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For electronics, appliance & AC dealers

Electronics shop billing software for dealers who service what they sell

Sell a refrigerator today and you will hear about it again — at delivery, at the first service call, and the day the compressor gives up in year four. KhataZone holds the serial number, its warranty dates, the delivery challan and every movement of that one unit alongside the bill, so the conversation years later starts with a record instead of a memory.

  • Serial or box number per unit, with warranty dates fixed the day it is booked in
  • Search a serial for the buyer, the sale date and whether it is in warranty or expired
  • Filter your whole stock down to the units still covered, before the fitter leaves
  • Delivery challan on dispatch, converted to the invoice once installation is done
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Free plan available · No card required to start · Works on phone and desktop

What goes wrong between the showroom and the service call

“Is this piece still in warranty?” — asked four years later

A sealed-system warranty outlives the customer's copy of the bill, and usually the salesman who wrote it. Give the item a default warranty period in days and every unit booked in against it carries its own start and end date from that moment. Years later the serial reads plainly as in warranty or expired — a date you can trace back to a purchase bill, not a promise somebody remembers making at the counter.

“When did we sell this piece, and to whom?”

The plate on the back of the machine is often the only thing the customer brings with them. Search that serial or box number and you get the unit itself: which invoice sold it, on what date, to whom, at what rate and out of which warehouse. One search, instead of an afternoon in the file cupboard trying to guess the month.

The AC left on Friday and could only be billed on Tuesday

Nothing can be invoiced until the fitter has seen the site, because the copper, the stabiliser and the labour are not known yet. Send the unit out on a delivery challan — a priced, GST-computed dispatch note under Rule 55 — and convert that same challan into the invoice once installation is finished and the extras are settled. You raise the paperwork the goods travel on without inventing a price you cannot yet stand behind.

A dead machine goes back to the distributor and stays in your count

Warranty replacements move in the wrong direction: the piece leaves your godown but no customer bought it. Raise the debit note against that exact serial and the unit reads as purchase returned — out of sellable stock, off your payable, and on the record as a specific machine rather than a quantity that quietly dropped by one between two stock takes.

The distributor's bill does not match the scheme

A rate difference, a unit damaged in transit, a carton short of what the paperwork claims. Book the purchase bill the way it arrived, then raise a debit note on that supplier for the difference so the ledger shows what you genuinely owe. Your claim becomes a numbered document you can send, not a figure you keep repeating on the phone.

Spares and machines pulling in opposite directions

A remote, a PCB and a compressor move often at small values; the appliances they belong to move slowly at large ones. Both live in one item list, across warehouses, each with its own low-stock level — so an alert on a fast-moving part reaches you while the customer is still waiting rather than after they have gone elsewhere.

From the distributor's truck to the warranty claim

  1. 1

    Set items up the way you sell them

    Add appliances, components and spares with their HSN and tax rate. Switch on serial tracking for the pieces that need it, and set a default warranty period in days on the item so nobody has to write it on a card again.

  2. 2

    Book the purchase, and the warranty starts there

    Enter the distributor's bill and record a serial or box number for each unit received. Stock, cost and the supplier ledger move together, and each serial is stamped with its warranty start and end dates as it enters the godown. If the rate or the count is wrong, a debit note settles the difference.

  3. 3

    Deliver first, invoice after

    Issue a delivery challan when the piece leaves for installation, then convert it to a GST invoice once the job is done. Take the booking advance and the balance separately — both post against the same bill, and outstanding shows only what is genuinely still due.

  4. 4

    Answer for the unit years later

    When the service call finally comes, search the serial: buyer, sale date, warehouse, dated movement history and whether the warranty is still running. If the piece comes back, a credit note re-opens it as available and it is stock you can sell again.

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Built around the unit, not just the bill

One record per physical unit

Serial or box number captured on purchase and again on sale, with purchase rate, sale rate, customer and warehouse all held against that single piece.

Warranty dated at goods inward

A default warranty period on the item gives every unit its own start and end date the moment it is booked in — traceable to the purchase bill that brought it.

In warranty or expired, on sight

Each serial states its own warranty standing, and the stock list filters down to only the units still covered — a straight answer before you send a fitter out.

Three honest statuses, dated

Available, sold, purchase returned — nothing vaguer. Every move between them keeps its date and its document, so no piece leaves the shop untraced.

Challan now, invoice later

Dispatch on a Rule 55 challan and convert that same challan into the invoice after installation — no re-keying, and it locks once billed.

Big-ticket money, in pieces

Booking advances, part payments, per-bill outstanding and ageing, with automatic reminders, so a half-paid sale never reads as an unpaid one.

Why an appliance dealer needs more than an invoice book

A grocery sale ends at the counter. An appliance sale barely starts there. The unit is carried out, installed, serviced, occasionally sent back, and disputed years later — and every one of those events belongs to a specific machine, not to a bill number. Software that records only what you charged cannot answer questions about the piece itself.

Warranty is the clearest case. It is not a note in a diary; it is two dates attached to one machine, and they are fixed when that machine is booked into your godown against the distributor's bill — not when it happens to be sold. That order matters, because the date you can defend in year four is the one with a purchase document behind it. Give the item a default warranty period once, and every unit that arrives afterwards carries its own dates without anybody counting months on a calendar.

Which is why the serial, and not the invoice line, is the anchor of this page. Purchase, sale and return all attach to the unit, and the number on the back plate is enough to rebuild the whole story: where it came from, what you paid, what you charged, when it went out, and whether it is still covered.

Frequently asked questions

How does the software know whether a piece is still in warranty?
Switch on warranty tracking for the item and set a default warranty period in days. Every unit booked in against that item gets its own warranty start and end date, and the serial then reads as in warranty or expired on its own. You can also filter the stock list down to just the units still covered.
Does the warranty clock start when I sell the unit?
No — the dates are set when the unit is booked into stock on the purchase bill, using the item's default warranty period. That is deliberate: it is the date backed by a document you can produce years later, rather than one recalculated at the counter. The sale attaches the buyer to that same serial without disturbing its warranty dates.
How do I bill an AC that was delivered before installation was finished?
Send it out on a delivery challan, then convert that challan into a GST invoice once installation is done and you know the piping, stabiliser and labour charges. You do not re-enter the lines, and the challan locks once it has been converted so the same dispatch cannot be billed twice. Stock and the ledgers move when the invoice is finalised, not on the challan.
Can I find out which customer bought a particular serial number three years ago?
Yes. Search the serial or box number and you get the unit's own record — the invoice that sold it, the sale date, the customer, the rate, the warehouse it came out of and its full dated movement history.
A machine is faulty and the distributor has agreed to take it back. How do I record that?
Raise a debit note on that supplier against the specific serial. The unit reads as purchase returned and stops counting as stock you can sell, your payable to the distributor drops by the agreed amount, and you have a numbered document to send with the piece instead of a phone call and a note in a diary.
The distributor billed us at the old rate. How do I claim the difference?
Book the purchase bill exactly as it arrived, then raise a debit note on that supplier for the difference. The supplier ledger and your payable outstanding both reflect the claim, and you have a numbered document to send instead of making another phone call.

Start billing in the next ten minutes

Create your account, add your business details once, and raise your first GST invoice today. No card required.

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