Just an idea about functionality of E-Invoice and automatic invoicing in company

1. Functionality of E-Invoice
Assumptions –
1) This ppt will be used by the company X for their automatic invoicing functionality.
2) Company X have their own website and admin panel
3) Company X have their cart and billing calculator on their website
4) Employees are given full rights and invoices will directly sent to clients from employees. If manager or admin
approval is required then it will just add one column and few lines of extra code to do the same.
5) Company X have their report dashboard made already, which includes different used charts, and graphs. If needed
to make the same, this also can easily be made using tableau or power BI and integrate the same in website.
6) All the basic details of invoice, i.e., invoice number, date and time, etc. will automatically generated by the
software or website code, for example, php, or python.
This ppt consists of 5 parts –
1) First part consists of the logic and basic details of Automatic Invoicing
2) Second part consists of automatic invoicing for recurring clients
3) Third part consists of generating one-time invoices in a single click
4) Fourth part consists of admin panel of Tax-o-smart LLP
5) Fifth part consists of admin panel of Tax-o-smart LLP Prepared by –
Nikunj G Katkoria
***This presentation have been prepared with thorough research and a lot of efforts have been put, and is prepared as an assignment task,
so the rights to this presentation completely belongs to Mr. Nikunj G Katkoria, and this shouldn't be used for personal benefit without the
consent from the sole owner of this presentation.

2. E-Invoice Workflow
Client
Requests
purchase
Employee
verifies
whether
the client is
recurring
client or
one-time
Employee
asks to
map the
particular
client to
his CRM
account
Employee
checks if
that client
is present
in his CRM
account or
not
Yes,
already
present in
CRM
Account
No, not
present in
CRM
Account
Invoice is
generated
Invoice visible
to client in
client panel
Invoice and
client details
visible to
employee in
employee panel
Full visibility as
per permissions
to managers,
senior managers,
admin, etc.

3. Assumed Relational Schema
Emp_no INT
Birth_Date DATE
First_name VARCHAR
Last_name VARCHAR
GENDER ENUM(‘M’, ‘F’)
HIRE_DATE DATE
Employees
Emp_no INT (FK)
Client_ID INT
First_name VARCHAR
Last_name VARCHAR
Plan_ID INT (FK)
Email_ID VARCHAR
Client
Emp_no INT (FK)
Designation VARCHAR
From_date DATE
To_date DATE
Designation
Plan_ID INT
Amount INT
Plan_name VARCHAR
Validity_days INT
Plans
Dept_no CHAR(10)
Dept_name VARCHAR
Manager_no INT
Departments
Emp_no INT (FK)
Dept_no CHAR(10) (FK)
From_date DATE
To_date DATE
Department_emp
Invoice_ID INT
Emp_no INT (FK)
Client_ID INT (FK)
Start_date DATE
Plan_ID INT (FK)
Invoice

4. Employee Dashboard
1) Option 1
2) Option 2
3) Option 3
4) Option 4
5) Option 5
6) Option 6
7) E-Invoice
8) Recurring
E-Invoice
9) Option 8
Employee clicks on
Recurring E-Invoice
option
Client ID Current Plan
(Plan ID)
Current Plan valid Till Next Invoice Number Next Invoice Status
C0241 P5075 30th January 2021 Will be generated on ()
C0242 P5076 1st February 2021 Will be generated on ()
C0243 P5075 20th January 2021 INV0247850 NOT PAID
C0244 P5074 15th January 2021 INV0478556 PAID
Invoice will be automatically
generated on the required date
Sort By
Client ID is clickable,
and it will open client
details
Plan ID is clickable, and it will open plan details
Invoice Number is
clickable, and it will
open Invoice details
Invoice Status will be
automatically be
updated and reflect
here
Add more clients to
recurring payments
This button allows employee to
add more recurring clients from
allocated list of clients
PART 2

