RetailSutra runs an Indian distributor's whole day in one system: orders from WhatsApp, the Retailer App, salesmen and the counter, billed with schemes and GST, delivered with OTP and collected into the khata.
A retailer can start an order on WhatsApp, finish it in the Retailer App, and have it approved, invoiced and delivered without anyone re-typing a line. Here is order ORD-4821 from the demo company, minute by minute.
Ramesh Bhai of Sai Kirana Stores types ORDER and picks Pepsi 250ml × 3, Coke 2L × 2.
The same cart opens in the app. Pepsi goes to 5 cases and "Buy 5 get 1 free" applies.
₹4,147 incl. GST. Credit is checked: ₹16,547 of ₹50,000 used after this order.
The office sees how the order was built. FEFO picks batch PB-2609, expiry Mar 27.
INV/26-27/04821 posts. The PDF goes to the retailer on WhatsApp and in the app.
Suresh's van, stop 1 of 5. Delivery code 4821 reaches the retailer.
OTP confirmed, ₹2,000 taken on UPI, and the khata updates on both sides.
Each layer serves a different person. All three sync through a central cloud backend in real time, and the mobile apps keep working without signal.
Regional and local distributors with crore-level turnover, whose orders still arrive through calls, notebooks and WhatsApp groups.
Multi-brand portfolios with hundreds of SKUs and high daily transaction volume.
Schemes · beats · speedPerishable stock where batch numbers, expiry dates and recalls carry real money.
Batches · expiry · traceWalk-in counters, phone orders and credit spread across hundreds of shops.
Counter speed · creditSeveral company principals, each with separate schemes, targets and statements.
Per-principal reportingOffice staff come from Tally and Busy, so billing and purchase are keyboard-first, tables are dense, and every common action has a key. These are the actual layouts from the RetailSutra UI guide.
| Salesman | Visits | Productive | Orders ₹ | Target |
|---|---|---|---|---|
| Rohit Kumar · Hadapsar | 118/124 | 81% | 38.6 L | 112% |
| Imran · Kothrud | 121/126 | 79% | 35.4 L | 104% |
| Sagar · Kharadi | 109/120 | 76% | 31.9 L | 98% |
| Nitin · Wakad | 88/118 | 58% | 22.3 L | 62% |
| Item | Qty | ₹ |
|---|---|---|
| Pepsi 250ml (24) ★ | 5 CS | 2,400.00 |
| +1 FREE Pepsi 250ml 3 | 1 CS | 0.00 |
| Coke 2L (6) | 2 CS | 840.00 |
| Retailer | Invoice | Qty |
|---|---|---|
| Sai Kirana Stores | INV/04813 | 4 CS |
| Om Sai Bakery | INV/04790 | 3 CS |
| Jai Bhavani Store | INV/04781 | 2 CS |
| + 8 more retailers | ||
Large tap targets, a bottom tab bar, and one main action pinned to the bottom of each screen. The Field App keeps working with no signal; the Retailer App uses plain words like Khata, Pay and Offers.
Money first, GPS-verified check-in, and four big actions for the salesman.
Steppers instead of typing, live scheme hints, and the order queues until the network returns.
The retailer sees where the cart started, the free line, and credit left after the order.
Line check, partial delivery, OTP in large boxes, with photo and signature as fallbacks.
From the product master to GPS-confirmed delivery and GST filing. Each module shares the same masters, the same ledger and the same stock.
Products with HSN, MRP, PTR and PTS, Box → Strip → Piece conversion and barcodes. Retailers with GPS pin, route, credit limit and tier. Salesmen with targets and device binding.
Live stock ledger per SKU and godown, batch tracking, expiry alerts at 30/60/90 days, dead-stock flags, reorder suggestions, van loading and damaged-stock register.
Vendor invoices with batch, free quantity and scheme entry. Net effective rate, debit notes, vendor aging and product-wise rate history.
Barcode billing over USB or Bluetooth, mixed Cash/UPI/Cheque/Credit payment, automatic scheme and GST split, credit block or warn, audited rate overrides.
Route-wise retailer list, order history, outstanding at a glance, scheme banners, quick steppers, signature on order, GPS check-in and check-out.
Invoices assigned from the office, GPS-ordered route, OTP confirmation, dynamic UPI QR per invoice, partial delivery with shortage note, photo proof.
Retailer commands for orders, ledgers, schemes and statements, plus system messages for invoices, delivery, payments, reminders and monthly statements.
Cash and bank books, retailer and vendor ledgers, PDC tracker, four-bucket credit aging and collection vs sales reconciliation. No separate accounting software needed.
GSTR-1, GSTR-3B, E-Invoice and E-Way Bill, the owner KPI dashboard, top products and retailers, margin after schemes, and a full audit trail.
