-27/0001. Lists sort by date, not by number.
- GST is decided by the Invoice Type: Local Sales → SGST + CGST; Inter State Sales → IGST; Nepal Export → no tax. The party's default fills in, and you can change it on the document.
- Tax is entered once at the bottom of the document as a percentage (SGST/CGST or IGST) on the sub-total.
- A closed financial year is locked: you cannot add or edit entries dated inside it.
- Deleting is permission-controlled. If a staff account cannot delete, ask the owner.
- Stock is updated automatically. If a sale would take an item below zero you get a warning before saving.
Adding lines to any document
- 1In 'Line items' click Add Item. A window opens.
- 2Pick the Item. On sales and purchases you can also choose Size (quick sizes such as 600x1200) and Grade.
- 3Enter Quantity and Rate (the rate label shows the unit, for example ₹/BOX). The Amount calculates itself.
- 4Optional: Remarks & Coverage (shade, batch, coverage).
- 5Save the line. Edit or remove lines from the table, which shows Total Boxes.
Tile Packing Converter (inside the line window)
- 1Choose a tile size preset, or Custom (length and width in mm, pieces per box, kg per box).
- 2Enter the area you need in Sq.Ft or Sq.Mtr, plus wastage %. It gives the number of boxes, total area, weight and pieces.
- 3Optionally convert a rate between ₹/Sq.Ft, ₹/Sq.Mtr and ₹/Box.
- 4Click 'Apply to Line Item' to drop the result straight into the line.
The same converter is on the dashboard as 'Tile Calculator' for quick quotes, and free at /tools/tile-calculator.
Sales invoices
Create, print, share and email sales invoices.
Transactions → Sales Master (or dashboard 'New Sale')
Create a sale
- 1Click 'New Sale' on the dashboard or Sales Master → New.
- 2Under 'Party & document details' set Date, Tax Type, Party Name and Delivery Address (if different) and Invoice Type.
- 3Fill the 'Transport / e-way bill details' you have (see table below).
- 4Add Line items. Below them, 'Truck Load & Gross Weight Analysis' shows the total weight against the truck you pick, so you can see if the vehicle is under- or over-loaded.
- 5Under 'Tax & totals' enter Discount, Insurance %, SGST/CGST % or IGST %, TCS Amount and Round Off. Sub Total, GST Tax and Grand Total update live.
- 6Add a Special Note if needed and Save.
Tax Type
| Tax | Normal GST invoice. |
|---|---|
| Job Work | Goods sent for job work (has its own e-way bill supply type). |
| Proforma | Quotation-style document, not a tax invoice. |
| Bill Of Supply | For non-taxable supplies, no GST charged. |
| Export | Export invoice. |
Transport fields
| Transport GST No. / Transporter | Transporter's GSTIN and name. |
|---|---|
| E-Way Bill No. | Filled automatically once you generate one; or type an existing number. |
| Vehicle No., LR No., Ref No. | Truck number, lorry receipt and your reference. |
| Container No., Seal No., VGM Form | For container shipments (see VGM below). |
| Transport Mode | Road, Rail or Ship. |
| Distance (km) | Needed for the e-way bill. Use the auto-calculate button to get straight-line distance from your PIN to the party's. |
| Vehicle Type | Regular or Over Dimensional Cargo. |
After saving
- 1Open the invoice from Sales Master (pencil icon) to change it. The top of the page has Share on WhatsApp, Email Invoice and Print PDF.
- 2Print PDF opens a preview. Use the dropdown to switch between Sales Invoice, Envelope / Cover, E-Way Bill (once generated) and, when a Container No. is filled, VGM Certificate and Consignor Declaration. Tick 'Print on Letterhead' when printing on pre-printed stationery, then Print or Download PDF.
- 3Share on WhatsApp sends the customer a message with a link to a read-only PDF of the invoice. The same WhatsApp icon is on each row of the Sales list.
- 4Email Invoice sends the PDF to the party's email address (add one on the party first).
- 5E-way bill / e-invoice buttons appear if they are enabled — see the Compliance section.
VGM & coastal container paperwork
- 1Enter the Container No. and Seal No. in the transport block.
