Help
How to set things up
81 short guides to KyDec, grouped by where you find each thing in the app.
Getting started5
- KyDec AIAsk about your own figures, how to do something in KyDec, or what an error message means, and get an answer that says where it came from.
- Devices and sessionsYou can stay signed in on several devices. Review the list and sign out anything you do not recognise.
- DashboardYour business at a glance: revenue, spends, leads and what is owed, with shortcuts to create anything and to find any page.
- Sign up and set up your businessCreate your account, set up your first business, and add or switch between businesses.
- Sign in and passwordsSign in with your email or Google, reset a forgotten password, and change your password.
Sales & Invoices10
- Clients & ProspectsEvery business you sell to, and the ones you hope to. A prospect becomes a client the moment you invoice it; archiving keeps old ones out of the way without losing their history.
- InvoiceCreate invoices from customisable templates, share them as a PDF, a print or a link over WhatsApp or email, and record and track what is paid against each one.
- Sales OrderRecord a client's confirmed order before you invoice it, share it as a PDF or a link, and turn it into an invoice when the goods go out.
- Delivery ChallanSend a delivery challan with goods you ship, so the client knows what is coming, and invoice it once they arrive.
- Credit NoteGive a client credit back — for returned goods or an overcharge — against an invoice, and track how much of it they have used.
- Payment ReceiptEvery payment a client has made you, whether it was recorded against an invoice or matched from a bank statement. Money that settles no document yet stands here as an advance.
- Bulk Upload DocumentsUpload many invoices at once from a CSV file. Use the sample file format, or turn on “I have my own CSV format”: map your file’s columns to KyDec’s fields once, save the mapping as a template, and pick that template the next time you upload a similar file. Every file is checked first, and rows with a problem come back in an error report with the reason beside each.
- Automate Ledger Entries For Payment RecordsA recorded payment is posted to its payment account's ledger, so your books show it without a manual entry. Change Ledger links the account to a different one.
- Quotations & EstimatesCreate professional quotations from customisable templates, share them in one click as a PDF, a print or a link over WhatsApp or email.
- Proforma invoiceCreate proforma invoices from customisable templates, share them in one click as a PDF, a print or a link over WhatsApp or email, and record and track what is paid against them.
Purchases & Expenses7
- Debit NoteBill a client more after an invoice — a correction or a change in place of supply — link it to that invoice, and record what they pay against it.
- Purchase OrderOrder goods or services from a vendor, share the order as a PDF or a link, and turn it into a purchase when their bill arrives.
- Payout ReceiptsRecord a full or partial refund, automatically update the Credit balance, create a Refund Receipt, and keep your books updated.
- Purchases and ExpensesRecord, track, manage, and analyze all your purchases and expenses in one place.
- Manage Vendor LeadsAdd and manage vendor leads for seamless vendor onboarding.
- Scan DocumentsUpload a PDF or a photo of an invoice, a bill or an order, and its details are read into a new document for you to check and save. Every scanned file is listed here, with the document made of it.
- Vendors & SuppliersEveryone you buy from. One record can be both a client and a vendor, with its purchases, payouts and statement.
Accounting & Banking8
- Payment accountsEvery account money moves through — bank accounts, the cash box, cards and wallets, and employees you reimburse. What you add here is what a document can be paid into.
- Accounts (Ledgers)Create accounts, view ledger entries, and track all your financial transactions in one place.
- Voucher BooksGroup your voucher entries into books by type, and see how many entries each book holds in a financial year.
- Account GroupsOrganize your financial data with account groups, categories, and types.
- Bank reconciliationUpload your account statements to check them against what this business recorded, so a payment the bank shows and your books do not is found rather than discovered at year end.
- Balance SheetWhat the business owns and owes on a date, with an earlier date beside it and the entries behind every figure.
- Trial Balance and Profit & LossCheck that your books balance, and see income against expenses for a period in the Profit & Loss and the Income Statement.
- Day Book and Cash FlowEvery voucher entry day by day, the cash that came in and went out, and all your ledgers in one master report.
Products & Inventory4
- Batch Expiry ReportSee how much of each batch-tracked item expires soon and how much already has, so you can sell, return or write off stock before it is lost.
- ItemsYour catalogue of products and services: add items with their prices, tax and units, see each one’s stock and transactions, and adjust stock.
- WarehousesManage & track stock across multiple locations.
- Stock reportsStock value, stock status, party and all transactions, and unsold inventory: the reports that show what you hold and what moved.
CRM & Marketing6
- ContactsStore and manage the people behind your clients, vendors and leads. One record per person, reused on every document — so a changed phone number is changed everywhere.
- Streamline Lead ManagementAutomate lead capture with Forms & third-party integrations, manage leads across multiple pipelines, communicate over email/WhatsApp, track deal progress, track team performance, and more.
- Sales PipelinesCreate different sales pipelines for different products/services.
- FormsLead capture, contact us, survey and all types of forms. Add them to your website, ads, or social media profile. Automatically capture all the data directly on KyDec.
- WhatsApp templatesDraft the WhatsApp messages you plan to send to leads and clients, with variables and a live phone preview.
- GreetingsMake a branded greeting card for a festival or an occasion and share it with a link.
Workflows & Automations2
- Approval workflowsCreate customised multi-stage workflows to set up your Approval process for Quotations, Vendors, Reimbursements and more.
