General Documents Settings
How to delete/restore invoices?
Deleting an erroneous or duplicate invoice OR restoring a deleted invoice is super easy. First, let’s see how you can delete an invoice on Refrens. Deleting an Invoice You might have two kinds of invoices on your Refrens account - Invoices without a payment record (i.e. unpaid invoices) Invoices with a payment record. (i.e partially or fully paid invoices) Let's see what you can do in both cases: 1) Deleting Unpaid Invoices Step 1. Navigate to the Invoicing Dashboard froSome readersHow to configure which price to fetch while adding an item in documents? (Last Used Price Vs Standard Price)
Every business is unique, and so are its pricing needs: For some Item selling/purchase prices fluctuate frequently due to market conditions, negotiations, etc. For others Item selling/purchase prices mostly remain the same, with only occasional exceptions. Understanding that no two businesses are the same, we have introduced a new price configuration option that puts you in control. Whether you need to reflect the recent pricing changes OR stick to a standard price, this configurationFew readersHow to track net income/loss of a Project with tag-wise reports?
Tag-wise reports help you easily track and understand how much money you're making or losing on different projects by organizing income and expenses with labels. Let's see how: Imagine a wedding planner, "Elegant Weddings," who manages multiple weddings concurrently. Each wedding is unique, involving different vendors, venues, and service requirements. Managing finances for each project separately can be complex and time-consuming. But on Refrens, you can assign a unique tag for each event/prFew readersHow to show total tax amount summarized by different tax rates?
If your invoice contains multiple line items with different tax rates, you can show the total tax amount summarised by different tax rates. For example, here’s an invoice without the tax summary: (https://storage.crisp.chat/users/helpdesk/website/6fcb0182b15a1800/b205f0a3-3ca5-4d5d-8ef5-24c19d93csod.png =600x214) Here’s the same invoice with the tax summary enabled: (https://storage.crisp.chat/users/helpdesk/website/d71e9d44ee8ed000/a7cfea70-00e5-40ff-b059-5c31911tu2aqf.png =Few readersHow to edit "Place of Supply" in documents? (India)
While Refrens automatically fetches the Place of Supply based on your client’s state, you also have the flexibility to edit it in case it is different. (https://storage.crisp.chat/users/helpdesk/website/6497f30ce0309c00/036af816-a0ab-4282-9718-8cdfc812uwixu.png =600x417) While creating documents, just go to "Add/Configure GST" "Place of Supply" to change it: (https://storage.crisp.chat/users/helpdesk/website/92785466870be000/45a4bee0-89b8-4752-90d3-d1f28cg70gxb.png =700xFew readersHow to Simplify Your Document Approval Workflow with 1-Click Acceptance?
Managing approvals for documents like quotations and invoices often feels tedious and time-consuming. The back-and-forth communication can slow down your workflow and lead to unnecessary delays. With the 1-Click Document Acceptance feature, this process becomes seamless and efficient. Clients can approve your documents instantly with just one click, saving time and effort for everyone involved. Additionally, this feature enhances security by incorporating email verification, ensuring every appFew readersHow to check the client-wise product report?
If you want to the list of clients who have purchased a particular product from you, you can do that with the Line Item Reports. Let's see how, Firstly, navigate to Sidebar Accounting Accounting Reports Line Item Report: Here’s how your line item report would look like: (https://storage.crisp.chat/users/helpdesk/website/-/a/b/8/8/ab884d8153100800/screenshoFew readersHow to view audit trails?
If you want to see who made what changes to your accounting documents, you can do so easily with audit trails. Audit trails help you view - Who made the changes to the document What changes were made When they were made To view the audit trail of any document, go to your Document Preview Page Audit Trail: (https://storage.crisp.chat/users/helpdesk/website/-/a/b/8/8/ab884d8153100800/a24e7a7d10aaa44955aa3062b978b82djc0e.gif =800x332) As you see, after each edit, the system wiFew readersHow to Show/Hide PAN and GST Numbers in Documents?
