Billvil User Guide

Complete documentation for AI-powered invoice automation and ERP synchronization.

🛠️ 1. Critical First-Time Setup

Before you start processing invoices, you must configure your business profile, API keys, and extraction templates. These settings ensure the AI knows exactly what data to look for.

A. API Configuration (Gemini AI Key)

Billvil uses Google Gemini AI for intelligent data extraction. To set up your API key:

Step 1: Open Settings Go to Settings > API Configuration. If an Admin PIN is set, you will be prompted to enter it.
Step 2: Enter Key Paste your Gemini API key from Google AI Studio.
Step 3: Test & Save Click "Test Key" then "Save (Encrypted)". Your key is now stored securely using installation-specific encryption.

B. Template Configuration Important

By default, Billvil extracts basic fields. If you need specialized data like Serial Numbers, you must enable them:

Step 1: Manage Templates Go to Tools > Manage Templates and select your company's template.
Step 2: Select Fields In the first tab, check the box for "Serial Number" (or any other field like Batch No or Expiry).
Step 3: Save Click "Save Template & Order".

C. Tally Connection & Mappings

Connect your desktop to Tally Prime for seamless data synchronization.

  • Ensure Tally Prime is running with ODBC enabled (F12 > Advanced Configuration > Allow ODBC: Yes).
  • Go to Tools > Manage Integrations and select your Tally Company.
  • Mappings: Map your Purchase Ledgers and Tax Accounts to your Tally ledger names.

📂 2. Vendor & Rule Management

Managing Vendors

Store vendor-specific details like GSTIN, PAN, and MSME status via Tools > Manage Vendors. You can also test rules against sample PDFs here to verify extraction without processing a full batch.

Importing Rules

If you have rule backups from another machine, go to Rules > Import Rules from JSON to merge them into your local database.

📄 3. The Core Workflow

Step 1: Select Invoices

Click "Select Invoices" to browse for PDF or image-based invoices. You can select multiple files for batch processing.

Step 2: Run Extraction

Click "Accounting Intelligence". Billvil will read the text, identify the vendor, apply extraction rules, and calculate GST totals automatically.

Step 3: AI Rule Wizard

If a vendor is new, the Vendor Rule Wizard opens. Click "Generate with AI" to create a custom extraction pattern instantly. Billvil will remember this vendor forever.

🔍 4. Verification & Tally Push

✅ Pre-Push Checklist

👤 Scan Vendors: Ensure all vendors are identified correctly.
📦 Scan Items: Ensure invoice descriptions match Tally Stock Items.
🟢 Check Status: Ensure Extraction Result is Green for all invoices.
👁️ Final Review: Double-click any row to see the full breakdown.

Once verified, select the invoices in the Tally Push tab and click "Push to Tally". Billvil will automatically create missing ledgers or items if requested.

✨ 5. Smart Serial Sync Premium

The Smart Serial Sync feature allows you to merge vendor-provided serial number files directly into your extracted data.

1. Initial Extraction Run standard extraction on your invoices first to generate the base data.
2. Open Smart Serial Click "Smart Serial Sync" on the dashboard.
3. Load Files Select your Billvil Excel and the Vendor's Serial Number file.
4. Run Sync Click "Run Sync & Review". Billvil will match serials and explode quantities automatically.

🛠️ 6. Troubleshooting

Issue Recommended Solution
"Serial Number" missing Enable it in Tools > Manage Templates > Select Fields.
Tally Connection Failed Check if Tally is open and ODBC port (9000) is accessible.
Mappings are wrong Manage them via Tools > Manage Vendors > Manage Mappings.

📞 7. Support

Need help? Contact our technical team: