Purchase bill entry in TallyPrime with AI

Upload supplier bills as PDFs or photos. Balancely reads them with AI, checks GSTIN and tax maths, and saves each one as a purchase voucher in TallyPrime once.

Updated 2 November 2026

AI-Powered Invoicing turns a supplier’s bill into a purchase entry without typing. It does the same for your own sales invoices. You upload a PDF or a photo. Balancely reads the bill and checks every figure. Then you save it in TallyPrime as a purchase voucher. A bill already in your books is held back, so it is not saved twice.

Before you start

Your company is connected, and it is open in TallyPrime, as for any entry. See Recording entries.
Owners, admins and accountants upload and save bills. A viewer sees AI-Powered Invoicing under Look up and can open every bill. A viewer cannot upload, change, save or discard one.
Every plan reads bills. The Free plan has 100 pages free, once, to try it.
Open Accounts and choose AI-Powered Invoicing, next to Purchase Invoices.

Upload bills

1
Check the company in the Company bar.
2
Drag the files onto Upload bills, or press Choose files. On a phone, Take a photo opens the camera.
3
Each bill shows in the list as Processing while it is read. This takes a few seconds.

Files can be PDF, JPG, PNG, HEIC or a ZIP of them. Each can be up to 20 MB, and up to 200 files at a time. One bill can have up to 50 pages. For the best read, take a photo of the whole bill, flat and in good light. A PDF from the supplier reads best of all.

A PDF locked with a password stops under Needs a look with the reason. A photo too blurry to read is marked Failed. Take it again.

One PDF with several bills

Many bills scanned into one PDF is fine. When a file has more than one bill, it stops under Needs a look. The bill page shows its pages in groups, one for each bill it found, under This file holds 3 bills.

1
Press a page to see it large on the left.
2
If a bill goes on to the next page, press Join bill 1 under that page. Where a new bill starts, press New bill here.
3
Press Split into 3 bills. Each bill gets its own row, named after the file and its pages. Each is read on its own.

The pages were counted once, at upload. They are not counted again when the file is split. If the file is really one bill, join every page and press Read as one bill.

What is read and checked

The supplier’s name, GSTIN and state, the bill number and date, place of supply, reverse charge, each item line (description, HSN or SAC, quantity, unit, rate, discount, taxable value, GST rate and tax), charges such as freight, the tax totals, round off, the bill total and the amount in words. It also notes if the document is a tax invoice, a bill of supply, a credit note or a debit note.

Then every figure is checked. The main checks are:

the supplier GSTIN is valid, and the bill is made out to your company’s GSTIN;
the date is not in the future or before GST began;
CGST and SGST, or IGST, fit the supplier’s state and the place of supply, and CGST equals SGST;
each line’s quantity × rate − discount equals its amount, the tax matches the line rates, and the GST rates are valid for that date;
the lines add up to the totals, round off is within ₹1 with the sign that makes the total add up, and the amount in words matches the total;
a bill of supply or an unregistered supplier charges no GST, and a credit or debit note names the original invoice;
the bill is not already in TallyPrime, or already saved from Balancely;
for a supplier whose bills you saved before, the PAN inside the GSTIN matches their earlier bills, even when the GSTIN is new to you. A bill that looks unusual for this supplier, such as a new GST rate or a very different total, is marked to check.

If a value still looks wrong, press Read again on a bill not saved yet.

E-invoice QR code

If the bill has an e-invoice QR code, we check it is genuine. A genuine QR shows E-invoice verified. If it differs from the bill, the QR values are used and marked for you to check. A different item count or main HSN must be fixed before saving. If the QR cannot be checked, the bill shows E-invoice QR not verified.

The bills list

Tab	Means	What to do
All	Every bill for this company, including those being read or saved.	Search by supplier or bill number.
Needs a look	A field is in doubt, a ledger or item must be chosen or added, the file needs a fix, or a save did not go through.	Open it and fix what is marked.
Ready	Every check passed and every ledger and item is chosen.	Save it, or use Save all ready.
Saved	The voucher is in TallyPrime. Auto-saved marks one saved by the supplier’s rule.	Nothing.
Duplicate	Already in books, already saved from Balancely, or the same file uploaded again.	Remove it, unless it really is a different bill.
Failed	The bill could not be read. TallyPrime was not involved.	Press Read again. Or upload the same file again; we discard the failed bill for you. Or enter it by hand.

Each row also shows a GSTR-2B badge: In GSTR-2B, Not in GSTR-2B, GSTR-2B mismatch or GSTR-2B not checked. It comes from the GSTR-2B month you uploaded in the GSTR-2B Reconciliation. Uploading a month also updates the bills already in the list.

Review and fix a bill

1
Open the bill. The page image is on one side. The fields are on the other, in tabs: Details, Items, Amounts, Ledgers and Summary.
2
The card at the top lists what to fix before saving. Click a line to go to its field. The image shows where it was read.
3
Fix a field and press Enter. Tab moves to the next marked field.
4
Check the Ledgers tab (see below). Then press Save in TallyPrime at the bottom, or Ctrl+Enter.

To drop a bill, press Remove. Nothing is saved in TallyPrime. We keep the file for 7 days, then remove it.

Choose supplier, ledgers and items

Supplier ledger: found by GSTIN, or by a close name. Check it is the same supplier. If none matches, choose Use a ledger in TallyPrime or Add as a new supplier. A new supplier goes under Sundry Creditors with the GSTIN and state from the bill.
Purchase ledger, and the CGST, SGST or IGST ledger for the tax on the bill. We suggest the purchase ledger from this supplier’s last bill, or one with the right GST rate. You need a Round-off ledger only when the total has paise rounded off.
Stock item in TallyPrime: each line is matched to a stock item from this supplier’s earlier bills, the HSN or the name. A match from an earlier bill shows Used for this supplier’s “…” before. Check it. If none fits, tick the line’s Add … as a new stock item box. It is added with the HSN and GST rate from the bill.
Ledger in TallyPrime for a charge line such as freight or packing: the ledger used for this supplier’s earlier bills, or a ledger of that kind in TallyPrime. If none fits, choose one from the list, or tick Add … as a new ledger. It is added under Direct Expenses. We suggest the ledger you use again for this supplier’s next bill.
Deduct TDS is off until you turn it on. Choose the Section (194C, 194J, 194H, 194I or 194Q), and its usual rate is filled in. You can change the Rate, or enter the TDS amount instead. TDS is worked out on the taxable value before GST, to the rupee. Choose the TDS ledger, usually TDS Payable under Duties & Taxes. It is offered again on your next bill with TDS. If a supplier’s last saved bill had TDS, the next one starts with the same section and rate. Such a bill is never saved on its own; you confirm the TDS each time. The summary shows TDS deducted and Payable to supplier. If your company has TDS turned on in TallyPrime (F11), the TDS is saved with TallyPrime’s own TDS details. Then its TDS reports and Form 26Q count it. For this you need: the TDS ledger’s type of duty set to TDS; the supplier marked Is TDS Deductable; a nature of payment on the purchase ledger itself; and Is TDS Applicable set on every other ledger on the bill (Not Applicable on the GST and round-off ledgers). Bills with stock items work the same way. If not, the TDS is saved as a ledger line, and the saved bill says what was missing.
Godown shows when your company has more than one godown. It starts on the godown of this supplier’s last bill, or Main Location. Every item on the bill goes into the godown you choose.