Refrens gives you complete control over how you want to show your GST and PAN fields in documents. This helps you define if you want to - A) Show/Hide these fields in documents B) Show/Hide these fields even when they are empty C) Show these fields only when they are filled Let's see how: By default, the GST and PAN fields are only visible in documents if they are filled: (https://storage.crisp.chat/users/helpdesk/website/-/a/b/8/8/ab884d8153100800/screenshot-wwwrefrenFew readers
Creating Documents
How to create a Credit/Debit Note?
There are two ways to create a credit note: Converting an existing invoice into a credit note Creating a credit note from scratch 1. Converting an existing invoice into a credit note You can issue a credit note against an invoice in just a few clicks! Let’s see how. First, Navigate to the Invoicing Dashboard select the invoice for which you wish to create a credit note click “More” > click “Create Credit Note” as highlighted below: (https://storage.crisp.chat/users/helpdeskSome readersHow to create recurring Invoices/Expenses on Refrens?
If you are a business working on retainer projects OR subscription-based offerings, you may need to create the same invoices every month. Not only that, but you may also have various types of recurring expenses such as utility bills, rent, etc. Refrens helps you automate this with our recurring invoices/expenses feature. (https://storage.crisp.chat/users/helpdesk/website/b1a79ae899f10000/0678328e-a516-4cbb-8fee-49556a1qzd4qm.gif =600x368) Let's see step-by-step how you can create a recurrFew readersHow to create Proforma Invoices on Refrens?
Few readersHow to create Invoices on Refrens?
Few readersHow to create documents where Reverse Charge is applicable?
Generally, when the goods/services are being sold, vendors are liable to pay taxes to the govt. on that transaction. However, for certain goods/services/business types, the tax liability is on clients who are making the purchase. For example, reverse charge is applicable for Tobacco leaves, cashew nuts, Bidi, used cars, lottery, transport services, security and investigative services, etc. Let's say you are selling Tobacco leaves for which 5% GST is applicable under the reverse charge mechanisFew readers
Customizing Documents
How to customize formulas in accounting documents?
Every business has its unique way of invoicing. A traditional business will charge based on the number of goods they are selling, while an Interior Designer will price their services on a per-square-foot basis, and a Content Writer will charge based on the number of words or articles they have to write. Refrens enables you to easily customize columns & formulas according to your business requirements. Let's see how: Simple Columns & Formulas Customization Watch this video to learn how toPopularHow to add discounts in your accounting documents?
There are four ways to add discounts to documents. 1) Add discounts on the total amount ₹1000 discount added on total 2) Add Item wise discounts (Equal Distribution) ₹1000 discount automatically divided among all items equally:Some readersHow to change the language/script of the accounting Documents?
Creating invoices or any other document on Refrens in your native language is quick and easy. In this article, we will learn how to create an invoice in your native language. The same process can be followed for other accounting documents as well. Take a look at this sample invoice created in Arabic on Refrens: Let’s see how you can create invoices like this. Step 1: StartSome readersHow to customize document template design?
Whenever you are sharing an Invoice, quotation, or any other accounting document with your clients; you would want to ensure that it follows your business’ branding and design language. With Refrens, you can do that by choosing custom templates, changing colors & fonts, and adding headers & footers among other things. Let’s see how you can do this on Refrens. When you create an invoice and click on “Save and continue”, you will see the invoice preview. It shows you how your invoice will lookSome readersHow to create Invoices & other documents in Arabic on Refrens?
Creating invoices & other documents in Arabic language on Refrens is quick and easy. In this article, we will learn how to create an invoice in Arabic. The same process can be followed for other accounting documents as well. Here’s a sample invoice created on Refrens in Arabic: (https://storage.crisp.chat/users/helpdesk/website/2caa3b4b937e5200/4319b100-9a1d-4502-845d-6d8d8avg9gb3.jpeg =600x848) Let’s see how you can create invoices like this. Step 1: Start a New Invoice Begin by gSome readersHow to change the currency format, decimal points, currency symbol, and amount in words (Millions vs Lakhs)?
