AI-generated editorial illustration of a freelancer invoicing workflow; the business, invoice and phone interface are fictional.
A quotation helps a client decide whether to approve a job. An invoice records what you are charging after the work or agreed milestone. Sending the right document at the right stage makes a freelancer or small business easier to work with—and adding a payment option can remove one more step for the client.
This guide uses the released KuchhBhi Invoice & Quote Maker to build a simple quotation or invoice from a phone or laptop. The tool can add line items, a flat discount, one overall tax percentage, bank details and a UPI payment QR linked to the calculated total. It is useful for straightforward workflows, but it is not accounting software and does not automatically make every document GST-compliant.
Quotation or invoice: choose the document first
A quotation is a proposed price before the client approves the work. It can describe the scope, quantity, rate, estimated total and payment terms. If the scope changes, revise the quotation and ask the client to approve the new version before starting.
An invoice is a payment request for work, goods or an agreed milestone. It should identify the transaction clearly enough that both sides can match it with the approved work and their records.
Do not change an approved quotation into an invoice without checking the final quantities, rates, discount, tax treatment and due date. A small mismatch can delay approval more than an informal WhatsApp reminder.
Information to collect before opening the tool
Prepare the details in a note so you are not guessing while building the document:
your business or freelancer name and contact information;
your address and GSTIN or other identifier only when applicable;
the client's legal or trading name, address, phone number and GSTIN when needed;
a unique document number from your own numbering system;
issue date and payment due date;
a clear description for every service or product;
quantity and rate for each line;
the approved discount, if any;
the tax rate confirmed for the transaction;
bank details or UPI ID for payment; and
any essential scope, delivery or payment terms that must accompany the document.
For a creative project, “Video editing” is often too vague. A clearer description might be “Editing of three vertical product videos, up to 45 seconds each, including two revision rounds.” The invoice maker does not have a dedicated terms-and-conditions editor, so send detailed scope or contractual terms in the approved proposal, email or message as well.
Keep the Standard theme if you want the free printable workflow. The alternative theme is marked as a Pro option.
Enter your business details and the client's details.
Add an internal quotation number and dates that match your own records.
Add one line for each distinct deliverable, with its quantity and rate.
Apply a flat discount only if it was actually offered.
Review the subtotal, discount, tax and final total in the preview.
Use the print/download action and choose Save as PDF in the browser's print dialog when available.
Send the quotation with a short approval request. For example:
Please review the attached quotation for the three-video package. If the scope, total and delivery plan are correct, reply “Approved” before 8 October. Any work outside this scope will be quoted separately.
Keep the approval with the project records. A payment QR does not replace written agreement on the work.
Step 2: turn the approved work into an invoice
Switch the document type to Invoice and recheck every field rather than assuming the quotation is still accurate. Use an invoice number that is unique in your records, set the issue date, and choose a realistic due date.
If the job is billed in milestones, invoice only the approved milestone. For example:
| Line item | Quantity | Rate | Line total |
|---|---:|---:|---:|
| Product-video edit — first cut | 3 | ₹4,000 | ₹12,000 |
| Caption formatting | 3 | ₹500 | ₹1,500 |
The tool calculates each line as quantity multiplied by rate, totals the lines, subtracts the flat discount and then applies the single tax percentage to the discounted subtotal. Confirm that this calculation matches your agreement and accounting treatment before sending.
Step 3: add payment details carefully
The maker accepts a UPI ID and bank details. When a UPI ID is present, its QR encodes the payee, the calculated final amount in rupees and a payee name derived from the business or account name. NPCI explains that a UPI QR can store merchant information and an amount, which the payer reviews on the payment page.
Before sending the invoice:
scan the QR with a different phone;
confirm the displayed payee name or verified UPI identity;
confirm the amount matches the invoice total;
cancel the test before paying, unless you intentionally want to make a small test transaction;
check the UPI ID character by character; and
keep bank details as an alternative only when you are comfortable sharing them with that client.
Tell the client to verify the payee and amount in their UPI app before authorising payment. A QR makes data entry easier; it does not guarantee that the UPI ID was typed correctly or that a payment succeeded.
Step 4: export and inspect the PDF
The current standard workflow renders an A4-sized preview and opens the browser print dialog. On most desktop browsers, choose Save as PDF as the printer destination. Mobile browsers differ: some offer Save to Files, Print, Share or a PDF option through the system menu.
Inspect the saved file, not only the web preview:
confirm that all pages are present and nothing is clipped;
zoom in to check names, invoice number, dates and GSTIN;
verify every line-item quantity and rate;
recalculate the final total independently;
scan the UPI QR from the saved PDF;
ensure the payee identity and amount are correct; and
use a descriptive filename such as INV-2026-041-ClientName.pdf.
