Common questions

Answers before you type the first bill.

Setup, GST files, stock, backups, permissions and pricing. If something is missing, ask us — a real person replies.

Getting started

Who is KVN Billing for?

Indian shops, distributors and small manufacturers that raise GST bills, hold stock and chase payments — kirana and general stores, hardware and building materials, textiles, electronics, mobile shops, pharmacy, paint and FMCG distribution.

How long does setup take?

A new business takes a few minutes: enter the GSTIN, add a logo and bank details, then import items and parties from Excel. You can raise the first invoice without going through a demo call.

Can I import my existing items, parties and balances?

Yes. Items and parties import from Excel, including HSN, prices, GST rates, opening stock, batches and serials. Parties can carry an opening balance, and stock can be received through the bulk receive screen.

Does it work on Android and on a computer?

Yes. The Android app covers the counter and the godown — sales, purchases, parties, items, payments and expenses — and the same login opens the full web app for reports, GST, settings and printing.

Can I use my existing barcode scanner and thermal printer?

A USB or Bluetooth scanner that types like a keyboard works with no setup. Thermal 2" and 3" printers and normal A4 printers are supported, including Save as PDF when you print.

Billing & GST

Which documents can I create?

Sales invoice, quotation, proforma, delivery challan, sales return, credit note, debit note, purchase invoice, purchase order and purchase return. Documents can be converted, duplicated, cancelled and printed in bulk.

Does KVN Billing prepare GST returns?

It prepares the numbers and files. GSTR-1 exports in the official GSTN V2.2 Excel format, GSTR-3B gives the summary, and e-Invoice and e-Way Bill JSON are generated for the portal. You upload them with your own GST login.

Is e-Invoice on by default?

No. e-Invoice is off for every business until the owner turns it on and confirms the applicability warning. When it is off, no IRN options appear anywhere; e-Way Bill remains separate.

How does the e-Way Bill download work?

Every selected invoice becomes its own JSON inside one ZIP. If any bill is missing a vehicle number, GSTIN, PIN code or HSN, the row is marked in red and both single and bulk downloads are blocked until it is fixed.

Can I bill in a foreign currency?

Yes. Parties can be marked as export customers with their country and currency, and invoices can be raised in that currency while the ledger still shows your home currency.

How are batches, expiry dates and serial numbers handled?

Batch items carry manufacturing and expiry dates, and the earliest expiry is sold first. Serial or IMEI items keep a number per unit, checked for duplicates across purchases, with explicit serial selection for adjustments and godown transfers.

Data & security

Where is my data stored?

In an encrypted cloud database on servers we operate. Access is over HTTPS, and a full AES-256 encrypted backup is taken every week with the last five copies retained.

What happens if a device is lost or a password is shared?

Only one session per login stays active: signing in somewhere new ends the old session. Repeated wrong passwords temporarily lock the login, and repeated lockouts block it until the platform administrator verifies and unlocks it.

Who inside my business can see the books?

Only the logins you create. Owners choose exactly which areas each staff member can use, CA logins are read-only, and changes are written to an activity log. The server checks permissions on every request, not just in the screen.

Do you sell or share my data?

No. Your business data is not sold. It is shared only with the providers needed to run a feature you switched on, such as a payment gateway or a WhatsApp or SMS provider, and for backups.

Pricing & accounts

How is pricing calculated?

One licence per business, based on the modules and limits you need. Quotes include 18% GST. There is no charge per invoice, per customer, per device or per staff login.

Can I run more than one business or branch?

Several branches fit inside one business licence, with their own stock, cash and branch-wise reports. A second business with its own GSTIN is a separate licence, and the same login can switch between them.

What happens to my data if I stop using it?

Your records stay in your account and can be exported. Contact us before stopping so we can help you download what you need and close the account cleanly.

Still stuck? Send us the question with the screen name and what you expected to happen. A real person answers.

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