Nothing new is added until you confirm Add to TallyPrime and save? with Add and save. After you save a bill, the supplier’s next bill starts from your choices and fixes on it.

Save a supplier’s bills automatically

For a regular supplier, new bills can save on their own. Open any of their bills. In the Ledgers tab, turn on Save this supplier’s bills automatically. You can turn it on after 5 of the supplier’s bills were saved without changes. That means no field fixed, no line added or removed, no supplier, ledger or item chosen by hand, and no duplicate saved anyway. Until then it shows how many are done, such as 3 of 5. It is only for suppliers with a GSTIN. Only owners, admins and accountants can turn it on or off.

With it on, a new bill from that supplier is saved as soon as it is read. But only when all of these are true:

it is Ready, with no warnings and no marked fields (Not in GSTR-2B does not count, as suppliers file later and the GSTR-2B Reconciliation still shows it);
it is not a duplicate, and nothing has to be added to TallyPrime first;
the supplier ledger was found by the same GSTIN;
every item went to the stock item used for the same line before, and every charge to the ledger used on the supplier’s last bill.

Any other bill waits for you as usual. A bill saved this way is saved the same as if you pressed Save in TallyPrime. Activity History lists it in the name of the person who turned the switch on. It counts towards your plan’s TallyPrime entries for the month. The bills list marks it Auto-saved. If TallyPrime does not accept it, the bill moves to Needs a look with the reason. If the person who turned it on can no longer save in this company, new bills wait for you.

Sales invoices

Sales invoices you made by hand or in other software are read the same way. They are saved as Sales vouchers. So you do not enter them in TallyPrime again.

1
Above the drop zone, choose Sales invoices, then upload them. An invoice from your own GSTIN is read as a sale, even if you leave it on Purchase bills.
2
Open each one. It shows Sales invoice at the top. If a document was read as the wrong kind, switch Purchase bill or Sales invoice at the top of the Ledgers tab. It is matched again for that kind.
3
Check the Customer ledger. It is found by the customer’s GSTIN or a close name. Or choose Add as a new customer, under Sundry Debtors. Check the Sales ledger, found by its GST rate. Check the Output CGST, SGST or IGST ledger, found by its GST tax type. Your choices on the GSTR-1 Reconciliation fill any of these left empty: customers by GSTIN, the sales ledger for each rate, and output tax ledgers.
4
Press Save in TallyPrime. You always save sales invoices one at a time. Save all ready skips them, and they never save on their own.

The same checks run, with these for a sale:

the invoice is from your company’s GSTIN. The customer’s GSTIN is valid and not your own. No customer GSTIN means a sale to an unregistered buyer;
the invoice number, customer GSTIN and financial year were not already saved from Balancely or the GSTR-1 Reconciliation. TallyPrime has no sale with that number;
TallyPrime’s GSTR-1 must count the sale. So item lines take their HSN/SAC and GST rate from the stock item. An item missing either is marked. An invoice without quantities is saved as one value per GST rate, with its HSN/SAC. That comes from the invoice, or from what the GSTR-1 Reconciliation remembers for that rate.

You cannot save a credit or debit note you issued, or a reverse-charge sale, from here yet. Enter them on the Credit Note or Debit Note form, or in TallyPrime.

Save all ready

Save all ready on the list saves every bill under Ready, not only the ones on screen. You confirm once. Ready bills passed every check and need nothing new added. So each is saved as a purchase voucher.

Duplicates

A bill is a duplicate when TallyPrime already has a purchase from the same supplier with the same bill number. It is also a duplicate when a bill with the same supplier GSTIN, bill number and financial year was already saved from Balancely (here or from the GSTR-2B Reconciliation), or is earlier in your list. It is not saved unless an owner or admin opens it and chooses Save anyway. An exact copy of a file uploaded before is marked Duplicate at once.

Bill-reading pages and your plan

Each page of a PDF counts as one bill-reading page. Each photo counts as one too. They count against your plan’s pages for the month. Pages count when you upload, even if the bill is later discarded or cannot be read. An exact copy of a file already in your list is not counted again. Nor is a file you discarded earlier in the same month and upload again. If an upload has more pages than are left this month, none of its files is read. The upload shows This month’s bill pages are used up, with a link to the plans. The voucher you save, and each supplier, ledger, item or unit you add with it, counts towards your plan’s TallyPrime entries for the month.

Privacy

Bills are read by our AI provider. It does not use your bills to train its models. Only your account, and team members with access to that company, can see your bills.

What happens in TallyPrime

A tax invoice or bill of supply becomes a Purchase voucher. It has the supplier ledger, your purchase ledger, the items with quantity and rate, the GST ledgers and the round off. A service bill without quantities has one amount.
The supplier’s bill number is saved as the supplier bill number and reference. The narration names the file it was read from.
A supplier’s credit note becomes your Debit Note, and their debit note your Credit Note, with the original invoice number and date.
A reverse-charge bill is saved as a reverse-charge purchase.
A sales invoice becomes a Sales voucher. It has the customer ledger, your sales ledger, the items (or one value per GST rate with its HSN/SAC), the output GST exactly as printed and the round off. Your invoice number is saved as the voucher number and reference.
With TDS, the same Purchase voucher has one more line. The TDS ledger is credited with the TDS. The supplier is credited with the bill total less the TDS, which is what you owe them. The narration names the section and rate. If TallyPrime’s own TDS is set up as above, the TDS line has TallyPrime’s TDS details: nature of payment, the amount it is worked on, rate and tax. The supplier’s bill shows the full amount less the TDS, as TallyPrime’s own screen enters it. If not, it is a plain ledger line.
Vouchers, ledgers and items already in TallyPrime are never changed. Each saved bill is listed in Activity History.

