Settings Overview

Complete guide to configuring LKG Billing to match your business needs.

⚙️ Settings Categories

The Settings section is organized into several categories:

Profile Settings - Your user account preferences
Business Settings - Company information and defaults
Invoice Settings - Invoice numbering, terms, and templates
Tax Settings - GST/Tax rates and configurations
Payment Settings - Payment methods and bank accounts
HSN/SAC Codes - Product classification for GST compliance
User Management - Team members and permissions (Admin only)
Integration Settings - Third-party connections
Security Settings - Password, 2FA, and access controls

Accessing Settings

Click your profile icon or username in the top right
Select Settings from the dropdown
Or click Settings in the main sidebar (if available)

Settings Dashboard

The settings dashboard shows:

Quick access cards for each settings category
Recently modified settings
Recommendations for incomplete setup
System status and updates

Profile Settings

Personal Information

Update your user profile:

Basic Info:

Full Name - Your display name
Example: Rajesh Kumar
Email Address - Your login email (may be locked)
Example: rajesh@company.com
Phone Number - Contact number
Example: +91 98765 43210
Role - Your user role (view only, set by admin)
Options: Admin, Manager, User, Read-Only

Profile Picture:

Click Change Picture or upload icon
Select image file (JPG, PNG under 2MB)
Crop if needed
Click Save

Password Change:

Click Change Password
Enter current password
Enter new password (min 8 characters, mix of letters/numbers/symbols)
Confirm new password
Click Update Password

Notification Preferences

Configure email and in-app notifications:

Email Notifications:

✅ New invoice created
✅ Invoice paid
✅ Payment reminder sent
✅ Customer added
✅ Low stock alerts
❌ Daily summary email (opt-out)
❌ Weekly reports (opt-out)

In-App Notifications:

✅ Payment received
✅ Invoice overdue
✅ System updates
✅ Comments/mentions

Notification Frequency:

Real-time (immediate)
Hourly digest
Daily digest
Weekly summary

Display Preferences

Customize your interface:

Language:

English (Default)
Hindi
Regional languages (if available)

Date Format:

DD/MM/YYYY (Indian format)
MM/DD/YYYY (US format)
YYYY-MM-DD (ISO format)

Time Format:

12-hour (3:30 PM)
24-hour (15:30)

Currency Display:

Symbol first: ₹1,000
Symbol last: 1,000₹
With separator: ₹1,000.00

Number Format:

Indian (1,00,000)
International (100,000)

Theme:

Light mode (default)
Dark mode
Auto (follows system)

Business Settings

Business Defaults

Set default values for new records:

Invoice Defaults:

Default payment terms: Net 30 days
Default tax rate: 18% (IGST)
Invoice prefix: INV-
Invoice note template

Product Defaults:

Default unit of measurement: Piece
Default tax rate: 18%
Default HSN code (see HSN Settings below)

Customer Defaults:

Default payment terms: Net 30
Default currency: INR
Auto-send invoice on creation: No

Financial Year

Configure fiscal year settings:

Financial Year:

Start Month: April (common in India)
End Month: March
Or: January to December

Year Closing:

Last closing date: March 31, 2024
Next closing date: March 31, 2025
Auto-close year: Yes/No

Invoice Settings

Invoice Numbering

Configure how invoices are numbered:

Numbering Format:

Choose a numbering pattern:

Sequential: 1, 2, 3, ...
Prefixed: INV-001, INV-002, ...
Date-based: INV-2024-001, INV-2024-002
Custom: BILL-NOV-001, ACME-2024-001

Configuration:

Prefix (optional): INV-
Date Format (optional): YYYY-, YYYY-MM-
Starting Number: 1 or 001
Padding: 3 digits (001, 002), 4 digits (0001, 0002)
Next Invoice Number: (auto-calculated, can override)

Examples:

INV-001, INV-002, INV-003
BILL-2024-001, BILL-2024-002
2024-NOV-0001, 2024-NOV-0002
ACME-001, ACME-002

Reset Options:

Never reset
Reset annually (April 1)
Reset monthly
Reset quarterly

Invoice Templates

Customize invoice appearance:

Select Template:

Classic (traditional layout)
Modern (clean, minimal)
Professional (corporate style)
Custom (your HTML template)

Template Customization:

Header color
Font style and size
Show/hide fields (PO Number, Bank Details, etc.)
Footer text
Terms and conditions

Preview:

View sample invoice with your settings
Test with actual invoice data
Print preview

Payment Terms

Configure standard payment terms:

Predefined Terms:

Due on Receipt
Net 7 (payment within 7 days)
Net 15
Net 30 (most common)
Net 45
Net 60
Net 90

Custom Terms: Create custom payment terms:

Term Name: Advance Payment Required
Days: 0 (before delivery)
Description: 50% advance, 50% on delivery

Late Payment:

Enable late payment fees: Yes/No
Late fee percentage: 1.5% per month
Grace period: 3 days
Compound interest: Yes/No

Invoice Email Settings

Configure automatic invoice emails:

Email Template:

Customize the email sent with invoices:

Subject Line:

Invoice {invoice_number} from {company_name}

Email Body:

Dear {customer_name},

Thank you for your business. Please find attached invoice {invoice_number} for {invoice_amount}.

