Billing & Invoicing

Every paid visit at Royal Glow ends with an invoice. When a receptionist marks a booking complete at the counter, the system records the payment, generates a GST-compliant tax invoice, saves it as a PDF, emails it to the customer, and awards loyalty gems — all in one step. This page explains what happens, the rules behind the numbers, and the three kinds of invoice the salon produces.

What it is

A billing flow that turns a finished service into a proper tax document. The receptionist doesn't do any maths: they apply an optional offer, pick the payment method, and confirm. The system handles the GST split, the invoice number, the PDF, the email, and the gems.

How it works — checkout to invoice

At the counter, the receptionist opens the checkout panel on the booking and works through three short steps:

On Complete & Generate Invoice, the server runs a single transaction:

How it works — GST calculation

GST is 18% and is built into every price. To produce a compliant invoice the system back-calculates the base amount and the tax from the inclusive total.

Base amount = Total ÷ 1.18
GST amount  = Total − Base amount

Worked example for a ₹1,300.00 total:

For an intra-state sale (Karnataka to Karnataka) the 18% splits evenly into 9% CGST and 9% SGST. The remainder from rounding goes to SGST so the parts always add back to the exact total: ₹1,101.69 + ₹99.15 + ₹99.16 = ₹1,300.00.

The three invoice types

Not every invoice is a paid service. The system produces three types, driven by what triggered them.

Invoice number format

Every invoice gets a sequential, human-readable number:

INV-{branch_number}-{financial_year}-{5_digit_random}

For example, INV-1-2627-92921 is an invoice from branch 1 in financial year 2026–27. Dates are shown in DD/MM/YYYY and times in IST.

The PDF and email

The PDF is an A4, branded tax invoice carrying the salon name and address, the GSTIN, the invoice and booking numbers, the bill-to details, the line items, the GST breakdown (CGST and SGST), the grand total, the amount in words, the gems earned, and a footer with a Google review link and terms. It is generated with @react-pdf/renderer on a dedicated Node.js service (it cannot run on the edge), uploaded to R2, and kept permanently.

The email is sent through Resend from [email protected] with the PDF attached. If Resend returns an error, delivery is retried up to three times with exponential backoff via QStash. The PDF is always available in the admin panel regardless of email status, and a receptionist can re-send it from the invoice detail page at any time.

Export for the accountant

From admin.theroyalglow.in/billing, an owner or manager can export invoices as a CSV for a chosen date range (with quick presets for this month, last month, this quarter, and the financial year). They can choose whether to include membership-session (₹0) invoices. The CSV includes the invoice number, date, customer name and phone, type, payment method, base amount, CGST, SGST, total, the services and staff, the booking number, the branch, and gems awarded — everything a CA needs for filing.

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