For distributors, stockists and wholesalers
Billing Software for Distributors and Stockists
A distributor's day is orders that arrive in one piece and leave in three, trucks that need a challan before the bill, two godowns that never agree, and retailers who pay part of three invoices at once.
- Sale orders that track delivered and invoiced quantity
- Challans, invoices and a load sheet per truck
- Salesman and route on bills, with commission
- Receivables ageing, cheques and credit control
What is Distributor Billing Software?
VyapRise is billing software for distributors that follows each order from booking to delivery to payment, keeps stock per godown, runs the purchase side from PO to GRN to bill, records the salesman on each invoice, and gives every salesman, storekeeper and accountant their own login with no per-user charge.
Orders, challans, extra godowns, the purchase cycle, receipts, brand claims and staff logins are part of Pro, free for your first 7 days; salesman commission and load sheets work on Free too.
Watch the 2-minute demo
In Hindi, with subtitles. Recorded on a made-up shop, not a real customer.
What distribution management software must do for a small business
Small distributors do not need a big ERP project. They need these nine things to work every day, on every order.
Sale orders billed in parts
Book the retailer's full order once. Each line tracks how much has been delivered and invoiced, so you can bill 40 cases today and the remaining 20 next week without losing the balance.
Sales and purchase ordersChallans and vehicle details
Send goods on a delivery challan and convert it to an invoice when you bill. Pick the vehicle from your vehicles master and its details print on the invoice. An unbilled-challan report shows what went out without a bill.
Dispatch load sheet
Make a load sheet per vehicle or route from the day's saved invoices. It gives the storekeeper one pick list, records what was delivered or returned on each invoice, and prints as a PDF for the driver. Works on Free.
Salesman and route
Put a salesman and route on each retailer, and the salesman on invoices and receipts with a commission %. The Sales by Salesman report shows what each one sold. Works on Free invoices (receipts are Pro); there is no route planning or salesman app.
Godowns and transfers
Keep stock per warehouse and move it between them with a stock transfer. Each invoice picks the godown the goods leave from, and its lines show the stock there, so the counter can bill straight from the back godown. A count sheet per godown posts the differences after a physical stock count. Stock is valued at weighted-average cost. More than one godown, transfers and stock counts are Pro.
Inventory managementPurchase cycle, PO to bill
Raise a purchase order to the company, or turn the low-stock list into POs grouped by last supplier. Receive the goods on a GRN into a godown with a quality status, then book the supplier's bill. Returns raise a debit note.
Schemes, slabs and brand claims
On Pro, put retailers in groups with their own price list and discount, set quantity slab rates and run schemes with from and to dates. On Pro, the brand claims register tracks price protection, scheme, expiry and damage claims until the company settles.
Receivables you can act on
Credit periods set due dates. Outstanding and ageing show which retailer owes what and how old it is. Credit control warns, or needs the owner's approval, past the limit or overdue days. Post-dated cheques (Pro) and follow-up dates (Free) have their own registers.
Customer ledgerRoles for every person
Built-in roles include Sales, Store Keeper, Accountant and Cashier, and you can make your own. Untick See Purchase Prices & Stock Value and a role moves stock without ever seeing what goods cost. Users are unlimited on Pro, with no per-user fee; the Free plan is for the owner alone.
A day at a distributor using VyapRise
A distributor of household products with a main godown and a second one in the next town. Simple numbers, real steps.
9:00, the order comes in. A retailer orders 60 cases of detergent at ₹540 a case and 40 cases of biscuits at ₹360. Your salesman, logged in on his phone browser with the Sales role, books a sale order: ₹46,800 before GST. Nothing has left the godown yet, and no invoice has been counted.
11:00, the truck is loaded. Only 40 cases of detergent are on hand at the main godown. The storekeeper loads 40 detergent and 40 biscuits. From the sale order you make the invoice for what is going: ₹21,600 plus ₹14,400, or ₹36,000 before GST, with GST at each item's rate. You pick the truck from the vehicles master and its number prints on the invoice; the salesman is on the invoice too, so the sale counts in the Sales by Salesman report and towards his commission. Before the truck leaves, its load sheet lists every item to pick across the day's invoices. The sale order now shows 20 cases of detergent, worth ₹10,800, still pending. If you prefer to dispatch first and bill later, make a delivery challan instead and convert it to an invoice when the retailer confirms receipt.
About e-way bills. VyapRise does not generate e-way bill numbers and is not connected to the e-way bill portal. On Pro it prepares the bulk-upload JSON from your invoices: upload it under Generate Bulk on the government portal, which generates the e-way bills, and send the printout with the driver. Our post on e-way bill rules and limits explains when one is needed.
