GST billing software for an Indian shop

Who this billing software is for

It is for a medical store, a kirana, an electronics shop, a wholesaler, a clothing shop, a restaurant, a hotel front desk, or a repair counter. You choose the business type at registration. The sales bill, the purchase, the stock ledger and the GST tables are the same engine. The template changes the labels: a pharmacy shows composition and schedule, a clothing shop shows size and colour, a wholesaler usually keeps GST out of the rate so tax is added on the bill.

It runs on a Windows 10 or Windows 11 PC, 64-bit. The person at the counter uses F2. The owner uses the same data for the trial balance. A second PC in the shop connects to the main PC. It is not a phone app and it is not a website login.

Billing and tax

A pakka bill is a GST invoice. When the customer’s state code matches the shop, the tax splits into CGST and SGST. When the state code differs, the tax is IGST. A kacha bill is an estimate with no GST. Kacha bills are left out of GSTR-1, GSTR-3B and the HSN summary. You can switch kacha off in Settings if the shop should only raise tax invoices.

Payments on one bill

• Cash posts to the cash account. Card and UPI post to the bank account. Credit needs a customer party.
• One bill cannot be split across two modes. There is no payment-gateway reconciliation.
• Sales returns and purchase returns reverse the stock and the tax of the lines you select.
• A quotation does not move stock. Converting it creates one sales bill and takes stock then.

GST tables inside the program

GSTR-1, GSTR-3B and the HSN summary are prepared from pakka bills and can be exported. BillEase does not log in to the GST portal, does not file the return, and does not create an e-invoice IRN or an e-way bill. Someone still has to file from the portal, using these figures if they choose.

Stock, batch and barcode

Every goods item has batches. A batch holds the batch or serial number, expiry or warranty, MRP, purchase rate and sale rate. Sale rate cannot be above MRP. Stock quantity is rebuilt from the movement list, so a sale, a purchase, a return, an adjustment and a transfer all change the same number. Verify and repair checks that the quantity still matches those documents.

• A pharmacy must enter an expiry. Other shops may leave it blank.
• Electronics stores a warranty date and still allows the sale after that date.
• Clothing stores size and colour as separate stock rows. There is no style × size × colour matrix screen.
• Barcode labels are Code 128, printed for the batches you select.
• Services, dishes and room charges are billed and do not carry stock. A dish does not consume a recipe.
• Schedule H, H1, X and narcotic can be set on a pharmacy item. H1, X and narcotic lines ask for the doctor and the patient, and they appear on a register.

Accounts, expenses and outstanding

There is no separate expense screen. An expense is a payment voucher: debit rent, salary or electricity, credit cash or bank. A receipt clears a customer. A journal must balance. Contra moves money between cash and bank. The trial balance, profit and loss, and balance sheet are for the company that is open.

• Party outstanding ages what customers owe and what you owe suppliers.
• Loyalty points can be switched on and redeemed up to a percent of the bill.
• Salesman commission is a report. It is not posted into the ledger. You pay it with a payment voucher.
• There is no payroll, no TDS return, and no cost centres.

Restaurant billing and hotel folio

When the restaurant module is on, tables, kitchen tickets and a kitchen display are available. The display re-reads the database every 15 seconds. Settling a table saves an ordinary GST invoice. Charging the order to a checked-in room posts the lines onto the guest folio instead of making a bill immediately. A dish does not deduct ingredients. Packaged goods on the same order do leave stock.

When the hotel module is on, you keep rooms, bookings, check-in, advances, folio charges and housekeeping. Check-out makes one pakka invoice. Room-rent GST follows the nightly slab: nil up to ₹1,000, 5% up to ₹7,500, and 18% above that. If you later cancel that invoice from Sales Bills, the journal that cleared the guest advance is not reversed for you. You reverse it with a journal voucher.

More than one company, and a second PC

Several companies can sit on one PC. Each has its own encrypted database. A head office can view branch figures and a combined trial balance. There is no combined profit and loss and no central purchase. A stock transfer moves quantity and cost. It is not a tax invoice, and it cannot be edited after the receiver accepts it.

The main PC hosts. Other PCs connect with an access key. Search finds the server only on the shop network. Over the internet you type the public address, and a router port must be forwarded. The licence limits how many of those PCs can be signed in. The trial allows 3. Backup and restore do not run during the 10-day trial.