Refrens helps you completely customize your invoices & other accounting documents according to your business needs and local practices. Let's see how you can change the currency format (Roman or Arabic, Millions or Lakhs), decimal points, currency symbol, and document amount in words (Millions vs Lakhs). Firstly, while creating a document, go to the Number/Currency Format option as shown below: (https://storage.crisp.chat/users/helpdesk/website/4e86db0f12098000/4df9aeeb-a5cc-4625Some readersHow to add/update custom fields in bank account details?
If you want to show additional details like bank branch, country-specific codes, and any other information in bank account details, you can do that by adding custom fields! You can do this while adding/editing bank accounts in two ways: From the invoice preview page From the "Bank & Payments" dashboard 1. Adding custom fields from invoice preview pages: Go to the invoice preview page Click on the edit icon Click "Add Custom Field" Add field name & value as shown belSome readersHow to show the due amount on the Invoice?
If you are yet to receive the full payment on your invoice, you can send an invoice to your client mentioning the amount due to be paid. Let’s see how: To show how much amount is due on an invoice, you will first need to record the details of payment already received. To do so, first open the particular invoice, and click on the “Record Payment” button as highlighted below: YouSome readersHow to add tags to invoices & other documents?
Tagging helps you keep your invoices & other documents organized for easier tracking & sorting. There are three different ways you can tag documents: Tagging one document at a time Tagging documents directly from the dashboard pages Tagging multiple documents at once with the bulk tagging option Let's take a look at all three options in detail: 1. Tagging one document at a time While creating a document, you can go to the document preview page & add a tag from the summary sSome readersHow do you set the document number sequence?
Document number sequence is necessary for organized record-keeping, easy tracking, and unique identification of your accounting documents. To set a number sequence for a particular document type (i.e. invoice, quotation, etc.), you must first create that particular document with the first number of your desired number sequence. For example, I want my Invoice number series to be IN001, IN002, IN003… Hence I will create an invoice with the invoice number IN001 as shown below: (https://storaSome readersHow to customize columns in accounting documents?
Customizing columns in accounting documents helps organize financial data as needed. It makes records clearer and easier to manage. Let's see how: While creating an accounting document you will see an option “Edit columns/formulas” as shown below: When you click on “Edit columns/formulas” the following pop-up form will appear: (https://storage.crisp.chat/users/helpdesk/websiFew readersHow to Add Custom Fields in Your Accounting Documents?
If you want to add more information to your accounting documents (in the header, footer, billed to/by section, or under the total amounts section), you can do so with the help of custom fields. To add custom fields, look for the “Add More Fields” option while you are creating a document: Just click on the “Add More Fields” option to proceed with adding a new custom field in your doFew readersOptimizing Performance For Documents with 10+ Line Items
Creating & editing invoices, quotations, and other documents with large no. of items is now smoother & effortless. Go to Business Settings Accounting Options Experimental Turn on "Optimize Invoice Performance with Scrollable Line Items": You will see a clear performance improvement the next time you create an Invoice or any document with 10+ line items: (https://storaFew readersHow to Add QR Codes to Documents?
You can easily add QR codes to your invoices and other accounting documents on Refrens to display important details like the document number, due date, total amount, and more when these codes are scanned. (https://storage.crisp.chat/users/helpdesk/website/76a952195deb8000/240318b8-5186-4894-9d8b-1ec4f61pjg7d0.png =600x339) Enabling QR Codes To enable QR codes, go to Business Settings Accounting Options Add QR Codes to Documents and turn the toggle on as shown below: (https://sFew readersHow to add Shipping Addresses in documents?
If your shipping addresses are different than the billing addresses, you can add them separately while creating a document. When you are creating a document, you will see a checkbox called "Add Shipping Details" below the "Billed By" Section. Click on this checkbox to add shipping details. (https://storage.crisp.chat/users/helpdesk/website/13d694e958c16f00/82363c0a-a048-43e1-94ca-90ae67m198nq.png =600x551) 1. Adding "Shipped From" Details: (https://storage.crisp.chat/users/helpdesFew readersHow to Add a Signature to an Invoice?