Payment is due by {due_date}.

Best regards,
{company_name}

Available Variables:

{customer_name}
{invoice_number}
{invoice_amount}
{due_date}
{company_name}

Email Settings:

Auto-send on invoice creation: Yes/No
Attach PDF: Yes (recommended)
Include payment link: Yes/No
CC yourself: Yes/No

Tax Settings

Tax Rates

Configure GST and other tax rates:

Indian GST Rates:

CGST (Central GST): 9%
SGST (State GST): 9%
IGST (Integrated GST): 18%
UTGST (UT GST): Applicable for Union Territories

Standard Rates:

0% (Nil Rated)
0.25%
3%
5%
12%
18% (most common)
28%

Add Custom Tax Rate:

Click Add Tax Rate
Enter rate name: GST 18%
Enter percentage: 18
Select type: CGST+SGST or IGST
Set as default: Yes/No
Click Save

Tax Rules

Configure when and how taxes apply:

Intra-State (Same State):

Apply CGST + SGST
Example: Karnataka to Karnataka = 9% CGST + 9% SGST = 18% total

Inter-State (Different States):

Apply IGST
Example: Karnataka to Maharashtra = 18% IGST

Tax Exemptions:

Products under ₹1,000: GST exempt (example)
Healthcare services: 0% GST
Educational services: 0% GST

Reverse Charge Mechanism

Configure reverse charge scenarios:

Certain services from unregistered dealers
Legal and professional services
Security services
Goods transport agency services

Enable Reverse Charge:

For specific customers: Yes/No
Auto-apply based on service type: Yes/No

Payment Settings

Payment Methods

Enable and configure payment methods:

Available Methods:

✅ Cash

No setup required
Track cash sales
Manual reconciliation

✅ Bank Transfer (NEFT/RTGS/IMPS)

Add bank account details
Enable for invoices
Require UTR number

✅ UPI/Digital Wallets

Add UPI ID
Show QR code on invoice
Integrate with payment gateway

✅ Credit/Debit Card

Requires payment gateway
Merchant fees apply
Instant confirmation

✅ Cheque/Check

Enable check payments
Track check numbers
Monitor clearing status

✅ Online Payment Gateway

Integrate Razorpay/Stripe/PayU
Provide API keys
Configure webhook

Default Payment Method: Select default for quick entry:

Bank Transfer (recommended for B2B)
Cash (for retail)
UPI (for small amounts)

Bank Accounts

Add your bank accounts for payment tracking:

Add Bank Account:

Click Add Bank Account
Enter details:
- Bank Name: HDFC Bank
- Account Holder Name: Acme Technologies Pvt Ltd
- Account Number: 12345678901234
- IFSC Code: HDFC0001234
- Branch: Koramangala, Bangalore
- Account Type: Current, Savings, or Other
Set as default: Yes/No
Enable for online payments: Yes/No
Click Save

UPI Details:

Add UPI ID for digital payments:

UPI ID: acmetech@hdfcbank
Generate QR Code: Yes
Show on Invoice: Yes

Bank Details on Invoice:

Choose what to display:

Show bank name and account number
Show IFSC code
Show branch
Show UPI ID and QR code

HSN/SAC Code Settings

What are HSN/SAC Codes?

HSN (Harmonized System of Nomenclature):

For goods/products
8-digit classification
Required for GST compliance

SAC (Services Accounting Code):

For services
6-digit classification
Required for service invoices

GST Compliance

Businesses with turnover > ₹5 crore must use 6-digit HSN codes.
Businesses with turnover ₹1.5-5 crore can use 4-digit codes.
Below ₹1.5 crore: 2-digit codes or optional.

HSN Code Master List

Access and configure HSN codes:

View HSN Codes:

Go to Settings → HSN/SAC Codes
View list of all HSN codes
Search by code or description
Filter by chapter or category

HSN Code Structure:

Example HSN Code: 84713000

84: Chapter (Nuclear reactors, boilers, machinery)
8471: Heading (Automatic data processing machines)
847130: Subheading (Portable digital computers)
84713000: Full HSN (Laptops, notebooks)

Adding HSN Codes

Add Custom HSN Code:

Click Add HSN Code
Enter code: 84713000
Enter description: Laptops and Notebook Computers
Select GST rate: 18%
Set as favorite: Yes (for quick access)
Click Save

Import HSN Codes:

Import from standard GST HSN list:

Click Import HSN Codes
Select GST HSN Master List
Choose chapters to import (or import all)
Click Import
Codes added to your master list

HSN Code Management

When creating products, you can enter HSN/SAC codes manually:

Go to Products → Create Product
Enter the HSN code in the HSN Code field
Common HSN codes for reference:
- 84713000 - Laptops
- 85176200 - Mobile Phones
- Various service codes (SAC)

GST Compliance

Ensure you use the correct HSN/SAC code for GST compliance. Refer to the official GST HSN code list.