Afternoon, stock between godowns. The second godown is short of biscuits. You make a stock transfer of 100 cases from the main godown. Both godowns update at once, and the warehouse stock report shows each one separately. Our guide to multi-godown stock management covers how to set this up.
The purchase side. You raise a purchase order to the company for 500 cases of detergent and approve it. When the truck arrives, the storekeeper makes a GRN against the PO into the main godown, records the batch, and marks the quality check as passed. The accountant then books the company's bill with its invoice number, and the input GST and payable are recorded. If 10 cases arrive damaged, a purchase return takes them out of stock and raises a debit note.
Evening, the collection. The same retailer has three open invoices: ₹18,000 from 45 days ago, ₹24,500 from 20 days ago and ₹12,000 from 5 days ago. He pays ₹30,000 by bank transfer. The accountant records the receipt and allocates ₹18,000 to the oldest invoice and ₹12,000 to the second. The ledger now shows ₹24,500 due: ₹12,500 on the second invoice and ₹12,000 on the third. His oldest open bill is now 20 days old, so he leaves the 31–60 days bucket of the ageing report. Another retailer hands over a cheque dated next Friday; it sits in the post-dated cheque register until it clears, and if it bounces, the receipt is reversed.
Next morning. The 20 pending cases arrive from the company. You open the sale order and invoice the balance. The order closes as fully delivered and invoiced.
- Every invoice, receipt and purchase bill posts to double-entry books on its own.
- Bank reconciliation is on the Free plan; GSTR-1, GSTR-3B and P&L reports are in Pro.
Distributor billing software tasks, plan by plan
What a distributor does every week, how VyapRise does it, and which plan it needs. Pro is ₹1,499 per year.
| Task | How VyapRise handles it | Plan |
|---|---|---|
| Order booking | Sale order with delivered and invoiced quantity tracked per line | Pro |
| Dispatch before billing | Delivery challan that converts to an invoice; unbilled-challan report | Pro |
| Loading the truck | Dispatch load sheet per vehicle or route from saved invoices: pick list, delivered / returned per invoice, PDF | Free |
| Salesman and route | Salesman and route on the customer; salesman on invoice and receipt; commission %; Sales by Salesman report | Free (receipts Pro) |
| Schemes and slab rates | Customer groups with a price list and discount, quantity slab rates, schemes with from / to dates | Pro |
| Brand claims | Price protection, scheme, expiry and damage claims as draft debit notes, tracked until settled | Pro |
| GST invoice | CGST/SGST or IGST by place of supply, HSN, vehicle details, UPI QR | Free, 10 a month; unlimited on Pro |
| Multiple godowns | Stock per warehouse, transfers, warehouse stock report | Pro (Free has one warehouse) |
| Buying from the company | Purchase order (or low stock to PO), GRN with QC status, purchase bill, return and debit note | Pro |
| Collections | Receipts allocated to invoices, party ledger, ageing buckets, post-dated cheque register, follow-ups | Receipts and post-dated cheques Pro; follow-ups Free; Free shows payments on the invoice and the current month's ledger |
| Credit control | Warns past the credit limit or overdue days, or needs the owner's approval if you switch that on | Free |
| Supplier payments | Payment vouchers allocated to bills | Pro |
| Staff access | Built-in and custom roles, unlimited users | Pro |
| GST reports | GSTR-1 and GSTR-3B as PDF, CSV or Excel, HSN summary, GSTR-2B reconciliation, check before filing, Send to CA | Pro |
| Books and CA handover | P&L, balance sheet, day book, Tally Prime XML export | Pro |
| E-way bill | Numbers are not generated in VyapRise; it prepares the bulk-upload JSON for the portal's Generate Bulk | JSON on Pro; generation not offered |
Most distributors raise more than 10 invoices a month and need orders, challans and more than one godown, so plan on Pro. Every new company can try it free for 7 days. See pricing.
Moving your distribution business onto VyapRise
Most of the work is getting your masters in. Your old data comes across from Excel.
- 01
Import items, retailers and suppliers
Pick Wholesaler / Distributor, or Pharma distributor, as your business type when you sign up. Export your masters from your old software as Excel or CSV and import them with column mapping and a preview. Full bill history is not imported; start from today with opening balances.
- 02
Create godowns and opening stock
Add each warehouse (more than one godown is Pro) and enter the stock in it at cost. Add your vehicles to the vehicles master.
- 03
Enter opening balances
Enter what each retailer owes and what you owe each supplier, or import each retailer's unpaid invoices as opening bills so Receive Payment offers them one by one. Add each retailer's salesman and route while you are there.
