KKhataZone
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For garment, boutique & readymade stores

Garment shop billing software that counts every size

One design arrives in five sizes and four colours, and by the end of the season they will have sold at four different speeds. KhataZone keeps stock, barcodes, pricing and GST at that level, so the M running out is visible on the day it runs out and not in next season's stocktake.

  • Every size and colour is its own item, with its own barcode and stock
  • One bill can run from a plain tee to a wedding lehenga and still total itself
  • A season markdown is several prices running at once, not one flat discount
  • Size exchanges settled with credit notes, stock back under the right size
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What actually goes wrong in a garment shop

One design is not one item

A kurta in five sizes and four colours is twenty things to count, not one. In KhataZone each size and colour is a separate item with its own barcode, purchase rate and stock figure, so the low-stock list names the M that has genuinely finished instead of staying quiet because thirty XXL are still on the rail. Reordering is a size decision, so the count has to be a size count.

“Do you have this in L?” and nobody is sure

The customer is holding the shirt and waiting for an answer. Stock is held per item and per warehouse, so the counter can see whether the L is in the shop, in the godown upstairs or at the second branch. A stock transfer moves it on record instead of on WhatsApp, and both locations change together rather than one of them quietly staying wrong for a month.

One bill runs the whole price range

A garment counter does not sell one kind of thing at one kind of price. A two-hundred-rupee tee and a wedding lehenga can go into the same sale, and next month's ranges will sit at price points you have never stocked before. Whoever enters a range settles how it is taxed once, when the size is created — so the salesman with four people waiting is never the person deciding it at the counter.

Sale season, and every tag has a new price

A markdown is never one flat discount. Some rails drop to a fixed sale price, last season's stock goes lower still, and the fresh arrivals stay where they are — three prices running at the same time on one floor, and different again in a fortnight. You set the sale price against the rail once and it comes up on the bill from then on, rather than retagging the floor or trusting four salesmen to remember which rack is at what. And because what the piece used to fetch in full-price weeks is still on record, you can see how deep you have already cut before cutting again.

It is an exchange, not a return

A week later she wants the same kurta in L instead of M. Nothing is wrong with the piece and no money needs to move, but the M has to land back on the rail as an M — not as a kurta, and not as a line in a notebook. A credit note takes it into stock under its own size and a fresh invoice sends the L out, so the size-level count and the tax record both stay honest instead of the swap being squared off in the drawer. Where the two sizes are priced differently, the gap shows as an amount to collect or refund.

Last season is still hanging at the back

Dead stock is money you stop noticing. The stock register shows what came in when and what has not moved since, and stock valuation tells you what is tied up — valued excluding GST, so a marked-down piece never looks better than it is. Bill-wise and party-wise profit show what your sales actually earned after what the pieces cost, which is how the full-price fortnight gets told apart from the fortnight that only moved on discount.

From the agent's bundle to next season's order

  1. 1

    Break the range into sizes

    Create an item for each size and colour, with its HSN, its rate, the purchase rate and the selling prices you use. Twenty-four rows for a design in six sizes and four colours sounds like work until the first time somebody asks how many mediums are left.

  2. 2

    Scan the tag and bill

    Scanning puts the exact size and colour on the line at the price that applies, and the discount and round-off settle as you type. Finalising the bill moves that one piece — the M in blue, not the design — out of stock and into your books in the same step.

  3. 3

    Take the swap without losing the count

    Exchanges come back three days later, and often more than once. A credit note returns the piece to stock under its own size, a new invoice goes out for the replacement, and neither the rail count nor the record of what you sold drifts.

  4. 4

    Close the season, buy the next one

    Move the rail on to sale pricing, then read what cleared at full price, what only shifted after the cut and what is still hanging in which sizes. That reading is next season's buying list, which is the thing the whole count was for.

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Built for a rack, not a shelf

Every size is a real item

Each size and colour carries its own barcode, stock figure, purchase rate and selling price, so counts, low-stock lists and transfers work at the level you actually reorder at.

Scan the swing tag

A scan resolves to one size in one colour, not to the design — so the bill, the rail and the stock figure are all talking about the same piece.

Nothing to work out at the till

A bill can run from a plain tee to a wedding lehenga and still come to the right total, because what each piece carries was settled when the range was entered.

Season pricing

Full price and sale price live behind the same swing tag, so a markdown is a switch rather than an evening with a price gun — and price history shows what the piece fetched before it.

Exchanges without a mess

Credit and debit notes put the piece back under the right size and keep the tax record straight, whatever the price difference between the two.

What cleared, what sat

Stock register, ex-GST valuation and bill-wise profit show which pieces moved this season and what the season actually earned.

Why a size is an item here, not a cell in a grid

If you have looked at garment software before, you have seen a size-and-colour grid — one row for the design, a box for each size. It looks tidy on setup day. It stops helping the moment you need to reorder, because the number that matters to you is not how many kurtas are left, it is how many are left in M.

KhataZone treats each size and colour as its own item. That costs you a little more work when a new range comes in, and it buys you everything downstream: a barcode per size, a low-stock list that names the size that ran out, a stock transfer of exactly the four pieces the other branch needs, valuation that does not average a fast size with a slow one, and an exchange that returns an M to the rail as an M.

In practice a new range takes one sitting to enter, and after that the counter only scans. The staff never type a size, and the stocktake at season end is a scan down the rail rather than an argument about what the register meant.

Frequently asked questions

How do I keep stock for the same design in different sizes and colours?
Create one item per size and colour combination. Each gets its own barcode, purchase rate, selling price and stock figure, so the low-stock list names the M that has finished rather than telling you the design is running low overall. Stock transfers between the shop, the godown and a second branch work at the same level, as does valuation.
Do my staff have to pick a tax rate while billing a garment?
No. It is settled once, by whoever enters the range, and the counter never has to think about it again — which matters most in a trade where a tee and a lehenga can go into the same sale and the person billing has four people waiting.
How do I run a season-end sale without changing the price on every item?
You do not retag the rail. A piece can carry its full price and its sale price at the same time, so the sale rail, last season's clearance and this week's arrivals all bill correctly on the same day, and moving a rail into the sale is a switch rather than a re-pricing session. Item price history still shows what the piece was fetching before the cut. Both of those are on the Business and Pro plans and the 14-day trial, not on Free or Starter.
A customer wants to exchange a size a week later. How do I bill that?
Raise a credit note for the piece coming back and a fresh invoice for the piece going out. The returned size goes back into stock as that size — an M becomes an M on the rail again, not a loose kurta — the new one leaves stock, and any price difference shows as an amount to collect or refund instead of being adjusted by hand.
One design comes in six sizes and four colours. Do I have to enter twenty-four items?
Each size-and-colour combination is its own item, because that is the only level at which stock means anything — knowing you hold nine of a shirt is useless when eight of them are XXL. Set the range up once and every bill, every count and every markdown afterwards works at that level rather than at the design.
How do I find out which designs actually sold this season?
The stock register shows what came in and when it last moved, and bill-wise and party-wise profit reports show what each sale earned after the cost of the pieces on it. Together they separate what cleared at full price from what only moved after the markdown and what is still hanging on the rail.

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