When something goes wrong

Each heading is the message as Balancely shows it. Find yours, or search every message on Fix a problem.

“This bill (INV/2026/0412 from Sharma Traders) is already in TallyPrime. Saving it again would count it twice.”

Where you see it: Accounts > AI-Powered Invoicing, under the Duplicate tab, and first in the Fix before saving card at the top of the bill.

This bill may already be in your books. One of three things is true. TallyPrime has a purchase from this supplier with the same bill number. Or Balancely already saved a bill with the same supplier GSTIN, bill number and year (here or from the GSTR-2B Reconciliation). Or the same bill is earlier in your list. Nothing was saved in TallyPrime for this copy.

1
Note the supplier and bill number in the message.
2
In TallyPrime, open the supplier’s ledger (or the Day Book) and look for that bill number.
3
If the bill is already there, or two copies are in your list, press Remove on this one.
4
If it is a different bill with the same number, ask an owner or admin. They open it, press Save anyway and confirm. Accountants cannot save a possible duplicate.

It worked when: The bill leaves the Duplicate tab. It is removed, or it shows as Saved.

Next time: Upload each bill once. Not sure a bill was entered? Search the bills list before you upload.

“Choose the supplier’s ledger.”

Where you see it: The Summary tab on the bill page (Save in TallyPrime stays greyed out), and under the field in the Ledgers or Items tab.

Balancely could not safely match this part of the bill. It needs a ledger, stock item or godown from your TallyPrime company. Choose it yourself. Nothing is saved in TallyPrime yet.

1
Open the bill and choose the Ledgers tab.
2
For each marked box, choose the ledger, stock item or godown from the list. The list comes from your TallyPrime company.
3
If the supplier is new, choose Add as a new supplier. For a new item or charge, tick Add … as a new stock item or Add … as a new ledger on that line.
4
Ledger not in the list? Create it in TallyPrime. Open the list again, press Refresh beside Not in the list?, then choose it.
5
Press Save in TallyPrime. If anything is to be created, confirm with Add and save.

It worked when: The Summary tab says every key check passed. You can press Save in TallyPrime.

Next time: What you choose here comes back for this supplier’s next bill, once this one is saved. See Supplier, ledger and item mapping.

“Some key values could not be found on the bill image, so they may have been misread. Check them against the bill.”

Where you see it: The check card at the top of the bill page, and the note under each marked field.

A value may have been read wrong. Check it against the bill. If it is the bill number, date, supplier GSTIN or total, the bill cannot be saved until you check it. Nothing is saved in TallyPrime yet.

1
Click the line in the check card. It jumps to the field, and the image shows where the value was read.
2
Compare the value with the bill image.
3
If it is wrong, enter the right value and press Enter.
4
If it is right, click the field and press Enter without changes. This confirms it and clears the mark.
5
Press Tab to move to the next marked field, and repeat.

It worked when: The marks are gone, and the check card no longer shows the message.

Next time: A supplier’s PDF reads better than a photo. For photos, keep the whole bill flat, sharp and in good light.

“TallyPrime could not be read, so the supplier, items and ledgers were not matched and TallyPrime was not checked for this bill. Open TallyPrime and read the bill again.”

Where you see it: The check card on the bill page, with Match the supplier, items and ledgers in TallyPrime first. in the Summary tab. Save in TallyPrime stays greyed out.

When the bill was read, Balancely could not reach your TallyPrime company. The connector was not running, or TallyPrime or the company was not open. So no ledger or item was matched. Balancely also could not check if the bill is already in TallyPrime. The bill itself was read. Nothing was saved in TallyPrime.

1
Start the Balancely connector on the TallyPrime computer.
2
Open TallyPrime with this company. Close any message box open in it.
3
On the bill, press Read again. Balancely then matches the supplier, items and ledgers again. Your own changes are kept.
4
Or fix or confirm any marked field and press Enter. Balancely then matches them again too.
5
Check the supplier, ledgers and items in the Ledgers tab. Then press Save in TallyPrime.

It worked when: The message is gone. The supplier and ledger boxes are filled, or ask you to choose.

Next time: Keep the connector running and TallyPrime open with the company when you upload bills. See connector troubleshooting.

“Supplier GSTIN: 27AAPFU0939F1ZW fails the GSTIN check digit (the last character should be V). One character is probably misread.”

Where you see it: The check card on the bill page, and the Supplier GSTIN field.

The GSTIN read from the bill is not right. Most often one character was misread, such as 0 and O, 8 and B, or 1 and I. Nothing is saved in TallyPrime yet. You can save the bill once the GSTIN is right.

1
Click the message to jump to Supplier GSTIN.
2
Compare it with the bill image, one character at a time.
3
Fix it and press Enter.
4
If the bill itself prints a wrong GSTIN, ask the supplier for a corrected bill. Your input tax credit depends on it.

It worked when: The GSTIN message is gone from the check card.

“Line amounts don't add up. Line 2 (Cement 50 kg): 10 × ₹350.00 = ₹3,500.00, but the bill says ₹4,130.00 (the rate looks like it includes tax).”

Where you see it: The check card on the bill page, with the quantity, rate and amount of that line marked.

On that line, quantity × rate − discount is not the line amount. It is off by more than ₹1. Usually one figure was misread. “The rate looks like it includes tax” means the rate read is the price with GST. Nothing is saved in TallyPrime yet. You can save the bill once the line adds up.

1
Click the message to jump to the line.
2
Compare quantity, rate, discount and amount with the bill image.
3
Fix the misread figure and press Enter.
4
If the message says the rate includes tax, enter the rate before tax.
5
If the bill’s own maths is wrong, ask the supplier for a corrected bill.

It worked when: The line is no longer marked and the message is gone.

“Tax doesn't add up. Line 1 (Steel rod): 18% of ₹10,000.00 is ₹1,800.00, the bill says ₹1,200.00.”

Where you see it: The check card on the bill page, with the GST rate, amount and tax of the line marked.