- 2In the 'VGM / Coastal Container Compliance' block click Fill VGM Master, enter the weighing details and Update.
- 3Use the VGM and Consignor Declaration buttons to print them. The signatory printed is the Owner Name from Company Settings.
Premium adds invoice layouts (Ceramic Industrial, Modern Minimal, Transport Slip) plus your logo and brand colour.
Purchase bills
Record supplier bills and stock inward.
Transactions → Purchase Master
- 1Purchase Master → New Purchase.
- 2Set Date and Cash / Credit, pick the supplier, enter the supplier's Bill No. and Bill Date, and the Invoice Type.
- 3Optionally add vehicle, LR, transporter and e-way bill transport fields.
- 4Add Line items (rate defaults to the item's purchase rate).
- 5Enter SGST/CGST or IGST %, Insurance %, TCS Amount and Round Off. Save.
Saving increases stock and adds to the supplier's balance (what you owe). The input tax is counted in the GST report.
Sales & purchase returns
Credit notes and debit notes with stock reversal.
Transactions → Sales Return / Purchase Return
- 1Open Sales Return (goods coming back from a customer) or Purchase Return (goods going back to a supplier) and click New.
- 2Choose Date, Cash / Credit, the party and Invoice Type.
- 3Add the returned Line items, set the GST %, Insurance % and Round Off.
- 4Save. Stock and the party balance are reversed accordingly; GST reports net it off.
Return documents have their own numbers (SR/…, PR/…) and can also carry e-way bill and (for sales returns) e-invoice details when needed.
Payments & receipts
Money paid to suppliers and received from customers.
Transactions → Payment Master / Receipt Master
- 1Payment Master (money out) or Receipt Master (money in) → New.
- 2Set Date and Party Name. The party's current balance shows beside the dropdown.
- 3Choose Payment Source: Cash, Cheque, Online / Bank Transfer or UPI. Cheque and online payments ask for the reference number and date.
- 4Optionally pick the Bank / Cash Account the money went through, so that account's passbook stays accurate.
- 5Enter Amount and an optional Remark (cheque number, UTR).
- 6Save. The party ledger and outstanding update immediately.
A receipt is tied to the party, not to one invoice. Ageing and reminders match receipts against the oldest invoices first (FIFO).
Production (raw material → finished item)
Convert raw materials into a finished product and move stock.
Transactions → Production
- 1Production → New.
- 2Set Date and choose the Output Item and quantity produced.
- 3Under 'Raw materials consumed' click Add an item for each raw material and enter the quantity used.
- 4Save. Raw material stock falls and finished stock rises. The Datewise Stock report shows Production and Raw Material columns.
Stock adjustments
Correct stock after a physical count, damage or loss.
Transactions → Stock Adjustment
- 1Stock Adjustment → New. Set Date and pick the Item.
- 2Choose Reason: Physical count (enter the counted quantity — the app works out the difference), Damage/loss (enter the quantity lost), or Other (enter a + / − quantity).
- 3Add a Remark and Save. Every adjustment is kept with its reason for audit.
GST payments
Record challans you paid to the government.
Transactions → GST Payment
- 1GST Payment → New. Enter Date, Amount and a Remark (challan / CPIN).
- 2Save. The GST report subtracts it in 'Net GST Payable'.
Compliance
Enable e-way bill & e-invoice
What you need before the government buttons appear.
Owner sets it up; staff need the compliance permission
Three things must all be true
- Your plan includes it: Pro or Premium (a 14-day trial counts).
- You've ticked 'Enable e-way bill generation' / 'Enable e-invoice generation' in Company Settings.
- You've entered the API username and password issued for your GSTIN (use the 'How to get your login' link beside each field).
Company PIN Code and each party's GSTIN, PIN code and city must be correct — most rejections come from missing or mismatched address data.
E-way bills
Generate, print, update, extend and cancel e-way bills from an invoice.
Sales / Purchases / Returns → open the documentOwner, or staff with the e-way bill / e-invoice permission
Generate
- 1Open the sale (or purchase / return) and make sure Transport Mode, Distance (km) and Vehicle Type are set. Vehicle No. is needed for road transport.
