GST Invoice on WhatsApp: Create and Send in Under a Minute
Send a GST invoice on WhatsApp in under a minute with WA-CRM: CGST/SGST vs IGST, saved products, invoice templates and the /invoice chat command.
Most sales in India now close inside a WhatsApp chat, so the bill should start there too. Creating a GST invoice on WhatsApp with WA-CRM means you never leave the conversation: you open the Invoice panel from the right-hand feature rail, pick items from your saved products, and the finished PDF lands in the customer's chat with the tax split already calculated. Once your catalogue is set up, this genuinely takes under a minute.
Below is the exact flow, plus the one field that decides whether your invoice shows CGST + SGST or IGST — the thing people get wrong most often.
One-time setup: three things to fill in first
1. Your business details. Open Invoice from the right-hand feature rail and enter your business name, address, state and GSTIN once. WA-CRM keeps it, so every future invoice starts pre-filled. Your state matters here — it is half of the CGST/SGST-versus-IGST decision.
2. Your saved products. Add the items you sell most often, each with its price and GST rate. If you are a digital-product seller with 50–70 SKUs, this is the step that pays for itself, because you will never type a price again.
3. A default template. WA-CRM ships multiple invoice templates. Preview them once against a real invoice — ideally one with your longest product name in it, since that is when layout problems show up — then set your favourite as the default and forget about it.
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Get SessionHub →How to send a GST invoice on WhatsApp in eight steps
- Open the customer's chat in WA-CRM, on whichever WhatsApp account made the sale. If you run several numbers, switch to the right one first — the invoice goes out from the session you are viewing.
- Open Invoice from the right-hand feature rail.
- Confirm the Bill To details. The name and number carry over from the open chat. Add the company name and the customer's GSTIN if it is a B2B sale; leave GSTIN blank for a normal retail customer.
- Set the place of supply. Choose the customer's state. This is the field that flips the invoice between CGST/SGST and IGST, so it is worth two seconds of attention.
- Add line items from saved products. Search the product, click it, set the quantity. Rate and GST% come along automatically. Anything not in your catalogue can still be typed in as a one-off line.
- Check the totals block: taxable value, tax split, grand total, and the amount in words. Amount in words is not decoration — it is what stops ₹7,316 being read as something else three weeks later, and it is expected on a proper tax invoice.
- Preview the PDF. Confirm the invoice number, the date and that nothing has wrapped badly.
- Send to chat. One click renders the PDF and delivers it into the open WhatsApp conversation as a document. No email, no download folder, no "sir, kindly check mail."
Optional ninth step: open Lead Manager and move that lead's status to Won, so the invoice and the pipeline agree with each other at the end of the month.
CGST/SGST or IGST: the one field that decides it
GST on an invoice is split according to where the supply goes, not where the money lands.
- Intra-state (your state and the customer's state are the same): the rate is split in half — 18% becomes CGST 9% + SGST 9%.
- Inter-state (different states): the whole rate goes on one line — IGST 18%.
A worked example on ₹6,200 of taxable value at 18%:
- Maharashtra seller to a Maharashtra buyer: CGST ₹558 + SGST ₹558 = ₹7,316 total.
- Maharashtra seller to a Karnataka buyer: IGST ₹1,116 = ₹7,316 total.
Same money, different split. Your customer's accountant cares a great deal about which one it is, because it decides which ledger their input credit sits in. WA-CRM applies the rule automatically once your state and the place of supply are set — but if you sell across states, glance at the totals block before sending. A wrong state shows up there immediately.
If your business handles exports, SEZ supplies or reverse-charge cases, treat those separately with your CA. The module covers the standard intra-state and inter-state situations that most small sellers deal with.
Saved products: why it is forty seconds and not six minutes
Typing "Canva Pro – 1 Year, ₹1,200, 18%" forty times a week is where invoicing time actually disappears. Saved products removes that entirely: add each product once with its price and GST rate, and from then on an invoice is three clicks and a quantity. When a price changes, edit the saved product and every future invoice picks it up. For resellers running dozens of digital products, this is the difference between billing everyone properly and only billing the customers who ask for a bill.
Note that saved products in Invoice are a different list from your Quick Replies product catalogue — Quick Replies is for firing an offer image and caption into a chat, saved products is for money and tax rates. Most sellers keep both, with the same names, so the customer sees the same product wording in the pitch and on the bill.
The /invoice chat command
If you would rather not open a panel at all, type /invoice into the WhatsApp message box of the chat you are in and press enter. WA-CRM picks up the command and opens the invoice composer for that contact with their details already filled. It is the fastest route when the customer has just said "haan, bhej do" and you do not want to break the rhythm of the conversation. Everything after that is identical — items, totals, preview, send.
Two honest notes before you start
WA-CRM is not official WhatsApp or Meta software. It runs on your own WhatsApp Web session inside a Windows desktop app, which is why there are no per-message API fees and no approval process — and also why sensible use matters. Sending an invoice to someone who just bought from you is exactly the kind of traffic WhatsApp has no problem with. Blasting price lists at scraped numbers is what gets numbers banned, on this tool or any other. Keep invoicing to people you actually did business with.
Second, an invoice from any software is only as correct as what you typed into it. Your GSTIN, the place of supply and the per-product tax rate are your responsibility. Get them right once during setup and the app will be right every time afterwards.
If you have not set this up yet, the free 7-day trial at wa-crm.in includes the full Invoice module. Build one real invoice for a real customer and time it — that is the honest test. Pricing is on the same site.
Frequently asked
Does my customer need WA-CRM to receive the invoice?
No. They receive an ordinary PDF document in an ordinary WhatsApp chat. They can open it on any phone, forward it to their accountant, or print it. Nothing needs to be installed on their side.
What if the customer has no GSTIN?
Leave the customer GSTIN field blank — that is a normal B2C sale. The tax split is still decided by the place of supply, so an unregistered buyer in another state still gets IGST rather than CGST + SGST.
Can I correct an invoice after I have sent it?
You cannot unsend a delivered PDF. Generate a corrected invoice with a new number, send it, and tell the customer clearly which one supersedes which. For anything involving a credit note or a revised invoice under GST rules, check the treatment with your CA.
Can I send one invoice to a whole group of customers?
No, and you should not want to. Invoices go to the single chat you are in. Broadcast is for offers and announcements; invoices carry names, amounts and GSTINs that belong to one customer only.
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