The tax on a line, or on the whole bill, does not match its GST rate on the taxable amount. Most often a rate or tax amount was misread. Nothing is saved in TallyPrime yet. You can save the bill once the tax adds up.

1
Click the message to jump to the line.
2
Check the GST rate, the taxable amount and the CGST, SGST or IGST against the image.
3
Fix the misread value and press Enter.
4
If the bill really charges the wrong tax, ask the supplier for a corrected bill.

It worked when: The message is gone from the check card.

“Totals don't match the lines: the lines' CGST adds up to ₹900.00, the total says ₹1,350.00.”

Where you see it: The check card on the bill page.

The item lines do not add up to the bill’s own tax or taxable totals. Often a line was missed or read twice. Nothing is saved in TallyPrime yet.

1
Count the item lines on the bill image and compare them with Items.
2
Add a line that was missed, or remove one that appears twice.
3
If every line is there, fix the misread total and press Enter.

It worked when: The message is gone from the check card.

“The total doesn't add up: ₹10,000.00 amount + ₹1,800.00 tax + ₹0.40 round off = ₹11,800.40, but the bill total is ₹11,850.00.”

Where you see it: The check card on the bill page, or the Summary tab.

Amount, tax, discount, charges and round off do not add up to the bill total. Most often a charge like freight or packing was missed, or the total was misread. Nothing is saved in TallyPrime yet.

1
Check the bill total, discount and round off against the image.
2
Look for charges on the bill, such as freight, packing or loading. Add a missing one as a line in Items.
3
Fix the misread amount and press Enter.

It worked when: The message is gone, and you can press Save in TallyPrime.

“purchase-0412.pdf was uploaded before.”

Where you see it: A notice after upload, the Duplicate tab, and the red alert on the bill page.

The same file is already in your list for this company, for example under Needs a look. You can upload it again only if that bill was removed or Failed. A failed one is then removed for you. This copy was not read and its pages were not counted. Nothing was saved in TallyPrime.

1
Open the earlier copy from the All tab. Search by the file name. Carry on with that copy.
2
Press Remove on the new copy.
3
To have a Failed bill read again, press Read again on it, or upload the same file again. The failed bill is removed and the file is read again.

It worked when: Only one copy of the bill is left in your list.

“This photo is too blurry to read. Take it again in good light, holding the phone steady.”

Where you see it: The Failed tab, and a red alert on the bill page titled This bill could not be read.

The photo is not sharp enough, so nothing was read from it. This has nothing to do with TallyPrime. Nothing was saved in TallyPrime. The photo’s page was counted at upload.

1
Lay the bill flat in good light, with the whole bill in view.
2
Hold the phone steady and take the photo again. On a phone, Take a photo on the AI-Powered Invoicing page opens the camera.
3
Upload the new photo. It is a new file, so it is not marked as a duplicate.
4
Press Remove on the failed bill.

It worked when: The new photo moves from Processing to Ready or Needs a look.

Next time: Ask suppliers for PDF bills when you can. They read best.

“The supplier hasn't filed this bill in GSTR-2B yet, so you may not get input tax credit yet.”

Where you see it: The GSTR-2B badge in the bills list and on the bill page, and a warning in the check card.

Each bill is matched with the GSTR-2B months you loaded in the GSTR-2B Reconciliation. Balancely matches by supplier GSTIN, bill number and year. It compares the bill total, taxable value and tax. The message names each one that is off by more than ₹1, with both values. Loading a month also updates the badge on bills already in your list. This is a warning only. You can still save the bill in TallyPrime.

1
Load the month’s GSTR-2B in the GSTR-2B Reconciliation with this company chosen.
2
For Not in GSTR-2B: save the bill as usual. Ask the supplier to file it.
3
For GSTR-2B mismatch: compare the amount in the message with the bill image. Fix a misread value and press Enter. Or check the amount with the supplier before you claim the credit.

It worked when: The badge shows In GSTR-2B once the supplier has filed the bill with the same amounts.

“Choose the TDS ledger.”

Where you see it: The Summary tab on the bill page, after you turn on Deduct TDS in the Ledgers tab.

TDS is on for this bill. Its section, its ledger or the amount to deduct is missing. Nothing is saved in TallyPrime yet.

1
Open the bill, choose the Ledgers tab and find Deduct TDS.
2
Choose the Section. Its usual rate is filled in. Change the Rate if yours is different, or enter the TDS amount instead.
3
Choose the TDS ledger, usually TDS Payable under Duties & Taxes. Not in the list? Create it in TallyPrime, then press Refresh in the list.
4
If this bill needs no TDS, turn Deduct TDS off.

It worked when: The Summary tab shows TDS deducted and Payable to supplier, and Save in TallyPrime can be pressed.

Next time: The TDS ledger you choose comes back on your next bill with TDS. A supplier whose last bill had TDS starts with the same section and rate.

“The TDS was saved as a plain ledger amount, which TallyPrime’s TDS reports and Form 26Q do not count.”

Where you see it: Under Deduct TDS on a saved bill, and in its Activity History message. It shows when your company has TDS on in TallyPrime (F11).

With TDS on in TallyPrime, Balancely saves the TDS with TallyPrime’s own TDS details. Then TDS reports and Form 26Q count it. This needs three things. The TDS ledger, the supplier and the purchase ledger are set up for TDS in TallyPrime. Every other ledger on the bill (GST, charges, round off) has Is TDS Applicable set. A bill with stock items works the same way. TallyPrime leaves an entry out of Form 26Q if a ledger on it has Is TDS Applicable blank. This is common on ledgers made before TDS was turned on. If something is missing, the TDS amounts are still right. But they are saved as a plain ledger amount, and the message names what was missing. The bill is in TallyPrime. The supplier is owed the bill total less the TDS. The TDS ledger holds the TDS. Only TallyPrime’s TDS details are missing.

1
Read the message. It names the missing ledger or setting.
2
If the TDS ledger is named, alter it in TallyPrime: under Duties & Taxes, set Type of Duty/Tax to TDS and choose its Nature of Payment.
3
If the supplier is named, alter its ledger: set Is TDS Deductable to Yes, choose the Deductee type and enter the PAN.
4
If the purchase ledger is named, alter it: set Is TDS Applicable to Applicable and choose the Nature of Payment.
5
If a GST, charge or round-off ledger is named, alter it: set Is TDS Applicable to Not Applicable (or Applicable, with its nature of payment, for a charge TDS is due on).
6
Bills you save after this set-up go in with TallyPrime’s TDS details.
7
For this bill, or one with stock items, add the TDS details in TallyPrime as you usually do. This matters if you file your TDS return from TallyPrime. Do not add the TDS amount again. The entry already has it on the TDS ledger.

