Invoicing Software vs. Manual Invoicing: Which is Best for Your Business?
Still using a notebook or Excel sheet to write your bills? You’re not alone. 1000s of Indian MSMEs still depend on manual invoicing. But with rules getting stricter, GST updates happening often, and customers expecting quick bills—can pen and paper really keep up?
Let’s settle the debate once and for all: manual invoicing vs online invoicing—which one is truly better for your business?
Whether you run a kirana store, manufacturing unit, or wholesale business, this guide will break it down simply, using real examples, and help you make the right choice.
What is Manual Invoicing?
Manual invoicing is exactly what it sounds like. You write your bills by hand, maybe use Excel, or keep records in a notebook. It feels familiar, but it's also slow, error-prone, and not very professional. Plus, what happens if you lose your invoice book? No backup.
Here's what manual invoicing costs you:
- Wasted hours on writing and adding totals
- Frequent mistakes in tax or amounts
- Delayed payments because customers lose paper bills
- Lost data when notebooks are damaged or stolen
If you're dealing with these daily, you're not alone—but there's a better way 👇.
What is Invoicing Software?
Invoicing software is a digital way to create and send bills using your phone or computer. You get ready-to-use templates, auto-calculated GST, and you can even track which customers paid and which didn’t. Tools like GimBooks, Zoho, or Vyapar make it super simple, even in regional languages.
Problem With Manual Invoicing – What MSMEs Struggle With
👎Compromised Speed and Accuracy
With invoicing software, you can create a professional invoice in less than 60 seconds. Manual invoicing? Easily 5–10 minutes, especially if you're writing totals and GST manually.
👎Poor Error Handling
Software catches mistakes automatically. Manual? One wrong entry and your GST filing goes for a toss.
👎Disorganised Record Keeping and Improper Compliance
Invoices get stored automatically in the cloud. No more torn pages or missing bills during audits.
👎Inventory mismanagement
No more missing stock records or running out of stock, just pure streamlined, stock in and stock out with real-time stock alerts.
👎Difficult Tax Integration
Most online invoicing tools are GST-ready. No manual tax calculation and no missed fields!
Manual invoicing may feel free, but it’s inefficient, risky, and slow. And in 2025, it can cost you more in the long run—in errors, missed payments, and tax issues. When everything is going digital, this can hurt your business more than you realise.
So, what’s the fix?
Switch to Invoicing Software – It Just Works
Switching to an invoicing software not only helps you save time and effort but also money spent on non-compliance, penalties, and more.
✅No long setup. ✅No learning curve. ✅Just smart invoicing made simple.
Let’s break down the value it offers:
1. Faster Billing = More Time for Sales
With invoicing software, you don’t start from scratch each time. Templates, customer details, tax rates—everything is auto-filled.
👉 You save 5–10 minutes per invoice.
👉 That’s hours saved each week.
👉 You can easily focus on growing your business.
2. No More GST Headaches
Tired of guessing tax percentages? Worried about GST mismatches?
Invoicing software handles GST automatically:
- Select the product or service
- The software calculates CGST, SGST, or IGST
- It even gives you tax reports for filing returns
You stay 100% GST compliant—with zero stress.
3. Payment Tracking and Auto-Reminders
Manually tracking who paid and who didn’t? Too much work.
Invoicing software shows:
- Who owes you money
- How many days it’s been due
- And it can even remind customers for you
No awkward follow-ups. No lost payments. You stay in control, always.
4. Manage inventory on the go!
Forgetting to update stock, writing HSN code manually, and being unable to restock on time are huge problems for an Indian small business owner. With GimBooks, it’s simple!
- Check stock surpluses or shortages
- Update inventory from various sales platforms simultaneously
- Monitor excess inventory and never lose sales due to stockouts.
Track inventory in real-time.
Reduce expenses on the go by maintaining the right stock levels with automated reordering. Manage stock. Keep it organised. Track inventory in real-time and manage it easily.
5. Look More Professional
Online invoices look way organised and professional than paper bills.
