How to choose billing and accounting software

Most owners change software after something goes wrong: a GST notice over a wrong tax rate, a customer who never paid because nobody followed up, or a month-end where the CA had to rebuild the books from WhatsApp messages. The right software prevents those problems. Use the checks below with any product you are considering, EaseDesk included.

1. GST that is correct on every invoice

This matters more than anything else on the list. The software should work out CGST and SGST or IGST from the place of supply, carry the HSN or SAC code and rate on every item, and handle the documents you actually issue: B2B and B2C invoices, credit notes, bills of supply, export and SEZ invoices, and reverse charge where it applies.

GST rates were rationalised from 22-09-2025, with most goods and services now at 5% or 18% and a 40% rate for a few goods. Ask how quickly the vendor updated its rate lists and how you change a rate on your own items.

2. e-Invoice and e-Way Bill, if you need them

If your aggregate turnover has crossed ₹5 crore in any financial year since 2017-18, your B2B invoices need an IRN from the Invoice Registration Portal. If you move goods, you will need e-way bills. Check that the invoice details reach the portal without being typed again, and that the IRN and QR code print on the invoice. Even if you are below the limit today, choose software that will be ready when you cross it.

3. Collections and reminders

Money stuck with customers hurts a small business more than almost anything else. Look for:

• Outstanding and ageing reports by customer, so you know who owes what and for how long.
• Receipts that can be applied against several invoices, including part payments and TDS deducted by the customer.
• Automatic payment reminders before and after the due date.
• A UPI QR code or payment link on the invoice, so paying you is easy.

4. Stock, if you sell goods

If you trade or manufacture, stock should move with every purchase and sale. Check warehouse-wise stock, transfers between warehouses, batch and expiry tracking if you deal in pharma or food, reorder levels, and a physical count that adjusts the books. Ask which valuation methods are supported (FIFO or weighted average) and confirm with your CA which one you use.

5. Books your CA can work with

Every invoice, receipt and bill should post to the ledger on its own, with a chart of accounts that looks familiar to an Indian accountant. Your CA should be able to see the trial balance, profit and loss, balance sheet and GST reports without asking you for exports every month. A separate login for your CA, with read-only access, is worth a lot.

6. Works on your phone

You will not always be at your desk. At the least, you should be able to see sales, dues and cash, and raise or share an invoice from your phone. If you bill in places with poor internet, ask whether the software works offline and how it syncs later.

7. Your data, and getting it out

Your data belongs to you. Confirm that you can export every list and report to Excel at any time, including after you stop paying. Ask how backups are taken and whether restores are tested, and whether every change is recorded in an audit trail showing who changed what and when.

8. The price for your whole team

Compare the cost for a year, for the number of people who will actually log in, including GST. Some products charge per user, some per company or per GSTIN, and some keep features such as e-invoicing or inventory for higher plans. Ask whether your CA’s login is charged, and what happens to your data if you do not renew.

9. Support when you are stuck

Find out how you reach a person (phone, WhatsApp, email), in which hours, and whether help is in a language your staff are comfortable with. Look for help articles that show the real screens, so your team can find answers without waiting.

10. Moving your data in

Switching is easier than most owners expect, if you move the right things. You need your customers and vendors with their GSTINs, your items with HSN codes and rates, and opening balances (ledger balances, customer dues and stock) as on the date you switch. The simplest date to switch is the start of a month or a quarter, after your GST return for the previous period is filed. Ask whether the software imports from Excel or from your current system, and keep your old software available to look up history.

A simple way to decide

1. Shortlist two or three products that pass checks 1 to 5 for your business.
2. Start a trial of each with your own GSTIN and a few real customers and items.
3. Issue a real invoice, record a receipt and enter a purchase bill.
4. Show the reports to your CA and ask whether they can work with them.
5. Work out the yearly cost for your team, and choose.

Where EaseDesk fits

EaseDesk is online GST billing, collections and accounting software for Indian SMEs. It covers invoicing, collections with automatic reminders, e-Invoice and e-Way Bill, GST returns, purchases, inventory, manufacturing and accounting in one system that works in the browser on your computer and phone. Your CA gets a free login. It costs ₹490 a month + GST for the first user, billed yearly, and ₹290 a month for each additional user, with a 14-day free trial for up to 5 users. Payroll and HR, an Android app with offline billing, and import from Tally are coming soon; see what is available today and pricing.