5. Employee Dashboard
1) Option 1
2) Option 2
3) Option 3
4) Option 4
5) Option 5
6) Option 6
7) E-Invoice
8) Recurring
E-Invoice
9) Option 8
Client ID Current Plan
(Plan ID)
Current Plan valid Till Next Invoice Number Next Invoice Status
C0241 P5075 30th January 2021 Will be generated on ()
C0242 P5076 1st February 2021 Will be generated on ()
C0243 P5075 20th January 2021 INV0247850 NOT PAID
C0244 P5074 15th January 2021 INV0478556 PAID
Sort By
Add more clients to
recurring payments
On clicking this button, a floating
window will appear
Client ID
Plan ID
Billing Cycle
Billing Date
Change Plan
Select Date
Select Date
Client ID will be shown for
whom automatic invoicing is
being setup
Option to
change plan
Automatic plan billing date needs to be added, so every
recurring invoice will be generated on this day
Click to add client
On clicking this button, floating window will disappear and the client will be added for automatic invoicing, and every
billing cycle, invoice will be generated and mailed to the client, and invoice number will be reflected in the dashboard
Billing cycle needs to be selected,
weekly, monthly, yearly, bi-weekly,
tri-monthly, etc.
PART 2

6. Employee Dashboard
1) Option 1
2) Option 2
3) Option 3
4) Option 4
5) Option 5
6) Option 6
7) E-Invoice
8) Recurring
E-Invoice
9) Option 8
Employee clicks on E-
Invoice option
Client ID Current Plan
(Plan ID)
Current Plan valid Till Next Invoice Number Next Invoice Status
C0241 P5075 30th January 2021 GENERATE INVOICE
C0242 P5076 1st February 2021 GENERATE INVOICE
C0243 P5075 20th January 2021 INV0247850 NOT PAID
C0244 P5074 15th January 2021 INV0478556 PAID
Generate Invoice button will be
activated 10 days after current
invoice have been paid
Sort By
Client ID is clickable,
and it will open client
details
Plan ID is clickable, and it will open plan details
Invoice Number is
clickable, and it will
open Invoice details
Invoice Status will be
automatically be
updated and reflect
here PART 3

7. PART 3 Employee Dashboard
1) Option 1
2) Option 2
3) Option 3
4) Option 4
5) Option 5
6) Option 6
7) E-Invoice
8) Option 7
9) Option 8
Client ID Current Plan
(Plan ID)
Current Plan valid Till Next Invoice Number Next Invoice Status
C0241 P5075 30th January 2021 GENERATE INVOICE
C0242 P5076 1st February 2021 GENERATE INVOICE
C0243 P5075 20th January 2021 INV0247850 NOT PAID
C0244 P5074 15th January 2021 INV0478556 PAID
On clicking Generate
invoice button, a floating
window will appear
Sort By
Client ID
Plan ID
Invoice Expiry
Plan Validity
Change Plan
Select Date
Client ID will be shown for
whom invoice is being
generated
Option to
change plan
Automatic plan valid date will be calculated, which will be
current plan valid till + validity days
Click to generate invoice
On clicking Generate invoice button, floating window will disappear
and invoice will be automatically generated and mailed to the client,
and invoice number will be reflected in the dashboard

8. Admin Dashboard
1) Option 1
2) Option 2
3) Option 3
4) Option 4
5) Option 5
6) Option 6
7) E-Invoice
8) Option 7
9) Option 8
Admin of Company X
clicks on E-Invoice option
Emp_no Client ID Current Plan
(Plan ID)
Current Plan valid
Till
Next Invoice
Number
Next Invoice
Status
C0241 P5075 30th January 2021 NOT GENERATED
C0242 P5076 1st February 2021 NOT GENERATED
C0243 P5075 20th January 2021 INV0247850 NOT PAID
C0244 P5074 15th January 2021 INV0478556 PAID
Sort By
Emp_no is clickable,
and it will open
employee details
Plan ID is clickable, and it will open plan details
Invoice Number is
clickable, and it will
open Invoice details
Invoice Status will be
automatically be
updated and reflect
here
Client ID is clickable, and it will open client details PART 4

9. Client Dashboard
1) Option 1
2) Option 2
3) Option 3
4) Option 4
5) Option 5
6) Option 6
7) E-Invoice
8) Option 7
9) Option 8
Client of Company X
clicks on E-Invoice option
Current Plan
(Plan ID)
Current Plan valid
Till
Next Invoice
Number
Next Invoice Due by Next Invoice Status
P5076 30th January 2021 INV0247855 5th February 2021 NOT PAID (Click here to
pay)
P5075 30th December 2020 INV0247850 5th January 2021 PAID
P5074 30th November 2020 INV0478556 5th December 2021 PAID
Sort By
Plan ID is clickable, and it will open plan details
Invoice Number is
clickable, and it will
open Invoice details
Invoice Status will be
automatically be
updated and reflect
here
Once the invoice is generated, it will reflect here in client dashboard, and payment link will be generated,
and client can pay via payment hyperlink here
PART 5