It worked when: Under Deduct TDS, the bill says the TDS was saved with TallyPrime’s TDS details. Form 26Q in TallyPrime lists it.

Next time: Set up the TDS ledger, your TDS suppliers and their expense ledgers for TDS in TallyPrime once. Do this before you save bills with TDS.

“This bill could not be read. Press "Read again", upload the file again, or enter the bill on the Purchase Invoices page.”

Where you see it: The Failed tab, and a red alert on the bill page titled This bill could not be read. The last two show as a notice after Read again.

The bill could not be read this time. This has nothing to do with TallyPrime. A Failed bill is not read again on its own. Nothing was saved in TallyPrime.

1
Wait a few minutes, open the bill and press Read again. Its pages are not counted again.
2
Or upload the same file again. The failed bill is removed for you and the file is read again. Its pages are not counted twice this month.
3
Or enter the bill on the Purchase Invoices form under Accounts.
4
If the message says bill reading is not working, it is not available right now. Contact us. Nothing on your side fixes it.

It worked when: The bill moves to Ready or Needs a look with its fields filled.

“This file could not be read, so nothing was filled in. Press "Read again". Or enter the bill on the Purchase Invoices page.”

Where you see it: A bill under Needs a look that opens with every field empty, under the alert This bill needs a look first. The shorter wordings show as a notice after Read again.

The AI could not read this file well enough, so nothing was filled in. This is not a TallyPrime or connector problem. Nothing was saved in TallyPrime.

1
Press Read again.
2
Still empty? Open the file on your computer. Check it shows a real, clear bill.
3
Press Remove, then upload a clearer copy, such as the supplier’s PDF.
4
Or enter the bill on the Purchase Invoices form under Accounts.

It worked when: The fields fill in, and few or none are marked.

“This PDF is locked with a password. Open it with the password, print it to a new PDF (Microsoft Print to PDF or Save as PDF), upload that copy and discard this one.”

Where you see it: The bills list under Needs a look, and the bill page alert This bill needs a look first.

The PDF needs a password to open. Balancely has no place to enter the password. So it needs a copy without the password. If you upload the same locked file again, it is marked as a duplicate. The bill was not read and its pages were not counted. Nothing was saved in TallyPrime.

1
Open the PDF on your computer with its password. Supplier portals often use your PAN or GSTIN.
2
Choose Print, then choose Microsoft Print to PDF (or Save as PDF in the browser). Save the copy. The copy has no password.
3
Upload the new copy on AI-Powered Invoicing.
4
Press Remove on the locked bill.

It worked when: The new copy is read and shows as Ready or Needs a look.

“This file seems to hold more than one bill. Open it to check where each bill starts, then split it.”

Where you see it: The bills list under Needs a look, and the bill page, which shows the file’s pages grouped into bills.

The file holds several bills, for example a stack scanned into one PDF. Balancely suggests where each bill starts. Check the groups before you split. Nothing was filled in or saved in TallyPrime. The file’s pages were counted once, at upload. They are not counted again when you split it.

1
Open the bill. Under This file holds 3 bills, each suggested bill shows its pages. Press a page to see it large on the left.
2
If a bill goes on to the next page, press Join bill 1 (the bill before it) under that page. Where a new bill starts, press New bill here under its first page.
3
Press Split into 3 bills. Each bill gets its own row in the list and is read on its own.
4
If the file is really one bill, join every page and press Read as one bill.

It worked when: The bills from the file show as separate rows in the list, named after the file and their pages, such as stack (pages 1-2).pdf.

“Each bill needs one or more pages in order, and every page in exactly one bill.”

Where you see it: A red message after pressing Split into on a file that holds several bills.

The split was not made. The page groups were not in order, or the file was already split. Or someone else split it, or read it as one bill, a moment before. Nothing changed. No bill was made, and no pages were counted.

1
Reload the page.
2
If the bill page still shows the pages grouped into bills, set the groups again and press Split into.
3
If the file is gone from the list, it was already split. Its bills have rows of their own.

It worked when: The bills from the file show as separate rows in the list.

“scan-0012.tiff: only PDF, JPG, PNG, HEIC or ZIP files can be read.”

Where you see it: The Upload bills card, in the warning One file was not sent or 2 files were not sent.

The file is not a PDF, JPG, PNG, HEIC or ZIP. Or its name says PDF but it is another kind of file, such as a renamed Word file. Or it is a ZIP inside another ZIP. That file was not uploaded. When one file is refused, the files uploaded with it are refused too. Not sent: lists them, and the title counts them.

1
Save or export the bill as a PDF, JPG or PNG. A scanner’s TIFF and a WebP image cannot be read.
2
Take any bill out of a ZIP that sits inside another ZIP.
3
Upload the file again, together with the files listed after Not sent:.

It worked when: The bills appear in the list as Processing.

“purchase-scan.pdf: larger than 20 MB.”

Where you see it: The Upload bills card, in the warning that files were not sent.

Each file can be up to 20 MB. The last wording means too many large files were uploaded at once. The file was not uploaded, and nothing was counted.

1
Scan or photograph the bill again at a lower quality. Or save the PDF in a smaller size.
2
Upload it again.
3
For “too large to upload together”, upload fewer files at a time.

“purchase-0412.pdf: This PDF could not be opened. It may be damaged; download it again and upload it.”

Where you see it: The Upload bills card, in the warning that files were not sent.

The PDF is damaged or not complete. Often a download stopped part-way. The other files uploaded with it were refused too. The warning lists them after Not sent:. Nothing from that upload was read or counted.

1
Download the bill again from the supplier’s email or portal.
2
Open it on your computer to check it works.
3
Upload it again, together with the files listed after Not sent:.

“This ZIP file could not be opened. Make it again and upload it.”

Where you see it: The Upload bills card. The whole upload is refused.

The ZIP is damaged, or was made with an unusual setting. Or a file inside it has a password. Nothing from the ZIP was read or counted.

