Billing Software for Hardware Shop Owners

Morning: a plumber's quotation. A plumbing contractor sends his site list on WhatsApp: 20 lengths of CPVC pipe at ₹420, 50 elbows at ₹18 and 4 taps at ₹650. You open a new quotation, pick him as the customer, and search each item by name. Each line picks up its HSN and GST rate from the item. Subtotal ₹11,900, GST at 18% ₹2,142, total ₹14,042. You download the PDF and send it to him on WhatsApp. Try the free quotation generator if you want to see the format first.

Noon: the order is confirmed. He calls back and wants it delivered tomorrow. You open the quotation and convert it to an invoice. The lines, rates and GST come across as they were; the invoice number comes from your series. You set the invoice to sell from the back godown, where the pipes are, and the stock of the pipes, elbows and taps drops there. Because his credit period is 30 days, the invoice carries a due date 30 days out. You pick his site, Patel Residency, on the invoice, so the site's billed and owed figures update with it.

Contractor rates. Pro has customer price lists for contractors on fixed rates. Without them, for a contractor who gets a better rate, change the rate on the line or give a line discount in percent or rupees. Under the rate box you see the last three rates you gave this customer, with a red Below cost warning if the rate falls under your cost. A bill-level discount and freight with GST can be added at the bottom. If most contractors get the same trade rate, put it in the item's wholesale price and use it as your reference.

Afternoon: walk-in counter sales. A customer buys one door hinge, a packet of screws and a tube of sealant. The screws come from a bin with your own printed barcode label; the scanner adds them. If you run the counter on the POS (Pro), a customer who takes 50 or more anchors gets the trade rate on their own, because you set the wholesale price and the quantity it starts at on the item.

Boxes and pieces. Keep 'Wood screw 1 inch' in pieces and add BOX = 100 PCS as another unit on the item, with its own box price if you sell boxes cheaper. A contractor buys 3 boxes: choose BOX on the line and stock falls by 300 pieces. A walk-in buys 40 loose screws: choose PCS. One item, one stock figure, and nothing to adjust when you open a box. The same works for a coil of wire in metres or a bag of cement in kilos, and a barcode printed on the box can bill the box when scanned. Other units work on every plan.

Sheets by the square foot. Plywood is set up to sell by area at ₹55 a sq ft. A carpenter wants three 8 × 4 ft sheets: you type 8 × 4 × 3 on the line, the quantity becomes 96 sq ft, the line comes to ₹5,280 before GST, and 8 × 4 ft × 3 prints under the item. Aluminium sections sold by running foot work the same way with length only.

Evening: the supplier's truck. Ten boxes of anchors and six cartons of wire arrive. You make a GRN into the back godown and mark quality as passed, then enter the supplier's bill with their invoice number and GST. Stock goes up, the input GST is recorded, and the supplier's payable is in their ledger. Next morning you transfer two boxes from the godown to the shop.

Month end. The contractor pays ₹10,000 against the ₹14,042 invoice. You record the receipt for the Patel Residency site and allocate it to that invoice; ₹4,042 stays outstanding and shows in the outstanding report with its age. Bills from before you started VyapRise can be collected against too, as old invoices on the receipt.

• Most hardware lines, such as fasteners, hand tools, locks, paint and pipe fittings, are taxed at 18%, and cement moved to 18% from 22 September 2025. A few items differ, so confirm each HSN and rate with your CA.
• Every item keeps its own GST rate, so a mixed bill splits tax line by line.