2BMatch User Guide

Intro video

A short walkthrough of how 2BMatch works end to end — adding your purchase register, fetching GSTR-2B from the portal, reading the reconciliation, and chasing the suppliers who have not filed. Everything below is the written version of the same thing.

What 2BMatch does

It matches the purchases in your books against your GSTR-2B, invoice by invoice, and sorts every invoice into a clear category:

• •Exact Match — in both, tax agrees. Available to claim.
• •Partial Match — same invoice, different tax in books vs 2B.
• •Not in GSTR-2B — in your books, not yet filed by the supplier.
• •Not in Purchase Register — supplier filed it, you never booked it (possible missed ITC).
• •ITC Carried Forward — filed late by the supplier and matched automatically once its GSTR-2B appears in a later month.
• •Reverse Charge (RCM) — invoices your supplier flagged as reverse charge, tracked as their own GSTR-3B line.
• •Credit Notes / Debit Notes — matched separately from ordinary invoices so they never distort the count.
• •Review — invoices the exact match missed but that look like the same bill written differently; you confirm or dismiss each one.
• •No ITC — invoices in your register that carry no tax and are absent from GSTR-2B. There is no credit to chase, but they are still counted so every invoice is accounted for.
• •Net Claimable ITC — Exact Match less any supplier credit notes, which reduce the credit available on an earlier supply. This is the figure to claim; the subtraction is shown beneath it so it can be checked.

1. The Workspace

Everything happens in one place — the Workspace. You add your purchases once; they build up month by month in a table. For each month you add its GSTR-2B; reconciliation is automatic. There are no separate "run" steps — the numbers update as your data does. Alongside it are Activity (a full history), Vendors, and My Decisions.

2. Getting started

Sign in with your Google account — no password to remember, and your session ends automatically after 24 hours. Add a business and enter its GSTIN; you can manage several businesses from one account and switch between them. The GSTIN is used to fetch GSTR-2B and to label vendor reminders.

3. Add your purchases

In the Workspace, use Add purchases. Upload one or more files (CSV, Excel, .xls, .xlsb or JSON — multiple allowed), or connect Zoho Books and pull a date range. Invoices are split into their months automatically by invoice date. If a month already has data, you are asked to Replace or Skip it before anything is overwritten. Committing a month’s purchase register costs 20 credits per month.

4. Column mapping

The first time it sees a file layout, 2BMatch shows how it read each column with a sample value — fix any field from the dropdown and it is remembered for next time. If a figure is split across columns (e.g. CGST 9% + CGST 2.5%, or ITC minus ITC reversed), use “Add column” to combine columns with a + or - sign. Use “Reset saved column mapping” if a register’s columns change.

5. The months table

Every month you have purchases for appears as a row: Purchase Register ITC and the invoice count. Once that month has a GSTR-2B, the Exact Match, Not in GSTR-2B, Not in Purchase Register, ITC Carried Forward, RCM and Review figures fill in. A compact KPI strip above the table totals every figure across all months. Rows are grouped by financial year with quarter, half-year and year subtotals; switch between Monthly and Quarterly view at the top of the table. Click any row to open its detailed breakdown below.

6. Add each month’s GSTR-2B

GSTR-2B is monthly (or quarterly under QRMP), so you provide it per period. On a month’s row, Fetch it from the GST portal — Connect to GST portal once (enter your portal username, request an OTP for 1 credit, verify it on your registered mobile) and one session then covers every month. Fetching a month’s 2B costs 20 credits. If your GSTIN files quarterly, only the last month of each quarter has its own 2B — switch to Quarterly view at the top of the Months table to fetch a whole quarter in one action.

7. Reconciliation & the breakdown

Reconciliation is automatic and free: as soon as a month has both books and 2B, its figures update — no button to press. Click a month to see it invoice by invoice, with a tab for every category: All, Exact Match, Review, Partial Match, Not in GSTR-2B, Not in Purchase Register, ITC Carried Forward, Filed in Later Period, Credit Notes, Debit Notes, Reverse Charge (RCM), No ITC and Archived. Each tab with any invoices shows its rupee subtotal underneath. Filed in Later Period and ITC Carried Forward are two views of the same event — an invoice missing from its own month’s 2B whose supplier files it later: the ORIGINAL month shows it under Filed in Later Period (explained, no longer genuinely at risk), and the LATER month whose 2B actually matched it shows it under ITC Carried Forward. Because every month’s data is kept, this cross-month match happens automatically the moment the later 2B is fetched.