- 2Click Generate E-Way Bill. The number and validity are stored on the document.
- 3Use Print to download the e-way bill PDF (with QR).
Other actions on a generated bill
| Update Vehicle | Files a Part-B change with the government when the truck changes. |
|---|---|
| Extend | Files a validity extension. Do this before it expires. |
| Cancel E-Way Bill | Pick the government-defined reason. Cancellation is time-limited and cannot be undone. |
| Refresh / Get details | Re-fetches the latest status from the portal. |
If the government rejects a request, ClayBill shows the plain-language reason so you can fix the data and retry.
Dashboard → 'E-way bills expiring soon' lists bills close to their deadline (next 72 hours).
E-invoices (IRN)
Generate and manage e-invoices for sales and sales returns.
Sales / Sales Returns → open the documentOwner, or staff with the e-way bill / e-invoice permission
- 1Open a saved sale and click Generate E-Invoice. The IRN, acknowledgement and signed QR are stored and printed on the PDF.
- 2To cancel, choose Cancel E-Invoice and pick a reason (allowed only within the government's time window).
- 3If the invoice already has an IRN, you can attach an e-way bill directly to it; 'Detach E-Way Bill' removes the link.
E-invoicing is offered for sales and sales returns only — purchase bills are your supplier's e-invoices, not yours.
Compliance dashboard & registers
One view of every e-way bill and e-invoice across all documents.
Compliance → Compliance Dashboard / E-Way Bills / E-Invoices
- Compliance Dashboard — real-time status and validity across Sales, Purchases and Returns, ₹50,000 threshold checks, search by party / document / e-way bill number, and copy buttons for e-way bill number and IRN.
- 'Send E-Way Bill Slip to Transporter' shares the slip on WhatsApp.
- 'Export CA Compliance Audit (CSV)' produces a file for your accountant.
- E-Way Bills and E-Invoices pages list every generated record with search, sort, pagination and export.
Reports & insight
Dashboard
Your business at a glance, with one-click shortcuts.
Dashboard
What you see
| Quick buttons | New Sale, New Purchase, Receipt, Payment, Tile Calculator. |
|---|---|
| Position cards | Total Receivables, Total Payables, Net Working Position, Sales this month, Purchases this month, customer / supplier / item counts, out-of-stock items, expiring e-way bills. |
| Recent activity | Latest sales and purchases. |
| Sales trend / Cash flow | This year vs the same months last year, and money in vs out. |
| Receivables at risk | Oldest overdue customer balances. |
| Slow-moving stock | In stock, but not sold in 90 days. |
| Out of stock / E-way bills expiring | Things needing action today. |
Send payment reminders
- 1Owners see a 'Send reminders' button on the 'Receivables at risk' card. It looks at every customer past their payment terms.
- 2Each overdue customer gets an in-app notification, plus an email if they have one and email is set up, plus SMS/WhatsApp if a mobile is on file.
- 3A customer is not reminded again for 3 days. A daily automatic run also happens at 8:00.
Party reports & statements
Ledgers, outstanding, ageing and shareable statements.
Reports → Party Datewise / Party Outstanding
Party Datewise (a party's ledger)
- 1Pick a party and a date range and click Apply.
- 2You get Opening Balance, each transaction (date, doc no, type, remark, credit, debit, running balance) and Closing Balance.
- 3'Share Statement on WhatsApp' sends a link to a printable statement for that party.
Party Outstanding (everyone at once)
- 1Filter by Party and Type (customer / supplier); tick 'Show settled parties' to include ₹0 balances.
- 2Each row has a WhatsApp button to send that party their balance, and 'Statement' to print their statement.
- 3Cards show Total Owes You, Total You Owe and Net Position.
- 4'Statement' on a row opens the party statement; 'Due' opens the ageing view, splitting balances into day ranges you choose with the Change Range button.
- 5Export CSV downloads the table.
'Owes You' means the party owes you money (debit); 'You Owe' means you owe them (credit).
Stock reports
Current stock, movement over time and valuation.
Reports → Stock Report / Datewise Stock / Stock Valuation
- Stock Report — current quantity per item with HSN and unit. 'Zero Allow' includes zero-stock items; a link shows only zero/negative items.