1
Put the bills in a folder, right-click it in Windows and choose Send to > Compressed (zipped) folder. Do not set a password.
2
Upload the new ZIP.
3
If a file inside has a password, remove the password first (see “This PDF is locked with a password”). Or upload it on its own.

“IMG_2041.HEIC: This iPhone photo could not be opened. Take it again, or share it as a JPEG.”

Where you see it: The Upload bills card, in the warning that files were not sent.

Balancely could not open this iPhone photo. Nothing from that upload was read or counted.

1
On the iPhone, share the photo as a JPEG, or take it again.
2
To get JPEG photos every time, set Settings > Camera > Formats to Most Compatible.
3
Upload the photo again.

“We couldn't read the bill date ("31/02/2026" is not a real date).”

Where you see it: The check card on the bill page, and the note under the field.

A value was read from the bill, but it is not a proper amount, date, rate, HSN code or state. So it cannot be used. Nothing is saved in TallyPrime yet.

1
Click the message to jump to the field.
2
Enter the value as printed on the bill. Amounts like 1,250.50. Rates as a number, such as 18. HSN as digits only.
3
Choose dates from the calendar. Enter states by name.
4
Press Enter.

It worked when: The message is gone from the check card.

“The bill number is missing.”

Where you see it: The check card and the Summary tab on the bill page.

A value every bill needs was not read. Every bill needs the supplier name, bill number, bill date and bill total. With GST, it also needs the supplier GSTIN. Nothing is saved in TallyPrime yet.

1
Find the value on the bill image.
2
Enter it in its field and press Enter.
3
If the bill does not show it at all, ask the supplier for a complete tax invoice.

“This looks like a proforma invoice, not a bill. It can't be saved as a purchase.”

Where you see it: The check card on the bill page. The bill cannot be saved.

The document’s title says it is not a tax invoice. So it cannot be saved as a purchase. Nothing was saved in TallyPrime.

1
Press Remove.
2
Ask the supplier for the tax invoice and upload that.
3
If the document really is a tax invoice, press Read again. If it still says this, enter the bill on the Purchase Invoices form.

“This bill is made out to GSTIN 27AAACB1234C1Z5, not your GSTIN 24AAACB1234C1Z9.”

Where you see it: The check card on the bill page, and the Your GSTIN field.

The buyer GSTIN on the bill is not the GSTIN of this company. The bill may be for another company, or another state registration of yours. Nothing is saved in TallyPrime yet.

1
Check the company in the Company bar.
2
If the bill is for another company or registration, press Remove and upload it under that company.
3
If Your GSTIN was misread, fix it and press Enter.
4
If the bill does not show your GSTIN, ask the supplier to add it so you can claim the input tax credit.

“The supplier GSTIN is your own GSTIN. This may be a sales bill, or the supplier and buyer were swapped.”

Where you see it: The check card on the bill page.

The GSTIN read as the supplier’s is your company’s own GSTIN. Nothing is saved in TallyPrime yet.

1
If this is your own sales invoice, choose Sales invoice at the top of the Ledgers tab. It is then matched and saved as a sale.
2
If the two GSTINs were swapped, enter the supplier’s GSTIN in Supplier GSTIN and press Enter.
3
Enter your GSTIN in Your GSTIN and press Enter.

“The supplier is in Gujarat and the place of supply is Maharashtra, so only IGST applies, but the bill shows CGST/SGST.”

Where you see it: The check card on the bill page.

The kind of GST does not fit the two states. The supplier’s state comes from their GSTIN. The place of supply is printed on the bill, or else it is your GSTIN’s state. Within one state, it must be CGST plus SGST. Between states, it must be IGST. Nothing is saved in TallyPrime yet.

1
Check Place of supply and the tax amounts against the bill image.
2
Fix a misread value and press Enter.
3
If the supplier really charged the wrong kind of tax, ask for a corrected bill. It cannot be saved as it is.

“CGST and SGST must be equal halves, but CGST ₹900.00 and SGST ₹90.00.”

Where you see it: The check card on the bill page.

CGST and SGST differ by more than ₹1. They must always be equal. Usually one was misread. Nothing is saved in TallyPrime yet.

1
Compare the CGST and SGST amounts with the bill image.
2
Fix the misread one and press Enter.
3
If the bill prints them unequal, ask the supplier for a corrected bill.

“The supplier has no GSTIN, so they can't charge GST, but the bill shows ₹1,800.00 of tax.”

Where you see it: The check card on the bill page.

The bill shows GST, but this kind of bill cannot charge it. The supplier has no GSTIN. Or it is a bill of supply or a composition dealer’s bill. Or it is marked reverse charge. Nothing is saved in TallyPrime yet.

1
If the supplier’s GSTIN is on the bill image, enter it in Supplier GSTIN and press Enter.
2
If Reverse charge was read as Yes by mistake, set it to No and press Enter.
3
If tax was read where the bill shows none, clear those amounts.
4
If the bill really charges GST it should not, do not claim it. Ask the supplier for a proper tax invoice.

“A credit note must name the original invoice number, and this one doesn't.”

Where you see it: The check card on the bill page, and the Original bill number field.

A supplier’s credit or debit note must name the invoice it is against. That number was not read. Nothing is saved in TallyPrime yet.

1
Find the original invoice number and date on the note.
2
Enter them in the original invoice fields and press Enter.
3
If the note does not print them, get them from the supplier.

“The bill date 12 Apr 2027 is in the future. It was probably misread.”

Where you see it: The check card on the bill page, and the Bill date field.

The date read is not possible for a GST bill, or it is very old. Often the day and month are swapped. Nothing is saved in TallyPrime yet.

1
Check the date on the bill image.
2
Choose the right date from the calendar and press Enter.
3
For a bill older than 18 months, ask your CA if you can still claim the input tax credit. Do this before you save it.

“Line 3 (Paint): 14% is not a GST rate for a bill dated 15 Oct 2026. Valid rates then: 0%, 0.1%, 0.25%, 1.5%, 3%, 5%, 18%, 40%.”

Where you see it: The check card on the bill page, and the line’s GST rate field.

The GST rate on that line was not a real rate on the bill’s date. The other wordings are warnings about rates that changed in September 2025. You can still save with them. Nothing is saved in TallyPrime yet.

1
Check the rate and the bill date against the image.
2
Fix a misread rate or date and press Enter.
3
If the bill really uses a wrong rate, ask the supplier for a corrected bill.
4
For the warnings, check the item. Save it if it is right.

