TEasy — Complete User Guide

From installing TEasy to pushing a fully itemized, multi-rate voucher into Tally — every upload format, every badge, and every common error explained.

1 Activate your license

The first time you open TEasy (or whenever your subscription needs attention), you'll land on the license screen before you can reach the app itself.

The license gate. What it shows depends on your status: a fresh trial, an expired trial, or a subscription that's lapsed.

What to do here

• New install → you're automatically on a free trial; the app opens straight to the Dashboard.
• Trial ended or subscription lapsed → tap Subscribe with Razorpay. A checkout tab opens; complete payment there, then come back to TEasy.
• Just paid, but the screen hasn't updated → tap I already paid — recheck. It re-checks your status; Razorpay payments can take a minute or two to register.
• Already have a license key from a different setup → use the activate-a-key option on the welcome screen instead of starting a new trial.

2 First-run setup & connecting to Tally

Once your license checks out, TEasy needs to know which Tally company to talk to. Make sure Tally is open on the same machine (or reachable on your network) with its XML/HTTP gateway port enabled before you connect.

Tally Integration page — connection settings live here, and the same "Connected / Not connected" indicator also sits at the bottom of the sidebar at all times.

Steps

1. Open Tally on the machine TEasy can reach, load your company, and enable the ODBC/HTTP gateway (Tally → F12 → Advanced Configuration, or your usual Tally Server settings) on the port you'll enter below.
2. In TEasy, go to Tally Integration in the sidebar.
3. Enter the host (usually localhost if TEasy and Tally are on the same PC), the port (commonly 9000), and the exact company name character-for-character as it appears inside Tally — including the year suffix if your company is named e.g. "Sarvotham Traders 2026-27".
4. Click Test Connection — you should see it flip to Connected.
5. Save. The sidebar's "Tally Status" indicator should now show a green dot.

2b Multiple companies & per-company Tally settings

If you keep books for more than one business in TEasy (see Companies in the sidebar), each company has its own, independent Tally Integration settings — its own host, port, company name, and ledger-name configuration (Sales Account, Output CGST/SGST/IGST, Purchase Account, Input CGST/SGST/IGST, Cash ledger, Round-off ledger, Bank ledger).

• Switching the active company from the Company Switcher (top bar) automatically switches which saved Tally Integration configuration is in effect — you don't need to re-enter anything for a company you've already configured once.
• The very first time a newly-added company is selected, its Tally Integration page starts blank (sensible defaults only) until you fill in and save its own host/port/company name.
• Every page that depends on "which company am I looking at" (Transactions, Reports, Reconciliation, Review & Approve) also switches together with the active company — so you always see that company's own data, not a mix.

3 Getting around: the sidebar

Every screen in TEasy is one click away from the sidebar on the left. Here's what each section does.

Sidebar sections, top to bottom: Main (dashboard & overview), Documents (where you upload each document type), Workflow (Review & Approve is where most of your day-to-day work happens), and Settings.

4 Uploading Sales Bills — photo/PDF vs Excel

The Sales Bills page accepts two completely different kinds of upload, and TEasy treats them very differently:

Option A — a bill photo, PDF, or scan

• Best for a handwritten cash-sale bill book, or any printed invoice you only have as a picture/PDF.
• TEasy sends the image to an AI vision model (Groq or Gemini — see AI provider settings) with a prompt tuned specifically for reading party, invoice number, date, taxable value, and GST breakdown.
• A bill-book page with four handwritten bills arranged 2×2 is automatically split into four separate bills before reading — you don't need to crop them yourself.
• If the AI can't confidently read a field, it returns null for that field rather than guessing — you'll see it blank in Review & Approve, ready for you to fill in by hand, instead of a wrong number that looks confident.
• Every AI-read Sales row also goes through a deterministic arithmetic check (taxable + tax = total, within a small rounding tolerance) before it's allowed anywhere near "ready to approve" — the AI's own confidence score is never the only gate.

Option B — an Excel sheet (your sales register)

• Best when you already keep your sales bills in a spreadsheet, or you've exported a Sales Register straight out of Tally itself.
• No AI/OCR involved at all — every number comes directly from the cells in the sheet, so confidence is 100% unless a required field (like a date) is genuinely missing from a row.
• TEasy recognizes two different Excel layouts automatically — see the next section for the exact columns each one needs.