- Datewise Stock — for a date range: Opening, Purchase, Sales, Purchase Return, Sales Return, Production, Raw Material, Adjustment and closing Stock.
- Stock Valuation & Margin — weighted-average cost: opening value, purchases, COGS, write-offs, revenue, gross profit, margin % and closing value.
- All three filter by item and export to CSV.
GST report & GSTR-1
Input vs output tax, net liability and filing exports.
Reports → GST & GSTR-1
- 1Choose From/To dates and click Apply.
- 2Read gross purchases and sales, returns, input GST (ITC), output GST, challan payments and 'Net GST Payable'.
- 3Give your accountant 'Export GSTR-1 CSV' or 'Download GSTR-1 JSON (GST Portal Ready)' for filing.
Trial balance, year-over-year & cover print
The remaining reports.
- Trial Balance — party-wise Debit / Credit for a year plus GST paid, with totals; exports CSV.
- Year-over-Year — sales, purchases and GST paid by month against last year.
- Cover Print — pick a party to print an envelope cover with From / To addresses.
Settings & team
Company Profile & Settings
Your identity on invoices, compliance logins, bank details, branding and reminder rules.
Profile menu → Company ProfileOwner only
Company details & tax
| Company Name / Address | Prints at the top of every invoice, voucher, statement and report. |
|---|---|
| Owner Name | The proprietor / authorised signatory. Used on VGM certificates and coastal consignor declarations. |
| GSTIN, PAN | GSTIN prints on tax invoices and is sent with every e-way bill and e-invoice. |
| PIN Code | Required for e-way bill generation and distance auto-calculation. |
| Phone, Email | Shown on documents. |
E-way bill & e-invoice logins
| Enable e-way bill generation | Turns the e-way bill buttons on for your company. |
|---|---|
| E-Way Bill Login (username / password) | Issued by the GSP for your GSTIN. Separate from your GST portal login. Use 'How to get your E-Way Bill login' beside the field. |
| Enable e-invoice generation + login | Same idea for e-invoice (IRN). It is a different credential from the e-way bill one. |
Other sections
| Bank details | Bank name, account number and IFSC print in the payment block of every invoice PDF. Leave blank to omit the block. |
|---|---|
| Branding & Logo (Premium) | Upload a landscape logo (about 300×100 px), remove it, and optionally apply a custom hex brand colour to invoice banners and signature areas. |
| Default payment terms (days) | How many days customers get to pay before their balance is flagged 'at risk' and reminders start. Default 30. |
| Proactive Alerts (Premium) | Low-stock threshold (per unit), and the days after which a receivable is treated as risky. Leave blank to use payment terms + 15 days. |
| Reminder email template | Subject and HTML body sent when you click Send Reminder. You can use {{partyName}}, {{companyName}}, {{amount}}, {{daysOverdue}} and {{thresholdDays}}. A live preview shows sample data. Leave blank for the built-in text. |
Passwords for the e-way bill / e-invoice logins are stored encrypted and are never shown back. Leave the field blank when editing to keep the existing one.
Financial years
Switch, close and reopen accounting years.
Profile menu → Financial YearsOwner only
Close a year
- 1Make sure all entries for the year are complete.
- 2Financial Years → Close year next to it. Closing balances of every party and item are carried forward as next year's openings, and the year is locked.
Correct a closed year
- 1Use Reopen on that year, fix the entries, and close it again. The carry-forward is recalculated.
- 2If the next year was closed too, reopen the next year first.
To just look at an older year, use the financial-year switcher in the top bar; it never affects where new entries are saved.
Team members & permissions
Invite staff and control what they can do.
Profile menu → Team ManagementOwner only
- 1Click Add Team Member and enter Name and Email.
- 2Choose Role: Staff or Owner. Owners have full access.
- 3Enter a starting Password for them (they can change it later from Change Password).
- 4For Staff, set permissions: 'Delete records' and 'Generate / cancel e-way bills & e-invoices'. Both are on by default; untick to restrict.
- 5The new member receives a welcome email. Edit or remove a member from the list at any time.
Audit trail
Who did what, and when.