The owner dashboard turns every order, receipt and visit into a handful of numbers. Below is the demo company, Shree Sai Distributors of Pune, on 29 September.
₹ lakh per month against a ₹150 L monthly target
1,912 orders across four channels
Retailer App active: 19 of 80 retailers, up 6 this month.
₹35.1 L owed by retailers
September orders vs target · line marks 100%
Figures are sample data from the RetailSutra demo company. Product names are used as sample data only.
Know what sits in the godown by SKU, batch and expiry date. Alerts reach the godown manager and the sales team while there is still time to sell.
One click notifies all 11 retailers who received this batch. A recall that used to take days of physical counting takes seconds.
Retailers already use WhatsApp all day. They save the distributor's business number and everything works from there, with no download and no training.
ORDER | Category menu, item selection and order confirmation with delivery date |
LEDGER | 30-day statement PDF, current outstanding and last payment date |
SCHEME | Active schemes for the retailer's tier and route |
OUTSTANDING | Amount due, due date and overdue breakup by bucket |
STATEMENT | Full account statement PDF for any period |
CATALOGUE | Product catalogue PDF with current rates and MRPs |
khata | Hindi alias for the ledger. Typed shorthand like "1 3, 2 2" also works. |
Double-entry accounting built for Indian distributors, from daily cash entries to GSTR-1 filing. Rupees always appear in Indian grouping, right-aligned, exactly as the server calculated them.
Limit and credit days are set per retailer. Billing reacts in real time.
Within limit and nothing overdue. Billing goes ahead.
The counter sees a warning and the available credit.
Outstanding ₹58,200 + this bill ₹8,640 exceeds the ₹50,000 limit. The bill is blocked.
Only an Owner or Sales Manager can approve, with a password and a reason, recorded in the audit log.
₹14,547 received by UPI from Sai Kirana Stores, allocated automatically
B2B, B2C, CDNR and HSN summary in government format, with pre-filing checks for bad GSTINs and missing HSN codes.
Monthly tax payable with input tax credit calculated across all purchases.
IRN and QR via the NIC API for businesses above ₹5 Cr turnover.
Generated for goods movement above ₹50,000, with cancel and extend.
Ledgers and vouchers to Tally Prime with account mapping, so final books can stay in Tally.
Every entry, edit and deletion logged with user, time and before/after values.
AES-256 at rest, TLS 1.3 in transit, and device-bound mobile apps with remote wipe.
Consent management and data kept in the AWS India region, with daily backups.
Six roles, each with its own menu and screens, from the owner's P&L to the delivery boy's OTP screen.
Full access: KPI dashboard, financial reports, credit approvals, P&L and multi-branch view.
GST entries, ledgers, cash and bank books, PDC tracking and Tally export. No sales or field access.
Salesman targets, beat planning, route optimisation and team performance reports.
Route-wise order taking, retailer visits, scheme display, GPS check-in and collections.
Stock, purchase entry, batch and expiry tracking, and dispatch authorisation.
Assigned invoices, OTP delivery confirmation, payment collection and returns.
Mixed SKUs, van loading, beat routes, cash collections and retailers who live on WhatsApp. The interface is designed around those habits.
Every common action has a key, so the counter never reaches for the mouse.
Indian digit grouping, tabular figures and pack-aware quantities on every screen and print.
Field apps queue orders and receipts offline and sync on reconnect. The sync state is always visible.
44 px tap targets, a pinned 48 px main action, steppers instead of typing, and numeric keyboards for amounts and OTPs.
Credit, order and stock states always pair a word with the colour, for greyscale prints and colour-blind users.
Scheme freebies always carry a dashed FREE pill on screens, invoices and the retailer's cart.
RetailSutra was built for distribution from the start, not adapted from a generic billing tool. Pick a segment to see what changes.
Hundreds of SKUs, dozens of schemes, field salesmen you can't see, and retailers calling at midnight for orders.
Expiry dates, batch recalls and near-expiry stock that turns into a liability. Every batch is tracked from purchase to delivery.
Walk-in customers, phone orders and a wide portfolio, with outstanding credit spread across hundreds of shops.
Separate targets, schemes, salesman assignments and reports for each company you represent, under one roof.
Masters import, team onboarding and the first invoice, all inside week one.
Bulk import of products, retailers and opening balances from your existing files.
Users and roles created, salesman and delivery apps configured on their phones.
WhatsApp Business API provisioned through a verified provider. Tally, E-Invoice and E-Way Bill links are pre-built.
Orders flow from every channel and the owner dashboard starts filling up.
See RetailSutra running on your own products, routes and retailers. Talk to the team that built it.