4b The exact Excel formats TEasy understands

TEasy looks at your sheet's header row and figures out which of two layouts you've given it. Column order doesn't matter — it matches by header name, not position — and it's tolerant of a few common spelling variants (e.g. "Party Ledger" or just "Party", "Vch. No." or "Invoice Number"). It also works whether your column headers have a trailing *, a period, or extra spaces (Tally's own export literally writes "Vch. Date* " with a trailing space, and that's handled fine).

Format 1 — Tally's own item-wise voucher template (recommended)

This is the exact layout Tally Prime produces when you export a Sales Register with item detail, or the layout of Tally's official blank import template. If you fill this in (or export it from Tally), every stock item, quantity, and GST slab survives all the way through to the pushed voucher.

Some exports use a slightly different wide layout instead of the fixed IGST/CGST/SGST-per-slab columns above — repeated TAXABLE @5%, TAXABLE @18%-style columns per rate, each paired with its own CGST/SGST/IGST column. TEasy recognizes this pattern too, and keeps the Stock Item detail intact either way.

Format 2 — a plain "one row per bill" register

Simpler, no item-level detail — one row is one full invoice.

4c Multi-item & multi-GST-rate invoices, explained with a real example

A single real invoice very often spans several Excel rows — one row per stock item, and different items on the same bill can sit at different GST rates. TEasy always merges these back into one voucher per real-world invoice, never one voucher per row. Here's an actual example:

↓ merges into ↓

The rule TEasy uses: any rows sharing the same party and the same invoice/voucher number are one invoice, no matter how many item lines or how many different GST rates are involved. When a bill genuinely mixes rates (say, some items at 5% and others at 18%), the merged transaction carries a rate breakdown — each rate's own taxable value, CGST, SGST, and IGST — and the pushed Tally voucher gets a separate tax-ledger line per rate, not one blended number.

• Every stock item is preserved and pushed as its own inventory line under the one voucher — you'll see all five item names inside that single Tally voucher, each with its own quantity/rate/amount.
• The "N ITEMS" badge next to the invoice number tells you at a glance this is a merged, multi-line bill — hover it to see the item names without opening Edit.
• A "RATE SPLIT RESOLVED" badge means a mixed-rate invoice's slab-by-slab breakdown has been confirmed (either straight from the sheet, or reconciled later against a supplier's purchase register).
• A "RATE UNCERTAIN" badge (Purchase side, from GSTR-2B) means the government data didn't break a mixed-rate invoice down by slab — use Purchase register match (upload your own purchase register) to resolve it before pushing.

4d Purchase (B2B Excel) and Discount (GSTR-2B)

Purchase (B2B Excel)

Upload the B2B invoice sheet from your GSTR-2B download (or an equivalent supplier-invoice export). Every value — supplier name, GSTIN, invoice number/date, taxable value, CGST/SGST/IGST, total — comes directly from the structured government data, not a guess. A mixed-rate purchase invoice may appear as more than one row sharing the same invoice number (one row per rate) — those are legitimate separate lines of one bill, not duplicates, and are merged the same way as the Sales Excel path.

Discount (GSTR-2B Excel) — Credit / Debit Notes

Upload the B2B-CDNR sheet from GSTR-2B to import Credit Notes and Debit Notes issued by your suppliers. The GST portal's own "Note type" is shown as-is (Credit Note stays labeled Credit Note) rather than TEasy guessing which direction it should be entered on your side — you apply the correct Tally treatment with full context during review.

4e Bank Statements

Upload your bank statement (PDF or Excel) under Bank Statements. Each transaction becomes a row with a Debit or Credit amount and whatever narration the bank provided. Once you also have Sales/Purchase transactions on file, use Reconcile with invoices from the bulk-action bar to automatically match bank entries against invoices by amount and date — entries that can't be matched confidently are marked AMBIGUOUS (more than one same-amount candidate) or UNMATCHED, both with a one-click picker to resolve manually.

5 Review & Approve

This is the heart of TEasy — every transaction waits here for you to check it over before anything touches Tally.

Each row is one bill — even one that started as five spreadsheet lines. The little badges next to the invoice number flag things worth a second look before you approve.

