How to customise the invoice template (logo, GSTIN, bank, signature)

1. Open Invoice Template under Configuration

Open Inkwelly → Student Fee → Configuration. The Configuration page groups every fee setting into four sections — Fee Structure, Discounts, Penalties & Refunds and Preferences. Inside Preferences, click the Invoice Template tile (subtitle: 'Customize the invoice PDF — header, address, GSTIN, bank details, signature, terms'). Inkwelly opens the sectioned editor with seven tabs in the left sidebar. The first time the page loads, Inkwelly seeds the form with school defaults — name, address, email — so you only have to override what differs on the printed invoice.

2. Set the school name and logo under Branding

The Branding section opens by default. In Display name, type the exact school name as it should print on the invoice — leave blank to fall back to the official school name registered in Inkwelly. Under Logo, click Choose image and pick the school crest from the media library, or upload a fresh PNG. A 300×300 px PNG with a transparent background looks best at the top-left of an A4 invoice. The same logo is reused on the receipt template, so upload it once and Inkwelly references it everywhere.

3. Fill the printed address and contact under Address & Contact

Click Address & Contact in the sidebar. Fill Address line 1 with the street or building, Address line 2 with the landmark (optional), then City, State and Pincode in the three-column row. Pincode and phone numbers stay in Latin digits — Inkwelly enforces this on every printed surface. The Phone, Email and Website fields together form the contact strip that prints under the school name. Parents look here first when an invoice arrives by hand, so use the office phone, not a personal number.

4. Enter GSTIN and PAN under Tax & Registration

Click Tax & Registration. Type the 15-character GSTIN — Inkwelly auto-uppercases it (the GST portal stores GSTINs in upper case per CBIC guidelines). Type the 10-character school PAN below it. Both fields stay blank-safe — if your school is GST-exempt and runs only tuition collections, leave GSTIN blank and Inkwelly hides the tax row on the printed invoice. Once saved, these numbers appear under the school address block on every invoice and feed the income-tax compliance footer most state boards now ask for.

5. Add bank details and toggle visibility under Bank Details

Click Bank Details. Toggle 'Show bank details on invoice' to on if you want the NEFT block printed; off keeps the fields stored for internal records but hides them from the PDF (useful when the school accepts only counter or UPI payments). Fill Account holder name as the school registers it with the bank, then Account number and the 11-character IFSC code — Inkwelly auto-uppercases IFSC. Add Bank name and Branch in the bottom row. Parents copy these into NEFT screens, so verify the IFSC matches the branch shown on a recent passbook before saving.

6. Upload the signatory image and details under Signature

Click Signature. Toggle 'Show signature block on invoice' to on for a normal printed invoice — off is useful for digital-only PDFs where the school stamps later. Under Signature image, upload a scanned PNG of the Principal's or accounts head's signature on a transparent background. Then fill Signatory name (for example, 'Mrs. Anjali Sharma') and Signatory title ('Principal' or 'Accounts In-Charge'). Inkwelly prints the image, name and title together in the bottom-right of the PDF — the same place a hand-signed receipt would sit.

7. Write the footer terms and pick which PDF sections show

Click Footer & Visibility. In Footer terms, paste the school's standard clauses — for example, '1. Fees once paid are non-refundable. 2. Cheques subject to realisation. 3. Late fee will be charged after due date.' Inkwelly preserves line breaks and the field accepts up to 2000 characters. Under PDF sections, toggle 'Show late fee charges' on so the invoice lists any late-fee additions, and toggle 'Show payments received' on so partial collections appear on the PDF — together they let parents see exactly why the balance is what it is.

8. Turn on the verification QR, status watermark and label language

Click Verification & Language. Toggle 'Print verification QR on invoice' on — Inkwelly stamps a QR in the top-right corner of every invoice that opens a public page at /verify-invoice/[token], so parents and receiving schools can confirm the invoice was issued by your school. Toggle 'Show status watermark' on for a diagonal PAID or OVERDUE stamp across the body. Then pick Invoice label language — English, हिंदी (Hindi) or Hindi + English. Hindi + English is the right pick for Tier-2 and Tier-3 schools where some parents read Devanagari and others read Latin labels. Click Save changes in the bottom-right. The Unsaved changes indicator flips to All changes saved and every future invoice PDF uses this template.