Three systems your office already uses
No new software for accounts. Tally stays Tally.
— Kavya · accounts
Each one is connected to the record it depends on: the invoice, the visit, the contract.
GST e-invoice. The portal returns the IRN and signed QR, and both print on the invoice.
Tally. Invoices and receipts leave as a Tally XML file. Your accountant imports it.
WhatsApp. Reports and invoices go out on approved templates. A reply attaches to the record it answers.
Also part of the finance setup
You choose when each handoff runs
I set Tally to 18:00. It runs every evening. I stopped checking.
— Kavya · accounts
Tap the underlined parts. The invoice’s day changes on the right.
01
When
an invoice is saved
02
ask
the
GST portal
for
the
IRN,
if
the
buyer
has
a
GSTIN
03
then
send
the
PDF
on
WhatsApp
to
04
and
add
it
to
the
Tally export
Invoice 0902, 26 AugPREVIEW
10:14:02
Invoice savedSPM/26-27/0902 · ₹48,380
10:14:05
IRN and QR on the invoiceAck 1126 2600 4812
10:14
PDF sent to Anita DesaiAccounts payable, Meridian Cold Chain
18:00
In the daily Tally exportSales voucher for your accountant to import
Tally
Where each invoice field lands in Tally
Point at a field and its line in the Tally file lights up. The contract and visit number go into the narration, so the books still say what the money was for.
In UPGEAR · invoice SPM/26-27/0902
Tally XML · sales voucherfor import
<VOUCHER VCHTYPE="Sales">
<DATE>20260826</DATE>
<VOUCHERNUMBER>SPM/26-27/0902</VOUCHERNUMBER>
<PARTYLEDGERNAME>Meridian Cold Chain Pvt Ltd</PARTYLEDGERNAME>
<PARTYGSTIN>27AABCM4821K1Z6</PARTYGSTIN>
<PLACEOFSUPPLY>Maharashtra</PLACEOFSUPPLY>
<LEDGER>Pest Control Services · 998531 · 41000.00</LEDGER>
<LEDGER>Output CGST 9% · 3690.00</LEDGER>
<LEDGER>Output SGST 9% · 3690.00</LEDGER>
<AMOUNT>48380.00</AMOUNT>
<NARRATION>AMC 0412 · visit 21884 · Aug</NARRATION>
</VOUCHER>
Export 26 Aug · 18:0039 vouchers in, 0 held. Your accountant imports one file.
GST e-invoice
Three answers the GST portal can give
Wrong GSTIN comes back in seconds, not at month end.
— Priya · accounts
10:14:02
Invoice savedUPGEAR sends the invoice details to the portal with your GSTIN credentials.
10:14:05
IRN, ack number and signed QR come backThey are written onto this invoice. No one copies them over from the portal.
10:14:05
The PDF is finalThe document the client receives already carries the QR.
10:14:06
WhatsApp and Tally go nextBoth waited for the IRN.
For invoices that fall under e-invoicing for your GSTIN. Set up per company during implementation.
WhatsApp
A customer replies. It reaches the person who can act on it.
“Paid by NEFT today.” It came to me, with the invoice attached.
— Priya · accounts
The reply is matched to the visit, invoice or quote it answers, then becomes a task for the team that owns it.
What moves, which way, and who owns it
Pick a system and follow one handoff from the moment it starts to the moment it could fail.
STARTS WHENAn eligible invoice is saved
UPGEAR
Invoice details →
← IRN · ack no · signed QR
GST portal
WHO DOES WHAT
UPGEARSends, then writes the reply onto the invoice
YOUYour GSTIN and portal credentials
LIMITCancel within 24 hours. After that, a credit note.
THIRD-PARTY COSTE-invoice provider credits, at cost
IF IT FAILS · rejected or no answer
The invoice stays a draft with the portal’s reason. Nothing goes to the client.
When a handoff fails, you hear about it the same day
A failed export shows up the same evening. We fix it before my CA calls.
— Suresh · owner
Break one below to see what is held back, who is told and how it gets fixed.
0 of 4 broken
GST e-invoice
WORKING
The portal doesn’t answer
Month-end, 6 pm, forty invoices to raise.
Tally
WORKING
Ledger not found in Tally
Tally has “Meridian Cold Chain”. UPGEAR has “Pvt Ltd” on the end.
WhatsApp
WORKING
Message not delivered
The site contact changed phones last month.
Your system
WORKING
A bad record arrives
Your ERP sends a visit with no site on it.