Adding a signature to your invoices, quotations, and other documents gives them a more professional look. In this article, we will see how you can add a signature to your invoices on Refrens. The same procedure applies to other accounting documents (Quotation, Proforma, etc.) as well. Firstly, while creating the invoice, navigate to the ‘Add Signature’ button as highlighted below: (https://storage.crisp.chat/users/helpdesk/website/e96e99cf4933d800/9f0b9f44-8179-48dc-8e1d-131be11eelndg.pngFew readersHow to customize accounting documents?
Refrens helps you completely customize your accounting documents as per the unique needs of your business. Check out the articles below on how to customize document design, fields, columns, formulas, and more. How to Customize Document Template Design? How to Customize Columns in Accounting Documents? (https://refrens.crisp.help/en/article/how-to-customize-columns-in-accounting-Few readersHow to add units of measurement to your documents (and update them)?
Different businesses have different ways of measuring quantities - A company selling clothing materials might measure their products in meters, while a business selling beverages might measure quantity in liters, and so on. Whether you’re selling items by meter, liter, piece, kilogram, or any other unit, Refrens helps you easily create documents with the appropriate units of measurement. Let’s see how! Adding Units In Documents While adding a line item in your invoice or any other documeFew readersHow to Add Custom Headers & Footers to Accounting Documents?
Adding custom headers (or letterheads) and footers to your accounting documents is an excellent way to enhance your brand presence. It not only makes your documents look more professional but also ensures consistency across all your invoices, quotations, and other accounting documents. Let's see how to add custom headers and footers to your accounting documents: Step 1: Navigate to the Document Preview After saving any accounting document (like an invoice, quotation, or any other documenFew readersHow to hide currency code in document total?
By default, the document total will also display the "currency code" with it: You can hide this from Business Settings Accounting Options Enable Hide Currency Code: (https://storage.crisp.chat/users/helpdesk/website/-/a/b/8/8/ab884d8153100800/ti64muwg1uhfsgcaybfhpkwxsnihfae12q89.png =800x246) After this is enabled, currency codes will no longer be visible in doFew readersHow to Add Payment Details to Your Invoices (Bank Details, UPI, or Payment Links)?
Adding payment details to your invoices helps you quickly collect payments from your clients. There are three types of payment details you can add: Bank Details – Add your account number, IFSC code, and account holder name. UPI ID/QR Code (For India) – Add your UPI ID (e.g., abc@axisbank) for quick mobile payments. External Payment Links – Add links to Razorpay, Stripe, PayPal, or any other gateway you use. Let’s see how: Adding Bank Details Go to your InvoicFew readersHow to change currency in documents?
If you are dealing with international clients, you may want to create your invoices, quotations, and other documents in a currency other than your default business currency. Let’s see how you can do that on Refrens: When you are creating a document, you will see the currency dropdown option: Just select the currency you want and the system will automatically change the currencyFew readersHow to add/update GST, PAN, and other Tax information in documents?
If you want to add/edit tax information for your business OR for your clients/vendors, you can do that in two ways: From the Document Creation Page From Settings Let's see how: 1) From the Document Creation Page While creating documents, you will see an "Edit" icon in your Billed By and Billed To details: (https://storage.crisp.chat/users/helpdesk/website/-/a/b/8/8/ab884d8153100800/screenshot-wwwrefrenscom-20250mqhswr.png =700x495) Once you click Edit, you wiFew readersHow to change document templates?
If you don’t like the default document template, you can select from multiple premium templates from the Document Preview page Customise Design Select Template: (https://storage.crisp.chat/users/helpdesk/website/-/a/b/8/8/ab884d8153100800/nydwtyy6itjqn9pj6rxu-p72nr0mxtftwdnj.gif =600x364) Just choose the document template you like and you are good to go! If none of these templates match your preferences, you can share your design with us, and we’ll customize it specifically forFew readers
Bulk Uploading Documents
How to bulk upload invoices and other accounting documents?