Every tab shows the same columns: Date, Invoice, Vendor with its GSTIN beneath, Taxable Value ₹, Purchase Books Tax ₹, GSTR-2B Tax ₹, Status, Notify, Actions and Note. Download Excel saves the whole reconciliation as a workbook — a Purchase and GST ITC summary, your full purchase register, the full GSTR-2B, and one sheet for every tab.

8. Alerts, notes, moves, links & My Decisions

In a month’s breakdown, act on any invoice: send a WhatsApp Alert (for one missing from 2B or with a tax mismatch, in the vendor’s language), add a Note, Move it to another category once you’ve resolved it yourself (e.g. reclassify a Not in GSTR-2B invoice as Exact Match, ITC Carried Forward, Reverse Charge (RCM), or a Credit/Debit Note), Link it to the row it really belongs with, or Archive it (set it aside). Archived invoices drop out of every figure, and the note shows in its own column.

Link is for the pairs no automatic rule can reach — the two sides number the same bill differently, or the dates disagree. 2BMatch proposes those itself in the Review tab, where each pair shows both invoice numbers and both dates side by side: Confirm accepts it, Not a match dismisses it for good. You can also link by hand from any row — the list you pick from is sorted by how close the amounts are, and marks the ones that agree exactly. A linked pair is then counted once, not twice.

Everything you decide lands in My Decisions — notes, moves, archives, confirmed matches and dismissed proposals — newest first, with the breakdown's own columns and a search box. In force lists the rulings that still apply, each with an Undo; Full history lists everything, with the ones you later overrode marked as replaced. A confirmed pair is one decision with one Undo, so taking it back never leaves half a match behind.

9. Finalize (lock) a month

When a month — or a whole quarter at once, in Quarterly view — is ready to file, open it and Finalize; this is free. It freezes a snapshot of exactly what you claimed — the audit record of your filing. A finalized period shows a “Locked” badge; later changes appear as adjustments rather than rewriting it. You can Unlock to redo before filing.

10. Activity & credits

The Activity tab is a full, timestamped trail of every purchase upload, edit, delete, 2B fetch, alert, note, archive, restore and finalize — with who did it. Four actions cost credits: a month’s purchase upload (20), a month’s GSTR-2B fetch from the GST portal (20), a WhatsApp vendor alert (2), and each GST portal OTP request (1 — charged whether it succeeds or not, since a request still uses the portal’s quota). Reconciliation, edits, notes, moves, archive and finalize/unlock are free. The Credits page shows your balance and a full history you can search and filter by month or business, and export to CSV; top up credits any time.

Linking invoices, confirming or dismissing a Review pair, and undoing any decision are free too, and every one of them appears in this trail.

11. Vendors & reminders

Vendors are captured automatically from your data. Add a WhatsApp number to a vendor and you can send a polite reminder for an invoice missing from 2B or with a tax mismatch, in the vendor’s preferred language.

12. FAQ & troubleshooting

• •Switching business shows the wrong data: the Workspace clears when you change client — reload if a stale view lingers.
• •Tax looks several times too large: a “Taxable value” column was probably mapped to Total Tax — reset the mapping and check each field against its sample.
• •A month’s 2B count looks off: 2B is stored per return period; upload each month’s 2B on its own row, not one file for the whole year.
• •The GST portal OTP failed: check the portal username and your registered mobile, then request it again; uploading the 2B JSON is always an alternative.
• •Exact Match / Not in GSTR-2B / Not in Purchase Register / Review show a dash for a month: those figures need that month’s real GSTR-2B — Fetch it and they fill in. Any manual reclassification you’ve already made is preserved and reflected once the fetch completes.