“Round off is ₹4.60; it can't be more than ₹1 either way.”

Where you see it: The check card on the bill page, and the Round off field.

The round off is over ₹1, or has the wrong sign. It may be plus where the bill takes away, or the other way. Nothing is saved in TallyPrime yet.

1
Check the round off on the bill image.
2
Fix it. Add or remove the minus sign as the message says. Press Enter.

“The amount in words says ₹11,800.00, but the total reads ₹11,300.00.”

Where you see it: The check card on the bill page, with Amount in words and Bill total marked.

The total in figures and the total in words do not agree. One of them was probably misread. Nothing is saved in TallyPrime yet.

1
Read both on the bill image.
2
Fix the one that was misread and press Enter.
3
If the bill’s words and figures really differ, confirm the right amount with the supplier.

“The signed e-invoice QR differs from what was read, so its values are used: bill number (QR: INV-412, bill: INV-472). Check them against the bill.”

Where you see it: The check card on the bill page.

The e-invoice QR code gives a different GSTIN, number, date, total, item count or main HSN from what was read. If the GST portal signed the QR, its GSTINs, number, date and total are filled in for you. That part is only a warning. A different item count or main HSN still stops the save. You must fix those lines yourself. If the QR could not be checked, every difference is only a warning. Nothing is saved in TallyPrime yet.

1
For values the QR filled in, compare them with the bill image. Press Enter in a field to confirm it.
2
For number of items, add the missing line or remove the extra one in Items, or enter the bill on the Purchase Invoices form.
3
For main HSN, enter the HSN from the QR into the main line’s HSN/SAC and press Enter.
4
Press Save in TallyPrime once no key problem is left.

“The e-invoice QR could not be verified: the signature does not match; the QR may have been altered. Its values are used as a hint only.”

Where you see it: A badge and a warning on the bill page.

The QR code could not be read, or its signature could not be checked with the GST e-invoice portal. It is a warning only. You can still save it in TallyPrime.

1
Check the GSTINs, bill number, date and total against the bill yourself.
2
If the signature does not match, look up the IRN on the GST e-invoice portal first.
3
Save it in TallyPrime once you are sure.

“The place of supply is Karnataka, but your GSTIN is registered in Maharashtra. GSTR-2B will show this tax credit as not available.”

Where you see it: The check card on the bill page (a warning).

The bill names a place of supply in another state. So this registration cannot claim the input tax credit. You can still save it in TallyPrime.

1
Check Place of supply on the bill image. Fix it if it was misread.
2
If the bill prints it that way, ask the supplier to correct the place of supply before you claim the credit.

“₹4,50,000.00 is far from this supplier's usual bills (₹8,000.00 to ₹22,000.00). Check the total.”

Where you see it: The check card on the bill page (a warning).

Balancely learns each supplier’s usual bills. A total far from their usual amounts is marked for you to check. So is a GST rate not on their recent bills. You can still save it in TallyPrime.

1
Check the total or rate against the bill image.
2
Fix a misread value and press Enter. Or save it if it is right.

“Bill number "GT/2026-27/SALES/000412" is 23 characters long (the limit is 16). GST rules don't allow that; check it was read correctly.”

Where you see it: The check card on the bill page, and the Bill number field (a warning).

GST bill numbers have up to 16 characters: letters, digits, - and /. This one does not fit. It may be misread. You can still save it in TallyPrime.

1
Compare the number with the bill image.
2
Fix it and press Enter.
3
If the bill really prints it so, save it as it is.

“No item lines were read from this bill.”

Where you see it: The check card or the Summary tab on the bill page.

No item lines were read, or an HSN code has an odd number of digits. A bill with no lines cannot be saved. Nothing is saved in TallyPrime yet.

1
Press Read again first.
2
If lines are still missing, add each item line from the bill in Items.
3
Fix any HSN from the image so it has 4, 6 or 8 digits.

“Enter an amount, such as 1,250.50.”

Where you see it: Under a field on the bill page, as you enter a value.

What you entered is not an amount, a date, a number or a known state.

1
For amounts, enter digits only. Commas and a decimal point are fine.
2
For dates, choose the date from the calendar.
3
For a state, enter its full name, such as Tamil Nadu, or its 2-digit GST code.
4
Press Enter.

“Confirm creating the supplier "Sharma Traders" in TallyPrime.”

Where you see it: The alert This bill was not saved in TallyPrime on the bill page, after you press Save in TallyPrime.

The bill needs a new supplier, stock item or ledger in TallyPrime. But its Add … box is not ticked. Nothing was saved in TallyPrime.

1
In the Ledgers tab, or on the line in the Items tab, tick the Add … box. Or choose a ledger or item you already have.
2
Press Save in TallyPrime.
3
Check what will be created and confirm with Add and save.

“This bill was not saved”

Where you see it: A red alert at the top of the bill page, with the bill back under Needs a look, and a notice A purchase bill for … was not saved in TallyPrime that opens the bill.

TallyPrime refused the purchase voucher, or the save was cut off. The alert gives the reason. The reason is also on the bill’s row in Accounts > Activity History. The purchase voucher is not in TallyPrime.

1
Read the reason in the alert. The Recording entries guide explains each TallyPrime reason.
2
Fix it in TallyPrime (for example, create the missing ledger) or on the bill.
3
Press Save in TallyPrime on the bill. It saves the same entry, so it is never entered twice.

It worked when: The bill shows Saved.

Next time: Save again from the bill page, not from Activity History. A retry from Activity History does not move the bill to Saved.

“3 of 5 bills saved with no changes so far. You can turn this on after 5.”

Where you see it: Under the switch Save this supplier’s bills automatically, in the Ledgers tab on the bill page. The switch is greyed out.

Automatic saving opens after 5 of this supplier’s bills are saved with no changes. No field fixed, no line added or removed, nothing chosen by hand, and no duplicate saved anyway. It is only for suppliers with a GSTIN.

1
Save this supplier’s next bills as usual.
2
Once 5 are saved without changes, open one of their bills and turn the switch on.

Next time: See Save a supplier’s bills automatically.

“You can only view this bill. An accountant, admin or owner can change and save it.”

Where you see it: An info alert on the bill page.

Your role is Viewer. Viewers can open bills. They cannot upload, change, save or remove them.

