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Wholesale & distribution

GST billing software for distributors

Forty retailer orders arrive by evening. Each one needs a correct tax invoice, the right credit days and a stock issue from the godown before the delivery van leaves at seven.

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In short

SimpleERP is GST billing software for distributors in India. Retailer invoices carry HSN and the rate on each carton line, apply credit days, switch to IGST across state lines and issue stock from the godown on posting.

Illustration of the keyboard-first invoice editor with a focused line, live tax totals and shortcut hints.

A GST billing day at Vaigai Consumer Distributors

Vaigai Consumer Distributors in Madurai carries toilet soap, biscuits, tea and detergent from four companies and sells them to about 300 retailers in Madurai, Dindigul and Theni. The salesmen walk their beat in the morning and phone in orders by two. The billing desk has until six to turn those orders into invoices, carton by carton.

Most bills mix rates. Soap, biscuits and tea sit at 5% since the September 2025 changes; detergent stays at 18%. A grocer in Kumily, across the Kerala border, needs IGST instead of CGST and SGST. Every retailer has credit days agreed with the salesman, and the owner wants nobody's outstanding to grow past what he allowed.

In SimpleERP the billing clerk picks the retailer, types the first letters of each product and moves through cartons and rate with Enter. The tax splits itself from the retailer's GSTIN, the due date comes from the payment terms, and the moment the invoice posts the cartons leave the godown stock and the amount joins the retailer's ledger.

How do I bill forty retailers before the van leaves?

The invoice editor is built for a clerk who never takes their hands off the keyboard. Retailer, product, cartons, rate, Enter, and the next line opens. Save posts the bill and the next blank invoice is one shortcut away.

  • Type-ahead search finds a retailer by name, town or GSTIN, and a product by name or code.
  • HSN and GST rate come from the product, so the clerk never chooses a rate on the line.
  • A trade discount per line in percent or rupees, and an editable round off at the foot.
  • Ship to can differ from bill to when a retailer runs a second shop.
Line (HSN)QuantityTaxable valueGST
Toilet soap 75 g, 144 per carton (3401)10 cartons @ ₹1,440₹14,4005%: ₹720
Glucose biscuits, 96 packets per carton (1905)8 cartons @ ₹1,150₹9,2005%: ₹460
Detergent powder 1 kg, 18 per carton (3402)5 cartons @ ₹1,800₹9,00018%: ₹1,620
Tea 250 g, 40 per carton (0902)4 cartons @ ₹2,700₹10,8005%: ₹540
Total₹43,400₹3,340
Invoice total (CGST ₹1,670 + SGST ₹1,670)₹46,740
One intra-state invoice from Vaigai to a Dindigul grocer, at the usual rates after the September 2025 changes. Rates change, so confirm the rate for your goods with your CA or the GST portal before you rely on it.

What changes when the retailer is in Kerala?

Place of supply decides the tax, and SimpleERP reads it from the retailer's GSTIN. A Kumily grocer with a GSTIN starting 32 gets IGST on every line, while a Theni grocer starting 33 gets CGST and SGST, with no setting to flip on the bill.

  • The GSTIN is checked for format and its state code when the retailer is added.
  • The sales register lists every invoice with taxable value and each tax head for the GSTR-1 check.
  • The HSN summary groups the month's sales by code, the way the GSTR-1 HSN table asks.
  • Unregistered kirana shops are billed as consumers and still charged GST.

Illustration of GST tax invoice INV-2026-27-0213 to Ravi Stores with CGST 9% and SGST 9%, round off, a UPI QR code and the amount in words.

The printed tax invoice with an HSN-wise summary.

Can the invoice tell me a retailer is over his limit?

Set credit days and a credit limit on each retailer. When a new bill would push the outstanding past the limit, the invoice shows the current dues, what this bill adds and the limit, and the person posting decides whether to send the goods.

  • Payment terms such as Net 7 or Net 21 put the due date on every invoice.
  • A warning, not a block, so a trusted retailer's festival order is not held up at the desk.
  • Posted invoices are frozen; a wrong bill is cancelled, which reverses the stock and the dues.

How are damaged cartons and returns billed back?

A retailer who sends back crushed biscuit cartons gets a credit note against the original invoice. It reverses the tax, reduces what he owes and, if you choose, puts the goods back into the godown at the cost they left at.

  • Credit notes link to the invoice they correct, so the sales register nets them off.
  • Leave stock out of the credit note when the goods are destroyed, not resold.
  • Debit notes send the same damage back to the company when it agrees to take it.

One system

What it connects to

A posted retailer invoice issues cartons from the godown, records the receivable and writes output GST in one step.

Honest limits

What SimpleERP does not do yet

  • E-invoice IRN and QR code, and e-way bills, are not generated through the government APIs
  • Cess is not calculated; GST return filing stays with you or your accountant
  • No price lists: every line is priced as you bill it
  • No scheme management: a 12 + 1 free offer or a slab discount is entered as a line discount by the clerk
  • No salesman route or beat planning, and no order-taking app for the field

Getting started

Start with GST billing

  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 products from a CSV file with HSN, GST rate, unit and opening cartons in the godown, then add your regular retailers with their GSTIN and credit days.

  4. Post your first GST invoice

    Pick the customer, add lines and save. The place of supply picks CGST and SGST or IGST for you.

FAQ

Questions, answered

Can I bill in cartons and also sell loose pieces?

Each product has one unit, so a carton of soap and a single bar are two products in SimpleERP. Most distributors bill full cartons only and keep a separate product for the few loose sales, each with its own price and stock.

How do I give a retailer the company's scheme discount?

Put the discount on the invoice line in percent or rupees. SimpleERP has no scheme engine, so the clerk applies the offer by hand, and the discount shows on the printed bill and in the sales register.

Do I need a GSTIN from every kirana shop?

No. A shop without a GSTIN is added as an unregistered or consumer customer and charged GST at the product's rate. Registered retailers should give their GSTIN so they can claim input credit. Rates change, so confirm the rate for your goods with your CA or the GST portal before you rely on it.

Can the salesman see a retailer's dues before he takes an order?

Yes, if he has a login. The seeded Sales role can open customers, invoices and dues on a phone browser, without the ledger or payroll. Give each salesman his own login so the audit history shows who billed what.

Related

See how GST billing works in SimpleERP for wholesale and distribution

Seven days free. No card. Your first GST invoice in minutes.

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