Working through this screen

1. Check the numbers — party, date, invoice #, total, GST% and its breakdown are all pulled automatically; the Confidence column tells you how sure TEasy is.
2. If something's off, hit Edit to correct the party, date, amounts, or GST rate by hand — Taxable value and GST% recompute the total live as you type, and Save is disabled until they balance.
3. If a row is flagged DUPLICATE?, check it against what's already in Tally before approving — see Duplicate detection, precisely for exactly what triggers this.
4. Once a row looks right, click Approve (or tick several boxes and use Approve Selected).
5. Wrong entry entirely (e.g. not a real bill, or a genuine duplicate)? Click Reject — it won't be pushed and won't keep nagging you.
6. Search, filter by status, sort any column, and Export CSV all work on exactly the rows currently visible/filtered — handy for a quick sanity check before a big push.

5b Viewing the original bill image

For any row that came from a photo, PDF, or scan (not an Excel/GSTR-2B row — those have no source image), click its thumbnail in the Bill column to open a full-size view of exactly what TEasy read from — the fastest way to double-check a low-confidence field against the original bill without leaving the page. Press Esc or click outside the image to close it.

6 Pushing approved transactions to Tally

Approving a transaction doesn't send it to Tally by itself — that's a separate, deliberate step, so you're always in control of exactly what gets written into your books.

1. From Review & Approve, once you're happy with a batch of APPROVED rows, click Push Approved to Tally — it pushes in exactly the order the rows are currently sorted/filtered, so you can control voucher ordering by sorting first.
2. TEasy builds the correct Tally voucher XML for each one — Sales, Purchase, or Debit/Credit Note — with a proper inventory line per stock item when the invoice has item detail, and sends it straight to Tally's gateway.
3. Any ledger or stock item that doesn't exist in Tally yet gets auto-created (Sundry Debtors/Creditors, Sales/ Purchase Accounts, CGST/SGST/IGST ledgers, stock items, units of measure) so the push doesn't fail on a missing master. Common built-in ledgers Tally ships with every company (like Cash) are recognized and left alone rather than being redundantly re-created.
4. The Tally column updates to SENT on success, or FAILED with the reason if Tally rejected it.

6b Common Tally push errors, explained

7 Duplicate detection, precisely

TEasy flags a transaction DUPLICATE? only when all three of these match an existing transaction of the same type: party, invoice number, and taxable value (within about ₹1, so a genuine multi-rate line of the same invoice isn't mistaken for a duplicate of itself). The same invoice number showing up again with a different party, or a meaningfully different amount, is treated as a normal, separate bill — common when different suppliers reuse invoice numbering, or a bill gets corrected later with a different total.

• This is advisory, not a block — a flagged row can still be approved and pushed; it's a prompt to glance at it first, not a lock.
• It can occasionally flag a genuine coincidence (same party, same invoice number range, same rounded amount) as a false positive — that's an accepted trade-off of a check that would otherwise miss real duplicates too easily.
• It can also, in principle, miss a real duplicate that was re-entered with a slightly different invoice number or a rupee or two of difference from re-reading — nothing here replaces a periodic look at your Day Book.

8 Pending Issues, Reports & Reconciliation

9 Companies, Parties & GST Settings

• Companies — manage which Tally company (or companies) TEasy is set up to work with; see per-company Tally settings above.
• Parties & Ledgers — review how party names in your bills map to ledgers in Tally, and fix any mismatches so future auto-creation picks the right ledger group.
• GST Settings — the ledger names TEasy uses for CGST/SGST/IGST and your default sales/ purchase accounts per rate, plus your round-off ledger.
• Users — manage who on your team has access.

9b AI provider settings (Groq / Gemini)

Under General Settings, choose which AI provider reads your bill photos and (as a fallback) maps unfamiliar Excel layouts: Groq or Gemini. Both use the identical underlying prompts and validation — switching providers is a settings change, not a different feature.

• Paste your own free API key here to use your own quota, at your own pace, with no limits from us.
• Leave it blank to use TEasy's own included AI access — no key needed, usage is simply covered as part of your plan.
• Photo/PDF uploads with no AI provider available at all still work — you get a blank NEEDS_REVIEW row per detected bill for manual entry, never a silently guessed value.

10 Account & Billing

Your plan, renewal date, and payment history live under Account & Billing in the sidebar — the same place you'd go to cancel or change your subscription, separate from the license gate you only see when something needs attention.