1
Ask the account owner or an admin to change your role to Accountant. See Team and roles.

“This bill is already in TallyPrime. You can no longer change it here.”

Where you see it: The alert That change was not saved on the bill page, or a notice after Remove.

A saved bill is locked, because its voucher is already in TallyPrime. A bill that is saving cannot be changed until it finishes. Nothing was changed in TallyPrime.

1
If it says the bill is saving, wait a moment and reload the page.
2
To undo a saved bill, open Accounts > Activity History, open the entry and press Cancel entry.
3
Then enter the bill again, on the bill page or the Purchase Invoices form.

“Not sent. TallyPrime did not create the stock item "Cement 50 kg": no reason given.”

Where you see it: Accounts > Activity History, on the bill’s row. The bill goes back to Needs a look.

Balancely had to create a supplier, stock item, unit or ledger first. TallyPrime refused it, so the bill was not saved. The purchase voucher is not in TallyPrime. Anything created before the refusal stays, and is used next time.

1
Read the reason in Activity History.
2
Fix it. For example, create the ledger or item yourself in TallyPrime.
3
Open the bill. Choose that ledger or item instead of Add …. Press Save in TallyPrime.

“This invoice is from GSTIN 27AAPFU0939F1ZV, not your GSTIN 29AAGCB7383J1Z4, so it is not your sale. If it is a bill you received, mark it as a purchase.”

Where you see it: The check card on the bill page of a document marked Sales invoice.

A sales invoice must come from your own GSTIN. The seller GSTIN on this one is someone else’s. So it is most likely a bill you received. Nothing is saved in TallyPrime yet.

1
If it is a supplier’s bill, choose Purchase bill at the top of the Ledgers tab.
2
If it is your invoice and the GSTIN was misread, enter your GSTIN in Supplier GSTIN and press Enter.

It worked when: The check passes, or the bill is matched as a purchase.

Next time: Choose Sales invoices above the drop zone only for invoices you issued. See Sales invoices.

“Enter the HSN/SAC of the 18% line, so GSTR-1 includes this sale.”

Where you see it: The Summary tab on the bill page of a sales invoice.

The invoice has no quantities, so it is saved as an amount on the sales ledger. TallyPrime’s GSTR-1 needs an HSN/SAC on it. The bill shows none for this rate, and none is saved for it. Nothing is saved in TallyPrime yet.

1
Enter the HSN/SAC in the line’s HSN/SAC box and press Enter.
2
Or save the HSN/SAC for this rate once on the GSTR-1 Reconciliation page. Every later sale at that rate uses it.

It worked when: The message goes and Save in TallyPrime can be pressed.

“"Steel Rod 10mm" has no HSN/SAC or GST rate in TallyPrime, so its GSTR-1 lists this sale as uncertain. Set them on the stock item first.”

Where you see it: The check card on the bill page of a sales invoice.

Item lines take their HSN/SAC and GST rate from the stock item in TallyPrime. This item is missing one of them. So TallyPrime would keep the sale under Uncertain Transactions in GSTR-1. Nothing is saved in TallyPrime yet.

1
In TallyPrime, alter that stock item and set its HSN/SAC and GST rate.
2
Come back to the invoice and press Save in TallyPrime. The warning goes once the item has both.

It worked when: The warning goes. Once saved, the entry shows as included in GSTR-1.

“Reverse charge is Yes: your customer pays this tax. Enter this sale in TallyPrime by hand.”

Where you see it: The check card on the bill page of a sales invoice.

Balancely reads tax invoices and bills of supply you issued. A reverse-charge sale, or a credit or debit note you issued, cannot be saved from here yet. Nothing is saved in TallyPrime yet.

1
For a note, open Accounts > Credit Notes or Debit Notes and enter it there.
2
For a reverse-charge sale, enter it in TallyPrime.
3
Then press Remove on this copy.

“The customer GSTIN is your own GSTIN. The seller and customer may have been swapped.”

Where you see it: The check card on the bill page of a sales invoice.

On a sale the customer cannot be your own company. The two GSTINs were probably read the wrong way round. Nothing is saved in TallyPrime yet.

1
Look at the invoice image. Enter the customer’s GSTIN in Buyer GSTIN. Enter your GSTIN in Supplier GSTIN. Press Enter after each.
2
If it is a bill you received, choose Purchase bill at the top of the Ledgers tab.

“This page could not be shown.”

Where you see it: The image panel on the bill page.

Bill images are kept for 90 days after upload, then removed. The values read from the bill stay. For a newer bill, the image may not have loaded.

1
Reload the page.
2
For a bill older than 90 days, use the supplier’s original file to look at it.

Still stuck? See what to send us so we can help at once.

Common questions

Can I enter purchase bills in Tally automatically?

Yes. Upload the bills on the AI-Powered Invoicing page. Each is read and checked. When you save it, it is saved in TallyPrime as a purchase voucher.

Can I enter sales invoices in Tally from a PDF or photo?

Yes. Choose Sales invoices above the drop zone and upload them. Each is read and checked. When you save it, it is saved in TallyPrime as a sales voucher. An invoice from your own GSTIN is read as a sale on its own.

Can I send a photo of a bill to Tally?

Yes. JPG, PNG and HEIC photos are read. On a phone, you can take the photo from the page. Take a photo of the whole bill, flat and in good light.

Are my bills used to train AI?

No. Our AI provider does not use your bills to train its models. Only your account, and team members with access to that company, can see them.

Will the same bill be entered twice in Tally?

No. A bill is held back as a duplicate when TallyPrime already has a purchase from that supplier with the same bill number, or when a bill with the same supplier GSTIN, bill number and financial year was already saved from Balancely.

Can a regular supplier’s bills be posted without me?

Yes. After 5 of their bills were saved without changes, turn on Save this supplier’s bills automatically on one of their bills. A new bill from them is then saved when it passes every check and matches their earlier bills. Any other bill waits for you.

What if the supplier is not in TallyPrime?

Choose Add as a new supplier. After you confirm, it is added under Sundry Creditors with the GSTIN and state from the bill.

Does the Free plan include bill reading?

Yes, to try. The Free plan reads 100 pages free, once, for bills and scanned bank statements together. They do not start again each month. The paid plans read a number of pages every month.

Open AI-Powered Invoicing GSTR-2B Reconciliation Plans and billing

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