- Workflow FormsCreate forms to capture vendor leads, collect required details, assign them to workflows, and move them through approval stages without manual follow-ups.
Reports4
- Track Product ProfitabilityTrack the average purchase price, average selling price, and gross profit margin for each of your products.
- Client Retention ReportIdentify at-risk clients, spot spending drops, and prioritise follow-ups before they churn.
- Prepare Your VAT ReturnSee your sales and supplies, purchases and other inputs, and the net VAT due for a reporting period, ready to file your VAT return.
- Track Project ProfitabilityTag your invoices and expenses with project names to track the net income of all your projects through tagged reports.
GST Compliance6
- GST ComplianceSet up GST for a business in India: add your GSTINs, choose how each one files, and follow what is due from the GST dashboard.
- e-InvoicingSee which invoices need an e-invoice and whether each is ready, keep the register, and look up an IRN. Generating from KyDec waits on the GST portal connection.
- GSTR-1 sales returnBuild your GSTR-1 from the invoices you raised: review the sales report, clear what fails validation, download the file for the GST portal, and mark the return as filed.
- GSTR-2A and GSTR-2B reconciliationImport the GSTR-2A or GSTR-2B you downloaded from the GST portal and match it against the purchases in your books, so you claim only the input tax credit that is really available.
- GSTR-3B summary returnSee the tax due for the period from your sales and purchases, make adjustments, download the return for the GST portal, and mark it as filed.
- Annual, composition and other GST returnsGSTR-9 and 9C, CMP-08 and GSTR-4 for composition dealers, the returns for special registrations, export LUT and refunds, and the history of what was filed.
Income Tax4
- Income TaxWork out your business’s own income tax: set up the taxpayer profile once, then follow what is due from the dashboard.
- Books and tax computationTurn your books into a tax computation: business and other income, deductions, tax credits and the challans you have paid.
- AIS, Form 26AS and reconciliationImport your Form 26AS and AIS and check them against your books, so the tax credit you claim matches what the department has.
- Prepare and file your ITRPrepare your income tax return, validate it, download the file to upload on the department’s portal, and keep the acknowledgement.
Business Settings25
- Customized RFI/RFQ linksCreate customised RFI (Request For Invoice) and RFQ (Request For Quotation) links and share them with your vendors, so every invoice and quotation comes back in one format instead of as a free-form email.
- Taxation and billingSet your tax system, default rate, due dates and financial year once. Every document you raise afterwards inherits them.
- Custom fieldsAdd fields your business needs that we do not ship by default, and choose which of them print on your documents.
- Business profileThe name, tax registration and address printed on everything you issue. Getting these right once keeps every document compliant.
- Custom labels and fieldsRename the fields printed on your documents to match your own vocabulary, control how serial numbers look, and set the filename a downloaded PDF is saved under.
- Emails and notificationsControl what your clients receive automatically — receipts, quotations, testimonial requests — and what your team is alerted about.
- Send emails from your domainConnect your personal or work email so invoices, quotations and other documents arrive from your own address rather than ours.
- Email templatesWrite the emails you send to leads, clients and vendors once, with variables that fill in the contact, company and document details when it goes out.
- Advanced accountingManual ledgers and voucher entries, plus the back-fills that populate them: carry closing balances into a new financial year, and generate vouchers for documents you have already raised.
- Sync Accounting Documents & Payment RecordsSystem will automatically create ledger accounts & vouchers, and pass journal entries for all the synced documents.
- Inventory and unitsTrack stock from the documents that move it, choose the units you buy and sell in, and set the levels that raise a re-order or over-stock alert.
- Document approvalsRoute documents for sign-off before they are issued. Turn on auto-add for a document type and every new one joins the approval queue automatically.
- Experimental settingsBehaviour we are still trialling — performance options for long documents, extra download formats, and how tax identifiers and QR codes are placed. Each is safe to leave off.
- KYC detailsIdentity and address documents we need before settling an online payment to you. Upload one file per requirement; a reviewer checks them and the set stays editable until then.
- Duplicate leadsWe check a new lead against the ones you already have and flag a likely match, so two people do not end up working the same enquiry.
- Invoices APICreate, edit and share invoices and other documents from your own website or app. Your app id identifies the business; the secret proves the request came from you.
- Facebook and Instagram leadsConnect your Meta pages so every lead from a form or message arrives in your CRM, with its source recorded, instead of being copied over by hand.
- WhatsApp BusinessSend quotations, invoices and campaigns from your own WhatsApp Business number, so clients see your business rather than an unknown sender.
- Online payments with Stripe or RazorpayConnect your own Stripe or Razorpay account so clients can pay your invoices online. The money goes to your account and on to your bank, and KyDec records each payment against its invoice.
- Google CalendarLink your calendar so a meeting booked against a lead appears there, and a clash is visible before you promise a time.
- AI IntegrationsConnect KyDec to an AI client such as Claude or ChatGPT, so it can read your invoices, leads, inventory and expenses and answer questions about them. Coming soon.
- Team and usersAdd the people who work in this business, choose what each can do, and remove someone who has left.
- Roles and permissionsDecide what each role can see and do, module by module, down to seeing only their own records.
- Plans and billingEach business has its own plan. See yours, start the free trial, upgrade, and find out what is premium.
- Business profile pageYour business’s public page: what you do, your services, projects and clients, arranged the way you want and shared with a link.