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Service centres

ERP software for repair and service centres in India

Bill spares and labour on one GST invoice, keep spares stock by centre, follow up every AMC customer on time, and settle technician claims from their phones.

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In short

SimpleERP is ERP software for repair and service centres in India. One GST invoice carries spares with HSN and labour with SAC, spares stock is kept by centre with reorder levels, and AMC follow-ups, technician claims and payroll share the same books.

Illustration of an expense claim on a phone with a receipt photo and Approve and Reject buttons.

A day in a service centre

A service centre sells two things at once, a part and the time it takes to fit it, and both have to land on the bill.

At Sri Balaji Cooling Services the phone starts ringing at nine. An AC is not cooling in Anna Nagar, a washing machine is leaking in Velachery, and an office wants its quarterly AMC visit. Three technicians leave on bikes with a bag of capacitors and relays.

By evening the counter has a pile of handwritten bills. One fan motor came from the main centre and one from the branch, so nobody is sure what is left in either. A technician paid for parking and a part from a local shop out of his own pocket. The AMC visit due next week is on a calendar only the owner reads.

SimpleERP puts that day into two records that matter most. The GST invoice carries the spares and the labour together and takes the parts out of the right centre's stock. The customer's ledger keeps every invoice, payment, call and planned AMC visit in one place.

GST billing

Spares and labour on one GST invoice

A service invoice mixes parts with an HSN code and labour with a SAC code, and SimpleERP prints each line with its own code, rate and tax. Rates in the example are illustrative, so confirm yours with your CA.

  • HSN or SAC on every line, with an HSN-wise summary on the print.
  • CGST and SGST or IGST chosen from the customer's place of supply.
  • Free-text lines for a one-off job that is not in your service list.
  • UPI QR on the print, so the customer can pay at the counter or on the doorstep.
LineHSN or SACTaxable value
Fan motor, 1 NosHSN 8501₹2,400
Capacitor 35 µF, 1 NosHSN 8532₹450
Repair and service labourSAC 9987₹1,200
CGST 9% and SGST 9%₹729
Invoice total₹4,779
An AC repair invoice from Sri Balaji Cooling Services, Chennai, at example rates

Inventory and purchase

Know which centre has the part before the technician leaves

Each centre or van store is a warehouse, so a capacitor shows as two at the main centre and none at the branch, and the low-stock list tells you what to order before a job waits for a part.

  • Reorder level per spare, with a low-stock list that turns shortfalls into purchase orders by supplier.
  • Purchase orders and supplier bills from your distributors receive parts into the right centre at the bill cost.
  • Transfers move spares from the main store to a branch or a technician's van.

Illustration of stock on hand by warehouse at average cost, with a low-stock row highlighted and a movement ledger.

Spares on hand by centre, with low-stock rows flagged.

Customers and CRM

Every customer's history in one ledger

The customer record shows every invoice, payment and credit note with a running balance, and an activity tab with every call, visit note and follow-up logged against that customer.

  • Transactions and statement for a housing society or office that pays by the month.
  • Log calls, visits and notes against the customer, so the next technician knows what was done last time.
  • Receivables ageing by customer, with a reminder written for you to copy and send.

Illustration of receivables ageing: ₹2,14,800 to collect across 5 buckets, with customer totals.

Receivables ageing by bucket and by customer.

AMC follow-ups

AMC visits that do not depend on someone's memory

Add a follow-up with a due date against each AMC customer, and it appears in the follow-up inbox under overdue, today or upcoming for whoever is assigned to it.

  • Follow-up inbox with overdue, today and the next seven days, for each staff member.
  • Snooze or mark done in one tap, and log the visit as a note on the customer.
  • AMC invoices raised as a normal invoice with a SAC line when the contract renews.

Expenses and payroll

Technician claims and pay, sorted from a phone

A technician photographs the receipt for parking, fuel or a part bought on the spot, submits the claim from his phone, and a manager approves it before the accountant reimburses and posts it.

  • Claims move from submitted to approved to reimbursed, with a reason when rejected.
  • Attendance from the phone, with shifts and grace minutes for the morning start.
  • Payroll from attendance, with PF, PT and TDS lines and advances recovered month by month.

Illustration of the daily attendance sheet on a phone with a Mark all present button.

A technician's attendance on a phone.

Ready on day one

What you don't have to set up

SimpleERP seeds the parts every service centre needs when you sign up, so day one is about your spares and services.

  • A chart of accounts with inventory and cost of goods sold already mapped.
  • GST rates split into CGST, SGST and IGST, ready to pick on a spare or a service.
  • Units such as Nos, sets and metres, and document numbering on the April to March year.
  • Ten expense categories, including travel and conveyance, and salary components with a default shift.
  • Seven ready-made roles, including an Employee role that sees only its own attendance, payslips and claims.

One system

The modules that do this work

An invoice posts the sale, the GST and the cost of the spares; a claim posts the expense; a follow-up keeps the next visit on someone's list.

Honest limits

What SimpleERP does not do for service centres yet

These come up often with repair and service businesses, so here they are up front.

  • Job cards that track a device from intake to delivery. Many centres log the complaint as a note on the customer and bill when the job is done.
  • Device serial numbers or warranty tracking. Write the serial number in the invoice line description if you need it on the bill.
  • Technician scheduling or a dispatch board. Assign follow-ups to a technician and work from the inbox.
  • SMS or WhatsApp updates sent by the system. The reminder text is written for you to copy and send yourself.
  • AMC contracts that raise invoices on their own. Raise each AMC invoice when it falls due.

Getting started

Start with your first invoice

  1. Sign up with your phone

    Name, phone number and a password. No card for the seven-day trial, and email is optional.

  2. Tell us about the business

    Type your GSTIN and the state fills itself. Accounts, GST rates, units, roles and numbering are seeded for you.

  3. Add what you sell

    Import your spares from a CSV file with HSN codes and opening stock per centre, then add your labour and AMC services with their SAC codes.

  4. Post your first GST invoice

    Pick the customer, add lines and save. Your first GST invoice can be out within 10 minutes of signing up.

FAQ

Questions, answered

Which GST rate applies to repair work and spare parts?

Spares follow the HSN code of the part, such as 8501 for motors or 8714 for two-wheeler parts, and repair labour falls under SAC 9987, which is often charged at 18%. SimpleERP lets each line carry its own code and rate. Rates change, so confirm the rate for your goods with your CA or the GST portal before you rely on it.

Does SimpleERP have job cards for devices brought in for repair?

No. There are no job cards, device serial numbers or warranty records yet. Many centres log the complaint as an activity on the customer, keep the serial number in the invoice line description, and raise the invoice when the device is returned.

Can I keep spares stock separately for each centre?

Yes. Create a warehouse for each centre or van, and every invoice line takes the part from the warehouse you pick. Transfers move stock between them.

Is it suitable for a centre with five technicians, or one with fifty?

Both. Every member gets a login with a role, and there is no limit on members. Technicians can use the Employee role to mark attendance, file claims and see payslips from their phones without seeing your books.

We keep bills in a notebook and Excel. How do we move?

Import your spares with opening stock from a CSV file, add customers with opening balances, and start billing from today. Old notebook bills stay where they are.

Related

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