Service centres
Accounting software for repair and service centres
See what you earn from parts and what you earn from service charges, know the cash your technicians are holding, and close the month without a shoebox of receipts.
In short
SimpleERP is accounting software for repair and service centres in India. Repair invoices, AMC billing, spare parts purchases, technician cash and claims post to one double-entry ledger, with trial balance, P&L, ageing and GST summaries on any date.
Illustration of a profit and loss statement for April to September 2026 with net profit of ₹4,12,800, a GST summary and the lock date.
An accounting day at Coolcare Appliance Services
The owner of Coolcare Appliance Services can name the busiest week of the summer, but not whether the money is in spare parts or in service charges. Four technicians collect cash and UPI on doorsteps, the counter takes card payments, and three parts dealers send bills on fifteen days' credit.
Year end used to mean a week with the CA rebuilding the books from bank statements and a cash book. AMC contracts paid a year ahead made April look like a windfall and September look empty.
With SimpleERP every invoice, receipt, purchase bill and claim posts its own journal when it is saved. The CA opens the same ledger the counter writes to, and the owner reads the P&L for any month without waiting.
Which accounts tell a service centre where the money comes from?
Split income so the P&L shows parts and services apart, and give technician cash its own accounts.
- The parts margin reads straight off the P&L: parts sales less cost of goods sold.
| Ledger account | What lands in it | How it gets there |
|---|---|---|
| Sales: spare parts | Capacitors, motors, PCBs and gas billed on repairs | The sales account set on each part |
| Service income | Visit, labour and gas charging lines under SAC 9987 | An income account on each service |
| AMC income | Annual and quarterly maintenance contracts | A separate income account on the AMC service |
| Cost of goods sold | Parts issued at average cost | Posted by the invoice |
| Technician cash | Doorstep cash before it is deposited | One cash account per technician |
| Dealer payables | Bills for spares on credit | Posted by each purchase bill |
How do you keep technician cash under control?
Each technician's doorstep collections go to a cash account in his name. When he hands the money over or deposits it, a quick transfer moves it to the main cash or bank account, and anything not handed over stays visible as a balance.
- Cash and bank registers list every line with a running balance.
- Bank reconciliation by ticking cleared lines until the difference is zero.
- UPI receipts go straight to the bank account the QR pays into.
Illustration: saving invoice INV-2026-27-0213 moves stock, posts the customer ledger, records CGST and SGST and updates the dashboard in one step.
How should AMC money paid in advance be booked?
An AMC invoice posts the whole contract to AMC income on the invoice date. For a ₹54,000 yearly office contract, many CAs prefer to recognise ₹4,500 a month; a manual journal at month end handles that, because SimpleERP does not spread it on its own.
- Receivables ageing shows which offices have not paid this quarter's AMC.
- Customer statements for housing societies that check their account once a month.
What does closing a month look like at a service centre?
A short list of checks, then the lock date.
- Technician cash accounts at nil, or each balance explained.
- Dealer bills matched to the purchase register and GSTR-2B.
- Sales register and HSN summary exported as CSV for the CA.
- Trial balance and P&L reviewed, then the lock date set so the month cannot change by mistake.
One system
Where service centre accounts connect
Repair invoices, dealer bills, technician claims and payroll each post their own journal, so the ledger never waits for a month-end entry session.
Repair and service centres
Spares and labour on one GST invoice, spares stock by centre, AMC follow-ups and technician claims.
See howGST billing for service centres
Spare parts and service charges on one GST invoice, AMC contracts billed under SAC 9987, and payment by UPI QR at the customer's door.
See howInventory for service centres
Spare parts counted by back room and technician kit at average cost, with reorder levels and purchase orders to each parts dealer.
See howPayroll for service centres
Technician pay from phone check-ins, conveyance and incentives, fuel and parts claims, and advance recovery posted to the books.
See howAccounting
A double-entry ledger with journals, bank registers, statements and a lock date.
See how
Honest limits
What SimpleERP does not do yet
- No bank feeds: bank entries are recorded and reconciled by hand
- No multi-currency; every document is in rupees
- GST return filing and e-invoicing are not done inside the product
- AMC income is not spread across the contract period automatically
- No profit per service call or per technician: income is reported by account, not by repair
Getting started
Start with accounting
Sign up with your phone
Name, phone number and a password. No card for the seven-day trial, and email is optional.
Tell us about the business
Type your GSTIN and the state fills itself. Accounts, GST rates, units, roles and numbering are seeded for you.
Enter opening balances
Enter opening balances for cash, bank, each dealer you owe and every AMC customer who still owes you, dated the first of the month.
Run the trial balance
Every posted document is already in the ledger; the trial balance and P&L are ready on any date.
FAQ
Questions, answered
Can I see how much we make on parts versus service charges?
Yes, as long as parts and services post to different income accounts. Parts sales less cost of goods sold gives the parts margin, while service and AMC income stand on their own lines. The P&L shows all three for any date range, printed or as a CSV.
A technician collected ₹3,200 in cash and has not handed it in. Where does it show?
If the receipt was recorded to his cash account, that account shows ₹3,200 until a transfer moves it to the counter's cash or the bank. The register lists each receipt with the invoice it settled, so the conversation is short.
Our CA keeps the books in Tally. Do we have to send them everything?
Invite the CA as a member with the Accountant role and they work in the same ledger: journals, bank registers, the GST summary and every report. If they still want their own working file, each report exports to CSV. They count as one user.
Can we stop anyone editing last month's bills?
Set the lock date to the month's last day. The database refuses any posting, cancellation or reversal on or before it, and moving the lock date back needs its own permission and leaves a record in the audit log.
Related
Keep reading
Repair and service centres
Spares and labour on one GST invoice, spares stock by centre, AMC follow-ups and technician claims.
Read moreGST billing for service centres
Spare parts and service charges on one GST invoice, AMC contracts billed under SAC 9987, and payment by UPI QR at the customer's door.
Read morePayroll for service centres
Technician pay from phone check-ins, conveyance and incentives, fuel and parts claims, and advance recovery posted to the books.
Read more
See how accounting works in SimpleERP for repair and service centres
Seven days free. No card. Your first GST invoice in minutes.