How to Automate Purchase Entry in TallyPrime for CA Firms (Save 10 Hours/Week)
For most CA firms in India, purchase entry is the biggest time sink. Clients send invoices — PDFs, WhatsApp photos, scanned bills — and someone on the team manually types each one into TallyPrime. At 5 minutes per invoice, 200 invoices a month across all clients is over 16 hours of pure data entry.
This guide covers how to automate purchase entry in TallyPrime completely — what the workflow looks like, what gets automated, what still needs human review, and how to set it up in 5 minutes.
What "Automating Purchase Entry" Actually Means
Automating purchase entry doesn't mean zero human involvement. It means removing the manual typing. The workflow becomes:
- 1.Upload the invoice (PDF, image, or photo)
- 2.AI extracts all data — 5 to 10 seconds
- 3.You review the extracted data — 30 seconds
- 4.Click Sync — voucher appears in TallyPrime
Total time per invoice: under 2 minutes vs 5 minutes manual. For 200 invoices/month, that's 10+ hours saved every month.
The Full Workflow for CA Firms
Step 1 — Collect invoices from clients
Clients send invoices however they send them — email PDFs, WhatsApp photos, scanned documents. Save them to a folder. TrulyInvoice accepts PDF, JPG, PNG, and WEBP formats. You can upload multiple invoices in one session.
Step 2 — Upload to TrulyInvoice
Upload the invoice. The AI (Google Gemini) reads it and extracts: supplier name and GSTIN, party name and GSTIN, invoice number, date, all line items with HSN codes, quantities, rates, and taxable amounts, GST rate per item, and the grand total.
It validates the math — amount = rate × quantity — for every line item. If there's a discrepancy, it flags it before you can sync. This catches errors that manual entry often misses.
It also detects IGST vs CGST+SGST automatically based on the supplier and party state codes from their GSTINs.
Step 3 — Map ledgers (first time only)
The first time you process an invoice from a vendor, TrulyInvoice uses fuzzy matching to suggest the closest ledger in your client's TallyPrime company. You confirm or correct it. From that point on, every invoice from that vendor automatically maps to the right ledger — no manual selection needed.
This smart mapping is maintained per company, so corrections for one client don't affect another client's ledger mappings.
Step 4 — Select company and sync
Select which TallyPrime company (client) to sync to. TrulyInvoice supports multiple companies — you switch between them as needed. Click Sync. The connector posts the purchase voucher to TallyPrime via Port 9000.
Step 5 — Auto-creation of missing masters
If a party ledger or stock item doesn't exist in the client's TallyPrime, TrulyInvoice creates it automatically before syncing. You don't need to manually create ledgers for new vendors or new stock items — it's handled.
One exception: units of measurement (KGS, MTR, PCS, etc.) must be created manually in Tally. If a unit is missing, TrulyInvoice blocks the sync and tells you exactly which unit to create.
What Gets Created in TallyPrime
For each purchase invoice synced, TrulyInvoice creates a Purchase voucher in TallyPrime with:
- →Supplier ledger credited with the full invoice amount
- →Purchase account debited with taxable value
- →CGST Input + SGST Input (or IGST Input) debited with correct tax amounts — calculated to the paisa
- →Stock items updated with quantities received
- →Invoice number and date recorded correctly
What Still Needs Manual Handling
Be honest with your clients about what automation covers and what it doesn't:
- —Units of measurement — must be created manually in Tally if missing
- —Foreign currency invoices — exchange rate must be entered manually
- —Advance-adjusted invoices — require a manual journal entry for the advance adjustment
- —Composition dealer invoices — flagged for review since they have no GST
- —Very blurry or damaged invoices — AI may miss fields; always review before syncing
The Pricing Math for CA Firms
TrulyInvoice uses credit-based pricing. 1 credit = 1 synced voucher. Custom plans for CA firms are available at pricing as low as 50 paise per voucher.
Compare that to the cost of manual entry: if your staff spends 5 minutes per invoice at ₹200/hour, each invoice costs ₹16.67 in labour. At 50 paise per voucher, automation costs 33x less — and is faster and more accurate.
No annual subscription. No lock-in. You pay only for what you process. Contact us on WhatsApp at +91 91013 61482 for a custom plan based on your monthly volume.
Setup for CA Firms
- 1.Sign up at trulyinvoice.com — free, 100 credits included
- 2.Enable Port 9000 in TallyPrime: F1 → Settings → Connectivity → Tally Gateway Server → Yes
- 3.Download the TrulyInvoice connector from your dashboard and run it — it auto-detects TallyPrime
- 4.Upload your first invoice and sync — the whole setup takes about 5 minutes
Start automating purchase entry free
100 credits free. No credit card. Works with your existing TallyPrime and all client companies.
Start FreeFrequently Asked Questions
Can TrulyInvoice handle multiple Tally companies for different clients?
Yes. TrulyInvoice supports multiple TallyPrime companies. When syncing, you select which company to post the voucher to. Smart mapping is maintained separately per company, so ledger corrections for one client don't affect another.
What voucher types are supported?
TrulyInvoice currently supports Purchase vouchers and Sales vouchers in TallyPrime. Both include full inventory tracking — stock items, quantities, rates, and GST. Other voucher types like payment, receipt, and journal are not yet supported.
What if the vendor name on the invoice doesn't match the ledger in Tally?
TrulyInvoice uses fuzzy matching to suggest the closest ledger. When you confirm the correct mapping once, it remembers it for all future invoices from that vendor. This is the smart mapping feature.
Does it auto-create missing ledgers in Tally?
Yes. If a party ledger or stock item doesn't exist in TallyPrime, TrulyInvoice creates it automatically before syncing. Units of measurement must be created manually in Tally — TrulyInvoice will flag missing units and block the sync until they're added.
Is the pricing suitable for CA firms with variable monthly volumes?
Yes. TrulyInvoice uses credit-based pricing — you pay only for what you process. No annual subscription, no lock-in. Custom plans are available at pricing as low as 50 paise per voucher for high-volume CA firms. Contact us on WhatsApp at +91 91013 61482.
Does it work with TallyPrime on a local network (not the accountant's own computer)?
Yes. The TrulyInvoice connector runs on the computer where TallyPrime is installed. As long as Port 9000 is enabled in TallyPrime settings, the connector can sync vouchers to it. The connector communicates with TrulyInvoice's cloud over the internet.