Refrens helps you automatically create invoices and other documents in bulk via CSV files. In this article, we will learn by taking the example of bulk uploading invoices. you can follow the same process for other documents. To bulk upload invoices, go to your invoice dashboard on the top right side, click on the dropdown menu beside the "Create New Invoice" button Select "Bulk Upload Invoices" OR "Bulk Upload Invoices (custom Config.)". (The difference between these two options is explainePopularThings to keep in mind while bulk uploading accounting documents
If you are uploading invoices, quotations, and other accounting documents in bulk; you need to keep several things in mind to ensure that you don't face any errors. 1) "Bulk Upload" Vs "Bulk Upload (custom Config." - What to choose? Here’s how to choose the right option for you: Use Bulk Upload if your documents follow a standard format without custom formulas (e.g., Quantity × Rate = Total Amount). Choose Bulk Upload (Custom Config.) if your documents have custom formulasSome readersHow to Bulk Upload Clients?
Whether you're transitioning from another system or simply want to update your client database in bulk, the "Bulk Upload" feature helps you do it seamlessly. To upload Clients in bulk, go to Clients & Vendors Clients & Prospects > Add Client Dropdown > Upload Clients: You will see the following form open up: (https://storage.crisp.chat/users/helpdesk/website/8d0Some readersHow to bulk upload documents with "Bulk Upload (Custom Config.) option?
While bulk uploading documents, you will see two options: Bulk Upload Bulk Upload (Custom Config.) Here’s how to choose the right option for you: Use Bulk Upload if your documents follow a standard format without custom formulas (e.g., Quantity × Rate = Total Amount). Choose Bulk Upload (Custom Config.) if your documents have custom formulas (e.g., Quantity = ASome readersHow to Upload Chart of Accounts in Bulk?
The bulk upload feature allows you to upload all your ledger accounts with opening & closing balances quickly. Also, if the uploaded account does not already exist in the system, we will automatically create a new ledger account for the same. To upload accounts in Bulk, go to Advanced Accounting Chart of Accounts Upload CSV: You will see a form like below open up: (htFew readersHow to Upload Purchases and Expenses in Bulk?
Manually entering large volumes of purchase or expense data can be time-consuming and error-prone. To streamline this process, bulk uploading allows you to efficiently input multiple records at once, saving time and reducing the risk of mistakes. Whether you're updating purchases for inventory management or recording operational expenses (such as employee salaries, admin costs, freelancer/contracts outsourcing, etc.), this guide will help you navigate the bulk upload process effortlessly. LetsFew readersHow to add forex conversion rate while bulk uploading documents?
If you're uploading documents with foreign currency amounts, you can include a forex conversion rate in your bulk upload file. This will automatically convert the amounts to your business currency. Let's see how to do this: In your bulk upload file, add a new column named any one of these - "forexrate", "exchangerate", "conversionrate". For example, I have added a new column called "forexrate" in the bulk upload file I am going to upload. (https://storage.crisp.chat/users/helpdesk/websitFew readersHow to add custom fields while bulk uploading accounting documents?
Every business has a unique way of invoicing. This means that while Refrens offers a variety of fields as default options for your accounting documents, you may still want to add more fields. The good part? you can do this by adding custom fields to your document headers, footers, and additional charges area. Let's see how you add this while doing bulk upload. 1. Adding CustFew readersList of Country Codes, Currency codes, and GST State Codes for Bulk Uploading Documents
1) Country CodesFew readersHow to manage stock transfers? (Individual & Bulk Transfers)
If you are managing your inventory in different Warehouses or managing your raw goods and finished goods at separate locations, you might need to handle stock transfer between these locations/Warehouses. Let's see how Refrens helps you do that seamlessly! Individual Stock Transfer: To transfer the stock of a particular item from one Warehouse to another, go to that particular item from your inventory dashboard click "More" click "Transfer Warehouse Stock": (https://storage.crisp.cFew readersHow to Make Bulk Inventory Adjustments?