Profile menu → Audit TrailOwner only
Lists team changes, deletions of parties and items, company-settings updates, and every e-way bill / e-invoice generation or cancellation, with time and the person responsible. Page through with Previous / Next.
Plans, trial & billing
Compare plans, subscribe, renew and view payment history.
Profile menu → Subscription & BillingOwner only
Plans
| Basic | Sales, purchases, returns, masters, stock & GST reports, unlimited invoices and team members. |
|---|---|
| Pro | Everything in Basic plus e-way bill, e-invoice, compliance dashboard, GSTR-1 export, Tally import, multi-bank and audit trail. |
| Premium | Everything in Pro plus your logo & brand colour, extra invoice layouts, proactive alerts and priority support hours. |
- 1Open Subscription & Billing to compare the feature matrix.
- 2Choose a plan and pay through the secure gateway. On success your plan is active immediately.
- 3Billing history shows date, plan, amount and status of past payments.
When the trial or subscription ends, the account is locked to the Billing page until you renew. Your data is kept. You will get reminder emails beforehand.
Change your password
Update the password you sign in with.
Profile menu → Change Password
- 1Open the profile menu and click Change Password.
- 2Enter your current password, the new one (at least 8 characters) and confirm it, then save.
Help & extras
Working with lists & exports
Search, sort, filter, select, print and export — the same on every list.
- Search box at the top filters instantly; click a column heading to sort.
- Filters appear above the table; 'Active filters' shows what is applied and 'Clear all' resets them.
- Tick rows (or the header box for the page) to Export Selected or Print Selected; 'Clear selection' unticks.
- Export CSV downloads the whole filtered list.
- 'Customize Columns' shows/hides columns; Reset to Default restores them.
- Density: Compact, Normal or Relaxed.
- 'Per page' controls rows shown; use Previous / Next Page to move.
- On phones wide tables scroll sideways inside their card.
Free tools (no login)
Calculators anyone can use at /tools.
- Truck Load & Axle Weight, Container Loading & Stuffing, Tile Packing & Area, Tile Wastage / Grout / Adhesive.
- GST Calculator, HSN Code Lookup, GSTIN Validator, GST Late Fee & Interest, TCS on Sale of Goods, TDS on Freight (GTA RCM).
- E-Way Bill Calculator, P2P Distance, Pincode Search, E-Invoice QR Decoder.
Getting help & support tickets
Raise a ticket, read help articles, contact us.
Top bar → Support
Raise a ticket
- 1Click Support → New Ticket.
- 2Enter Subject, choose a Category (Billing, E-Way Bill / E-Invoice, Bug Report, Feature Request or Other) and describe the issue; attach screenshots if useful.
- 3We normally reply within one business day by email and on the ticket page. Statuses: Open, Waiting on You, Resolved / Closed.
Other ways to reach us
- Help Center articles: /help
- Email: claybill.admin@gmail.com
- WhatsApp / phone: +91 8320107076
Troubleshooting & FAQ
Common problems and quick fixes.
| I can't sign in after registering | New companies are approved by a ClayBill admin first. You'll be able to sign in once approved; contact support if it has been more than a day. |
|---|---|
| 'Financial year is closed' when saving | The date falls in a locked year. Ask the owner to reopen it, or use a date in the current year. |
| Generate E-Way Bill button is missing | Check your plan (Pro/Premium/trial), that it is enabled and credentials are saved in Company Settings, and that you have the compliance permission. |
| E-way bill was rejected | Read the message shown. Common causes: missing PIN or distance, wrong GSTIN, vehicle number format, or document value/date issues. Fix and retry. |
| Party's balance looks wrong | Check the opening balance and Credit/Debit setting on the party, then the Party Datewise ledger for the period. |
| Stock is negative | A sale was saved before the purchase or opening stock. Record the missing purchase or use Stock Adjustment. |
| A page keeps loading or shows an old screen | Refresh the browser. If the app was just updated, it will offer to reload. |
| I'm locked to the Billing page | Your trial or subscription has ended. Renew there and access returns immediately. |
| I need to undo a document | Edit or delete it from its list (delete needs permission). For issued e-way bills / e-invoices, cancel on the portal via the Cancel action first. |