Default HSN Codes

Set default HSN codes for product types:

By Product Category:

Electronics → HSN Chapter 84/85
Textiles → HSN Chapter 50-63
Food Products → HSN Chapter 01-24
Services → SAC Codes

Auto-Assign HSN:

Configure auto-assignment:

Enable Auto-Assign HSN Code
Rules:
- If product category = Electronics, use HSN 8471
- If product type = Service, use SAC 9983
- Manual override allowed: Yes

SAC Codes for Services

Add service accounting codes:

Common SAC Codes:

998314 - Information technology design and development services
998315 - Web hosting and related services
998316 - Software development services
998313 - IT consulting services
996511 - Legal services
998212 - Accounting and bookkeeping

Add SAC Code:

Click Add SAC Code
Enter code: 998314
Description: Software Development Services
GST Rate: 18%
Click Save

User Management (Admin Only)

Adding Users

Invite team members:

Go to Settings → User Management
Click Invite User
Enter email: newuser@company.com
Select role: Admin, Manager, User, Read-Only
Set permissions (see below)
Click Send Invitation
User receives email with setup link

User Roles and Permissions

Admin:

Full access to all features
Can manage users
Can delete paid invoices (with audit)
Can modify all settings

Manager:

Create and edit all records
Cannot delete paid invoices
Cannot manage users
Can view reports

User:

Create and edit own records
Cannot delete finalized invoices
Limited settings access
Can view own reports

Read-Only:

View all records
Cannot create or edit
Cannot delete anything
Can export and print

Custom Permissions:

Fine-tune access:

Customers: View, Create, Edit, Delete
Products: View, Create, Edit, Delete
Invoices: View, Create, Edit, Delete
Reports: View, Export
Settings: View, Modify

Managing Users

Edit User:

Find user in list
Click Edit
Change role or permissions
Click Save

Deactivate User:

Find user in list
Click Deactivate
User cannot log in
Data preserved
Can reactivate later

Delete User:

Find user in list
Click Delete
Permanently removes user
Reassign their records first

Data Management

Export Data

Export your data for backup or analysis:

Export invoices: CSV, Excel, PDF
Export customers: CSV
Export products: CSV

Backup and Export

Auto Backup:

Enable daily backups: Yes
Backup time: 2:00 AM
Retention: 30 days
Storage: Cloud / Local

Export Data:

Export invoices: CSV, Excel, PDF
Export customers: CSV
Export products: CSV
Export full database: ZIP

Security Settings

Password Policy

Configure password requirements:

Minimum length: 8 characters
Require uppercase: Yes
Require numbers: Yes
Require symbols: Yes
Password expiry: 90 days
Cannot reuse last 5 passwords

Session Management

Session Settings:

Session timeout: 30 minutes of inactivity
Remember me: 30 days
Concurrent logins: 3 devices max
Force logout on password change: Yes

IP Whitelisting

Restrict access by IP address:

Enable IP whitelisting
Add allowed IPs:
- 192.168.1.100 (Office)
- 203.0.113.0/24 (Branch office range)
Block all other IPs

Next Steps

Profile Settings - Customize your dashboard
Invoice Settings - Configure invoice defaults
Product Management - Use HSN codes in products
Reports - Leverage your configured settings

Pro Tip: Spend time setting up your HSN code filters properly. This will save significant time when creating products and ensure GST compliance!

⚙️ Settings Categories​

Accessing Settings​

Navigation​

Settings Dashboard​

Profile Settings​

Personal Information​

Notification Preferences​

Display Preferences​

Business Settings​

Company Information​

Business Defaults​

Financial Year​

Invoice Settings​

Invoice Numbering​

Invoice Templates​

Payment Terms​

Invoice Email Settings​

Tax Settings​

Tax Rates​

Tax Rules​

Reverse Charge Mechanism​

Payment Settings​

Payment Methods​

Bank Accounts​

HSN/SAC Code Settings​

What are HSN/SAC Codes?​

HSN Code Master List​

Adding HSN Codes​

HSN Code Management​

Default HSN Codes​

SAC Codes for Services​

User Management (Admin Only)​

Adding Users​

User Roles and Permissions​

Managing Users​

Data Management​

Export Data​

Backup and Export​

Security Settings​

Password Policy​

Session Management​

IP Whitelisting​

Next Steps​