Keeping track of inventory can get complicated, especially if you’re frequently updating stock levels due to returns, damages, stock audits, supplier adjustments, or warehouse transfers. Rather than updating each item one by one, our bulk adjustments feature lets you make large-scale changes in just a few clicks, ensuring your inventory data is always up-to-date. Let’s see how: Before we start, ensure that you have enabled the “Manage Inventory” option from Business Settings InvenFew readersHow to upload voucher entries in bulk?
Migrating your accounting to Refrens? Our bulk upload features can help you do that seamlessly! In this article, we will learn how you can upload voucher entries in bulk. Step 1: Go to the "Bulk Upload Vouchers" option In your voucher books dashboard, go to the "Create New Voucher Book" dropdown and click on the "Bulk Upload Vouchers" option. Step 2: Download the sample fiFew readers
Downloading & Sharing Documents
How to share Invoices/Quotations with your clients?
In this article, we will discuss all the different ways you can share your invoice and other accounting documents with your clients. Depending on your needs, you can either share your documents manually by taking a printout, downloading a PDF, or copying the link; or you can share the documents directly via Email or Whatsapp. Once your document is created, you will see the different options to share your invoice at the top as well as the bottom. (https://storage.crisp.chat/users/helpdesk/wFeaturedHow to Format Documents for PDF Downloads or Printing?
1) How to Download or Print Multi-Page Documents as a Single Page? If your document spans multiple pages, you can easily download or print it as a single-page document. Here's how: 1.1) Printing as a Single-Page Document While printing the document, Navigate to More Settings Scale. Adjust the scale until the entire document fits on a single page. Here’s how: 1.2) DownloadiSome readersHow to send automated reminders for Quotations?
To close deals faster, it is necessary to remind clients to review your quotations on time. Doing this manually is time-consuming. Not only that if you forget to take the follow-up on time, you can even risk losing the deal. That's why Refrens has come up with the automated reminders feature. After you send the quotations to your clients, you can also schedule automated follow-up reminders over emails OR WhatsApp. This ensures you never miss out on an important follow-up and helps close the deSome readersHow to send invoice emails from your own Email Address?
If you want to send invoices, quotations, and other documents from your Personal or work email address, you can do that seamlessly on Refrens. In this article, we will learn: 1. Connecting Your Email With Refrens 2. Adding More Emails 3. Removing an Email 4. Sending Invoices, Quotations, etc. From Your Email 1. Connecting Your Email Go to Business Settings EmaFew readersHow to send documents from your own WhatsApp number?
Refrens' WhatsApp Integration allows you to send important documents—like invoices, quotations, and payment reminders to clients from your own WhatsApp number. This means no more switching between platforms, saving you time and making client communication faster and smoother. Benefits of WhatsApp Integration with Refrens One-Click Communication: Share documents instantly with clients or leads in a single click. Seamless Workflow: Reduce the need to toggle between apps, keepFew readersHow to take better follow-ups with automated reminders?
Reminding your clients to pay their unpaid invoices is a huge pain. You have to keep sending them reminders every now and then to collect your dues. Doing this manually can take up a lot of your productive time. Refrens helps you automate this. You can send these reminders over Whatsapp or Email. Let’s see how. Go to your invoice dashboard Go to the invoice you want to send reminders for Click on more (https://storage.crisp.chat/users/helpdesk/website/7572d287841d3c00/89924688-4f0c-45Few readersHow to view & download the client statement and vendor statement?
Client/vendor statements give you a complete overview of all your transactions with a particular client or vendor. Let’s see how to view, configure, and download your client/vendor statement on Refrens: Client Statements 1.1) Viewing the Statement Go to Sidebar Clients & Vendors Clients & Prospects, then click on the client whose report you want to view: (https://storage.crisp.chat/users/helpdesk/website/-/a/b/8/8/ab884d8153100800/client-vendr-report1bfw67g.gifFew readersHow to Download Invoices in CSV or PDF?
If you want to download multiple invoices at once in a CSV file or PDF, you can do that easily on Refrens. To do this, navigate to your invoice dashboard and go to the “Download As” dropdown option as shown below: You will see three different download options: Download as CSV Download as CSV with Line Items Download as PDF Before we go into each of these options, firsFew readers