Traders and distributors
Every batch, every warehouse, every payment.
Batches, expiry, warehouse stock, dispatch and dues in one system your sales team, storekeeper and accountant share.
- Unlimited users
- Pay only for the modules you use
- Core ready in 1–2 weeks
- Customised to your requirements
In short
For a distributor, MyRecords keeps stock by warehouse and by batch with expiry dates, turns open orders into deliveries in one pass, sends them out on delivery trips with vehicle and LR numbers, and ages every retailer's dues. Schemes and discounts apply on every bill. In India it also prepares the e-way bill bulk-upload file and records the EWB number. Orders, deliveries and invoices post to the same books, so the ledger and the tax return agree. Users are unlimited, so every salesperson and storekeeper gets a login.
Before and after
What gets easier.
The same jobs, done once, on one set of books.
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Today: Expired stock turns up only when the retailer sends it back.
With MyRecords: Batch expiry lists batches soonest first, flags what will not sell in time from the last 90 days' sales, and moves expired stock to scrap in one step.
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Today: Typing e-way bills on the portal takes the dispatch clerk half the day.
With MyRecords: MyRecords checks GSTIN, PIN, HSN and transport details, then makes one bulk-upload file for the bills you pick.
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Today: The godown says one number, the books say another.
With MyRecords: Stock moves between warehouses as transfers, and every delivery and receipt updates both stock and the ledger.
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Today: Reorders go by gut feel, and fast movers still run short.
With MyRecords: Reorder lists what is at its reorder level; Smart qty suggests about a month of the last 90 days' use, and purchase orders are made by supplier.
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Today: Salesmen do not know which retailers are overdue before they take the next order.
With MyRecords: "Who owes you" ages every retailer by days late, and the order shows what is still to deliver and bill.
6 steps
A day with MyRecords.
One record moves through every step, so nobody types it twice. Read the steps, or watch the same work run on sample data.
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Take the order
A salesman books the retailer's order from any phone browser, or the AI Assistant drafts it from the retailer's message or a photo of their order. Each line shows what is in stock.
Sales -
Deliver many orders at once
Dispatch & billing lists open order lines with the stock to ship them. Tick the ready lines and create the delivery notes, picked by batch. Batch, expiry and serial.
Inventory -
Load the vehicle
A delivery trip groups the notes on one vehicle with the driver, stops in order and a trip sheet. Vehicle and LR numbers go on each delivery; mark each stop delivered, with proof of delivery.
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Make the e-way bill file
Validate the bills and download one bulk-upload file for the e-way bill portal, then record the EWB numbers. Making them on the portal's API works once you connect your e-way bill API login, from NIC or a GSP.
India compliance -
Bill and collect
Invoice the delivered lines with HSN, the retailer's GSTIN, your schemes and a UPI QR for the exact amount. Overdue retailers get a statement and a reminder.
Accounting -
Reorder for tomorrow
Reorder shows what fell to its level and suggests a quantity. Raise purchase orders by supplier in one pass.
Purchasing
Filter coffee powder 500 g
FCP-500 · Nos · Kaveri Agencies
- In stock320 Nos
- Value₹76,800.00
- Expiry4 Jan 2027
- Warehouses holding it3
Stock by warehouse
| Warehouse | In stock | Value |
|---|---|---|
| Main godown, Mysuru | −40 260 220 | ₹62,400.00 ₹52,800.00 |
| Nanjangud godown | +40 40 80 | ₹9,600.00 ₹19,200.00 |
| Hunsur depot | 20 | ₹4,800.00 |
| Total unchanged | 320 | ₹76,800.00 |
40 packs move from Main godown to Nanjangud. Both godowns change; the total stays 320 packs and ₹76,800.
Sample data for a fictional distributor, Kaveri Agencies, Mysuru.
7 modules
The modules to switch on.
Most businesses like this start here. Every module shares one set of books, one login and one list of customers and items.
- Inventory Stock by warehouse, batch, expiry and serial, with reorder alerts.
- Sales Quotation to payment in one connected chain.
- Purchasing Material requests to supplier payments, with AI bill reading.
- Accounting Ledgers, bank reconciliation and financial statements, in your currency.
- India compliance India’s GST, TDS and e-invoice files from your own books.
- Analytics Dashboards and a no-code query builder over your records.
- CRM Leads, deals and a pipeline board, with today’s follow-ups first.
Add any time, on the same books
Honest fit
When it is not the right fit.
We would rather say so now than after you have paid.
Compare the options fairly- If you run a chemist counter whose daily work depends on pharma-specific features of a pharma billing package, ask us to run your own counter flow in a demo before you decide.
- If you want e-way bills made from inside the software without connecting an API login, note that MyRecords makes the upload file; the direct API works once you connect your e-way bill API login, from NIC or a GSP.
- If you sell through Amazon, Flipkart or Shopify and need orders pulled in automatically, those connectors are not built yet.
- If you only need a billing app on one phone, a low-cost billing app will cost you less.
Questions
Questions people ask
Something else on your mind?
Ask us anything about modules, a quote or moving across. A person from our team replies.
Ask a question01Does MyRecords track batches and expiry dates?
Yes. Every batch carries its expiry date and stock by warehouse, with its movements. Batch expiry lists them soonest first and says which will not sell in time; expired batches move to scrap in one transfer.
02Can it run trade schemes?
Yes. Offers and loyalty holds discounts, slab schemes, coupons and loyalty points that apply on every bill, and flags offers that clash and discounts typed by hand.
03Can it make e-way bills?
It checks each bill (GSTIN, PIN, HSN, transport) and creates the bulk-upload file for the e-way bill portal, then records the EWB number on the bill. Making it on the portal's API is built and works once you connect your e-way bill API login, from NIC or a GSP.
04Can I run several godowns?
Yes. Stock is kept by warehouse, with transfers between them. A small setup includes 2 locations; more warehouses or branches under the same GSTIN can be added to your quote.
05Can salesmen use it on their phones?
Yes. It works in any phone browser and installs to the home screen. It needs a connection; only point of sale, the shop floor, attendance check-in, maintenance visits, asset physical checks and bill photos for "Read a bill" work offline.
06Does it check MRP on the invoice?
Yes. Sales lines can be checked against the MRP on the item, so you do not bill above the printed price.
07Can I match my purchases with GSTR-2B?
Yes. Upload the GSTR-2B file you download from the GST portal; MyRecords matches it with your purchase bills and lists what is missing on either side. Fetching 2B directly works once you connect a GSP account.
08Is there a charge per salesman or storekeeper?
No. Users are unlimited, with no per-user fees. You pay a one-time setup fee for the modules you switch on, then cloud or AMC. Get a quote.
09Can you move my data from Tally or Busy?
Yes. From Tally, parties, stock items and the Day Book are each checked before anything is created, and we check the totals with you. From Busy, parties and items come in from your export. See switching from Tally.
Last updated
Next step
See it on your own numbers.
A live demo on our sample company, shaped to your kind of work, with your questions answered. Or ask us for a quote first.
Live demo
Book a walk-through
- On our sample company, for your kind of work
- A quote for the modules you need
- Your questions, answered by our team