- 04
Invite your team
Add salesmen, storekeepers and the accountant with the role that fits each one. Staff users are part of Pro, with no charge per user.
Is VyapRise right for your distribution business?
A good fit if you
- Book orders and deliver them in parts, sometimes on challan first
- Run two or more godowns and move stock between them
- Buy on purchase orders and want a GRN before the bill
- Give retailers credit and need ageing and clean receipt allocation
- Pay salesmen a commission and chase scheme and expiry claims with the companies
- Have a team of salesmen, storekeepers and accountants and do not want a per-user bill
Not a fit yet if you
Need e-way bill numbers generated inside the software: VyapRise only prepares the bulk-upload JSON (Pro) that you upload on the portal. There is no route or beat planning and no salesman mobile app: salesman and route are recorded on customers and invoices, but salesmen use the browser on their phone. A credit limit warns, or needs the owner's approval if you switch that on; it does not block a bill outright. Customer price lists, slab rates, schemes and batch & expiry dates are in Pro; try them with your own lines during the trial. Each firm or branch is its own company with its own data and plan; one login can switch between them, but there are no combined reports across companies. Compare the options on our Busy alternative and Marg alternative pages.
Checklist for choosing distributor billing software
Test these with one real order and one real truck during a trial.
- One sale order can be invoiced in two or more parts
- A challan converts to an invoice without retyping
- Stock shows per godown and transfers update both sides
- Purchase orders, GRN and supplier bills link together
- One receipt can settle several invoices
- Ageing shows overdue retailers by bucket
- Vehicle details print on the invoice, and each truck gets a load sheet
- Each invoice carries the salesman, and commission comes from it
- Scheme and expiry claims with brands are tracked until settled
- Each staff member has a login with only the screens they need
- Your CA gets GST reports in a format they can use
- You know how e-way bills will be handled
Common questions
Can billing software for distributors bill one order in parts?
Yes, in VyapRise. A sale order tracks delivered and invoiced quantity on each line. Convert it to a challan or invoice for what is going today, and the balance stays open on the order until you bill it.
Does VyapRise generate e-way bills?
No. VyapRise does not generate e-way bill numbers and has no live connection to the e-way bill portal. On Pro it prepares the bulk-upload JSON from your invoices; upload it under Generate Bulk on the e-way bill portal, and the portal generates the bills.
Is there a mobile app for salesmen?
There is no VyapRise app on the Play Store and no separate salesman app. Salesmen sign in on their phone browser, which can be added to the home screen, and work with the screens their role allows. There is no route or beat planning, but each retailer can carry a salesman and route, invoices and receipts carry the salesman with a commission %, and the Sales by Salesman report shows each one's sales, on every plan (receipts are Pro).
Can I manage multiple godowns in distribution management software for a small business?
Yes. VyapRise keeps stock per warehouse, records transfers between them, and reports stock by godown. More than one warehouse is part of Pro; the Free plan keeps stock in one.
How many users can I add?
Unlimited on Pro, with no per-user charge; the Free plan is for the owner alone. Built-in roles include Sales, Store Keeper, Accountant and Cashier, and you can create custom roles.
Can I set different rates for different retailers?
Yes, with customer price lists on Pro: put retailers in groups with their own price list and discount, set quantity slab rates per item, and run schemes with from and to dates. On Free, change the rate on the invoice line or give a line discount. A credit limit on each customer warns on the invoice, or, if you switch on credit control, needs the owner's approval past the limit or overdue days.
Can I track scheme and expiry claims with the companies I buy from?
Yes, on Pro. The brand claims register records price protection, scheme, expiry and damage claims against a brand as draft debit notes, tracks each one until it is settled, and books it at the amount the company accepts. A scheme claim can be worked out from your sales of that brand.
What does it cost?
The Free plan is free forever with 10 sales invoices a month, 30 items, 10 customers, one user and one warehouse. Pro is ₹1,499 per year, a one-time payment with no usage limits, and adds sale orders, challans, more godowns, the purchase cycle, receipts, brand claims, the cheque register, staff users, GST reports, P&L and Tally export. Salesman commission and load sheets work on Free. Try Pro free for 7 days.
Related pages
- Sales and purchase order softwareOrders, challans and the purchase cycle.
- Inventory management softwareGodowns, transfers and stock reports.
- Customer ledgerOutstanding, ageing and receipt allocation.
- ReportsSales, stock, receivables and GST reports.
- Multi-godown stock managementSetting up and running more than one warehouse.
- Busy alternativeHow VyapRise compares for traders and distributors.
Run your distribution on one system
Bring in your items, retailers and godowns, and bill your next order from a sale order. Pro is free for 7 days; no card needed.