Send the PDF as a document attachment in WhatsApp rather than as a compressed chat image. Also include the invoice number, amount and due date in the message so the client can identify it quickly.
A concise WhatsApp invoice message
Namaste [Client name], attached is invoice INV-2026-041 for the approved video-editing milestone. Total: ₹13,500. Due: 12 October 2026. Please verify the payee name and amount before using the UPI QR. Let me know if your accounts team needs any correction.
For a multilingual client, translate the surrounding message if useful, but keep names, invoice number, amount, dates, GSTIN, UPI ID and bank details unchanged.
GST caution: “GST-ready” is not the same as compliant
The CBIC invoice rules list particulars that may be required on a GST tax invoice, including the supplier's name, address and GSTIN; a consecutive serial number unique for the financial year; date; recipient information; HSN or Accounting Code of Services; description; quantity for goods; values; tax rate and tax amount; place of supply for inter-State supplies; and other applicable particulars.
The current KuchhBhi form does not provide dedicated fields for every possible requirement. In particular, it uses one overall tax percentage and does not separately structure CGST, SGST, IGST or cess. It also lacks dedicated HSN/SAC, place-of-supply, reverse-charge, signature and Invoice Reference Number fields. Its UPI payment QR is not the signed QR returned by an authorised Invoice Registration Portal.
Therefore:
do not describe the generated file as a statutory e-invoice;
do not enter a GST rate by guesswork;
do not collect GST unless you are entitled and required to do so;
check whether you need a tax invoice, bill of supply or another document;
use your compliant accounting or e-invoicing workflow when the transaction requires fields the tool cannot represent; and
ask a qualified accountant or tax professional about your specific registration, supply and e-invoicing obligations.
This limitation is important even for a visually polished invoice. Design quality cannot replace required tax data or reporting.
Record-keeping workflow for freelancers
Create a simple folder structure for each financial year:
Quotations/Sent
Quotations/Approved
Invoices/Sent
Invoices/Paid
Payment-Proofs
Use the document number in the filename and in your payment follow-up. Keep a separate register or accounting system with client, issue date, taxable value, tax, total, due date, payment date and transaction reference. CBIC's accounts-and-records rules require registered persons to maintain true and correct records, including relevant invoices and related documents.
Do not treat a WhatsApp “sent” tick as proof that an invoice was accepted or paid. Match the bank or UPI transaction reference with the invoice before marking it paid.
Common mistakes
Reusing an invoice number: maintain one controlled sequence instead of inventing numbers per client.
Using the quotation after scope changed: revise and obtain approval before invoicing.
Putting private customer data into the wrong chat: verify the recipient before attaching the PDF.
Assuming the QR received money: check your bank or UPI transaction history.
Calling a payment QR an e-invoice QR: they serve different purposes.
Applying one tax rate to mixed items without review: the tool has only one overall percentage.
Sending a screenshot: send the PDF document so text and QR quality are preserved.
Frequently asked questions
Can I create both a quotation and an invoice?
Yes. The tool has a document-type toggle for Quotation and Invoice. Review the details again when moving from proposal to payment request.
Does the tool download a PDF directly?
The standard action opens a printable A4 version in the browser. Choose Save as PDF in the print dialog if your browser and device support it.
Does the UPI QR include the invoice amount?
Yes. The tool builds the QR using the calculated final total. Scan and verify both payee and amount before sending the document.
Is the invoice automatically GST-compliant?
No. The form does not capture every field or workflow that may be required for a GST tax invoice or e-invoice. Use it only when its fields suit your transaction and have the tax treatment checked.
Can I add CGST and SGST separately?
Not in dedicated fields in the current version. There is one overall tax-percentage input. Use a compliant billing system when separate tax components must be shown.
Is the UPI QR the same as the QR on a GST e-invoice?
No. The tool's QR is a payment request. A GST e-invoice QR is generated through an authorised Invoice Registration Portal for taxpayers and transactions covered by that system.
Should I send an invoice as an image on WhatsApp?
Send the PDF as a document attachment. Images may be compressed, making small text or the QR harder to read. Include the invoice number, amount and due date in the accompanying message.
Sources and review date
This guide was reviewed on 5 October 2026 using the official CBIC Invoice Rules, CBIC Accounts and Records Rules, GST e-invoice printing guidance, and NPCI UPI FAQs. Tool behaviour was checked against the current production component and live page. Tax and payment rules can change; confirm the requirements that apply to your business and transaction before issuing a final document.