- Customers trust digital invoices
- You build a professional brand image
- Repeat orders become easier
Whether you're a trader, wholesaler, or service provider, a professional presentation always creates a good impact in a customer's mind.
Who Should Use Invoicing Software?
- Kirana Stores – For digital billing and stock tracking
- Wholesalers – To manage bulk invoices fast
- Traders – For GST-ready bills and payment reminders
- Service Providers – To look professional and get paid on time
- Retail Shops – To give customers proper digital receipts
If you send even 5–10 invoices per week, you’ll benefit very well.
Q/A
“How is invoicing software better than manual invoicing?”
Invoicing software better than manual invoicing because it’s faster, error-free, GST-ready, and saves you time. You can share bills instantly from your phone.
Our Recommendation – Who Should Use What?
✅Micro businesses (1–2 invoices/day): Start with free invoicing apps.
✅Small businesses (10–50 invoices/month): Go for mobile-based tools like GimBooks or Vyapar.
✅Medium businesses (daily billing): Choose tools that offer bulk billing, reports, and integrations.
But I Don’t Know English or Computers Well
That’s okay.
Modern online invoicing apps are made for Indian business owners. GimBooks billing software app works in Hindi, English, Marathi, Tamil, Telugu, and more.
If you can use a smartphone, you can use invoicing software.
Apps like GimBooks, Vyapar, and My Bill Book are made for simple, everyday use—even offline. GimBooks is easy to use for non-technical people.
Real Story: How Rakesh Saved His Time and Sanity
Rakesh runs a small electronics shop in Nagpur. He used to write bills by hand. When GST came in, he got confused, lost a few customers, and was even fined for a wrong tax entry.
He then tried GimBooks.
Now, his GST is sorted. He creates bills in less than a minute. His phone shows who hasn’t paid yet. And he says: "Mujhe laga mushkil hoga, par software ne kaam asaan kar diya." (“I thought it would be hard, but the software made it easy.”)
If Rakesh can do it, so can you.
Online Invoicing Software Features You Should Look For
- GST Compliance – Auto calculation & tax summaries
- Mobile App – Create bills from anywhere
- Regional Language Support – Hindi, Tamil, Telugu, etc.
- Cloud Backup – Never lose your data again
Common Myths About Automated Invoicing
"Too Complicated for Small Shops"
Wrong. Today’s apps are built for non-tech users. If you can use WhatsApp, you can use these tools.
"Only Big Companies Need It"
No. Even if you make 5 invoices a day, automation saves you time and improves customer trust.
Why You Should Switch to GimBooks – Comparison Table
You're managing stock, talking to customers, chasing payments, handling GST, and trying to grow—all at once.
That's where GimBooks makes your life easier. It's not just another billing app. It’s your smart business assistant.
Here’s why switching to GimBooks is a smart move:
Get GimBooks Free Trial today!
How GimBooks Features Benefits MSMEs
👉 Switch to GimBooks and manage your billing—fast, simple, and stress-free.
Conclusion
If you want fewer mistakes, faster billing, better customer experience, and easy GST filing—switching from manual invoicing to invoicing software is a no-brainer.
Manual invoicing might feel safe, but it's outdated and risky. Invoicing software is like a personal billing assistant in your pocket.
✅ Start free, start small— Download now.
FAQ-
1. Is invoicing software easy to use?
Yes. Most tools are made for small business owners with simple interfaces.
2. What if I don’t know English well?
GimBooks supports Hindi, English, Tamil, Telugu, and more regional languages.
3. Will invoicing software handle GST automatically?
Yes. It auto-applies tax slabs and gives ready reports for filing.
4. Is invoicing software safe for my business data?
Yes. Best invoicing tools like GimBooks use encryption and cloud backup to keep your data secure.
5. Is invoicing software easy to use for non-technical people?
Yes, most invoicing tools like GimBooks are built for business owners who are not tech experts. The interface is simple and guided.
6. Will the software handle GST for me?
Absolutely. Just enter product details, and it will apply the right tax automatically.