Quick answer
Every payment ASHR.work collects gets a numbered GST tax invoice built from your billing profile, listed under Admin → Plan & Billing → Invoices with a PDF. This page covers the profile and GSTIN, what each invoice status means, receipts, refunds and credit notes, and what to do when an amount is not what you expected.
What goes on the billing profile?
The billing profile is the "Bill to" block on every invoice, so it is asked for before the first payment and can be changed any time from Plan & Billing:
- Legal name — the registered name of the entity paying, exactly as it should print.
- Billing email — printed on the invoice; the payment gateway also sends payment links there.
- Address, city, state, PIN — the GST place of supply comes from the state.
- GSTIN (optional but recommended) — type it first and the state fills itself in; the two must agree, and the form refuses a GSTIN whose state code does not match.
- PAN (optional).
A change applies to the next invoice. An invoice that has already been issued is never rewritten — if it needs correcting, contact support and quote its number.
How is GST split on my invoice?
18% GST is added to every INR charge and shown on the invoice. The split follows the state on your billing profile: a Karnataka GSTIN or address is charged CGST 9% + SGST 9%; any other state is charged IGST 18%. With no GSTIN you are still charged 18% but cannot claim input credit, which is why the profile asks for it first.
Teams billed in USD get a zero-rated export invoice instead — no GST line — with the same profile fields.
What does each invoice status mean?
| Status | Meaning | |---|---| | Being prepared | The payment is recorded and the numbered invoice is being issued. There is no PDF yet; refresh in a few minutes. If a row stays here for more than a day, contact support with the period it covers. | | Issued | The GST tax invoice exists with its number and PDF. The payment is being matched to it. | | Paid | The payment is recorded against the invoice. This is the normal resting state. | | Failed | The invoice could not be issued for this charge. Support is alerted automatically; you do not need to do anything, but the row stays visible so the gap is never silent. | | Void | The invoice was cancelled — a full refund, or a document issued in error and replaced. | | Refunded | Money came back on this charge, in full or in part. See refunds below. |
How do I download a PDF?
Open Admin → Plan & Billing
Only admins can see the page.Scroll to Invoices
One row per charge, newest first: invoice number, the period it covers, the total including GST and its status.Press Download PDF
Available once the row reads Issued, Paid or Refunded. A row still Being prepared shows that instead of a link.
The same PDF link is in the receipt email sent to your admins after each charge, so you rarely need to sign in for it.
Receipts
Every charge sends one receipt email after its invoice is issued: the amount collected, the GST split, the period covered and the PDF link. It goes to every admin of your workspace. It is sent once — a delayed invoice delays the receipt rather than sending two.
Refunds and credit notes
Refunds are handled by support, not from the page — contact us with the invoice number and the reason.
- A full refund cancels the invoice; its row reads Refunded.
- A partial refund issues a credit note against the invoice for the amount returned; the row reads Refunded and the credit note is available on request.
A refund never changes your access. If the plan should end as well, cancel it from Plan & Billing; if it should continue, nothing else is needed.
"The amount differs from my estimate"
The estimate on Plan & Billing is a projection from your seat count, add-on modules and packs at the moment you looked at it. What is actually collected can differ — seats changed before the renewal, an add-on was switched on or off, or a pack quantity moved.
The amount the gateway collected is authoritative. The invoice records what left your account, never a recomputed estimate. If the collected amount is not what you expected, contact support with the invoice number: the mismatch is already flagged on our side and we reconcile it with you.
Frequently asked questions
- Where do I download an invoice?
- Admin → Plan & Billing → Invoices. Each row has its number, period, total including GST and a Download PDF link once the invoice is issued. A row marked Being prepared is on its way — refresh in a few minutes.
- Why is there no GSTIN on my invoice?
- Because the billing profile had none when the charge happened. Add it under Plan & Billing before the next charge; an issued invoice is never rewritten, so contact support if you need a corrected document for one already issued.
- What is the difference between a receipt and an invoice?
- The invoice is the GST tax document, numbered and issued once per charge. The receipt is the email that confirms the payment and links that invoice's PDF — one email per charge, sent after the invoice is issued.
- How do refunds work?
- Ask support. A full refund cancels the invoice; a partial refund gets a credit note against it. Either way the invoice row reads Refunded and your access is unchanged — money coming back says nothing about your plan.
- The amount charged is not what the estimate showed. Which is right?
- The amount your bank or UPI app shows is what was collected, and that is what the invoice records. The estimate is a projection from your seat count and add-ons at the time you looked; if the two differ, contact support with the invoice number and we reconcile it.
This guide also lives in the help centre at /help/admin/payments-and-invoices, which is its canonical home.