The accountant asked for invoices in a folder. What I had was screenshots. Phone, Gmail app, a WhatsApp bill from a supplier, a UPI success screen someone thought was an invoice. All png. He wanted pdf, one file or at least one pdf per month. I am not the GST portal. I just make the file so he can work.
FileOnDesk is not GST portal. Just file tools. We do not file returns. We do not know your HSN. We turn pictures into a pdf you can drop in a folder named June.
Screenshots are png, that is normal
Android screenshot is often png. iPhone too. Open PNG to PDF. Drop the pngs. They become pages. Download.
If you have mixed jpg photos of paper bills and png screenshots, use Images to PDF Grid when you want several small bills on one A4, or make two pdfs and Merge PDF. The jpg tool wants jpg. The png tool wants png. Grid is more relaxed on types.
Order by date if the CA asked chronological. I rename files 2024-06-03-shop.png before I drop, so sort works. Otherwise the gallery order is chaos.
Your file is not uploaded to our server. Bills stay in the tab. Still, a bill is a bill. Do this on the office PC. Close the tab after download.
20 MB each. A screenshot is small. A huge long scroll capture might be fat. If it will not drop, crop the bill part in the gallery.
I crop status bars and the home wallpaper. The CA does not need my cricket wallpaper. Crop to the invoice. GSTIN, amount, invoice number. That is the page.
UPI screenshot is not always a tax invoice. I still convert if they asked for “the payment proof”. I label the pdf payment-proof so nobody thinks it is a full tax invoice. The tool does not know the difference. You do.
Password pdf of a mailed invoice: if the supplier sent a locked pdf, use that pdf, do not screenshot it. Screenshot of a pdf is the long ugly way. Unlock if you have the password. Our png tool is for pictures. Merge if you need those pdfs together. We do not guess passwords.
One pdf for the folder, or many
Some CAs want one pdf per invoice. Then drop one png at a time, or crop and save separate pdfs. Tedious. Some want one combined file per month. Drop all June pngs in order, one download.
I make monthly files. 2024-06-invoices.pdf. I keep originals in a folder too. If one bill is wrong, I rebuild. I do not edit pdfs like Acrobat. Rebuild from pngs is fine when there are twelve.
Grid: four small UPI tiles on one page. Use Images to PDF Grid when the CA said he does not want 40 pages of one-thumb screenshots. For a full A4 tax invoice screenshot, do not grid. Keep it full page.
If the screenshot is a long tall page, the pdf page will be tall. Their printer may shrink it. For upload to the CA’s drive, ok.
Size. Combined pdf of 30 screenshots can still be small. If it is not, compress is for photos. Png to pdf embeds png. Heavy colour screenshots add up. Crop. Or save those screens as jpg with PNG to JPG, then JPG to PDF. White background, smaller. Fine for bills that do not need transparency.
Check File Size Checker if emailing the CA. Gmail 25 MB. You will not hit that with screenshots if you cropped. You will hit it with 600 dpi shop scans mixed in. Keep scans and screenshots in separate habits.
I do not WhatsApp fifty pngs to the CA. I send one pdf. That was the whole point of his request.
Not a GST portal, not a CA
We do not calculate tax. If the screenshot cut the GSTIN, retake. The pdf cannot invent the missing line.
If the supplier sent a proper pdf invoice, put that in the folder as is. Do not screenshot a pdf on the phone and convert back. Quality dies. Download the attachment.
If you photographed a paper invoice, that is jpg, JPG to PDF. Same idea, different button.
Rotate if a screenshot is landscape and the CA will print portrait. Rotate PDF. All pages turn. If only one is sideways, rotate that png in the phone, rebuild.
Grey download: wait, or not a png, or over 20 MB.
Do not email FileOnDesk your GST invoices. We will not file them. We will not keep them. There is nothing on the server to keep.
Shop in Ajmer, June. Owner had 11 WhatsApp bills, all png. I cropped two that had his chat visible. PNG to PDF in date order. One file, 1.6 MB. He put it in a Google Drive folder for the accountant. He still has to file GST on the actual portal with his CA. Our part was the folder.
If a bill is in the email as html, print to pdf from the computer, better than screenshot. Screenshot is for when the computer is not there and the bill is trapped in an app.
I name pages in my head. Supplier, date, amount. If two look the same, I open the pdf after download and check I did not drop a duplicate. Count pages. 11 bills, 11 pages, unless I gridded.
Night mode screenshots: black background, white text. CA can still read. If it looks sick, switch the app to light and screenshot again.
I keep June in one pdf and July in another. When the CA asks “where is May”, I do not hunt through a 200 page monster. Small monthly files. If he later wants one year file, we can Merge PDF those monthly pdfs. First file on top. April then May then June.
A supplier once sent a screenshot with the chat “bhai discount de dena” still visible. I cropped that. The accountant does not need the discount fight. The invoice number, yes.
If you run a kirana and the bills are paper, photograph them on the counter in daylight, jpg to pdf. Screenshots are for the bills that only exist inside an app. Mixed month: two tools, then merge. Still not GST filing. Still just files.
Do not rename the pdf gst-return.pdf and think you filed. You made a folder. The portal is elsewhere. Your CA is elsewhere. FileOnDesk is the stapler.
That is the GST folder job on my side. Phone screenshots of bills. Drop pngs on PNG to PDF. Or grid with Images to PDF Grid. Get one pdf for the accountant. FileOnDesk is not GST portal. Just file tools.