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For mobile & smartphone retailers

Mobile shop billing software that tracks every IMEI

Bill a handset by its number, know months later which physical unit went to which customer, and take an old phone in against a new sale without doing the books twice. Built for the Indian mobile store — handsets, cases and chargers across one counter — not adapted from a generic invoice tool.

  • IMEI 1, IMEI 2, serial and box number held against the unit itself
  • Search any of those numbers to get the buyer, the bill and the date
  • Pick the exact IMEIs from the units in stock when the bill is issued
  • An old handset taken in against a new sale, on one party
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Free plan available · No card required to start · Works on phone and desktop

What actually goes wrong in a mobile store

“Which IMEI did we sell to this customer?”

Someone walks in eight months later with a dead handset and a bill that has been through a wash. The number went onto the invoice line at the moment of sale, so you type it into the search and get the buyer, the date and the bill back — without a register, a call to the distributor, or taking anyone's word for which piece it was.

A faulty piece goes back to the distributor and stays in your count

Handled as a quantity, a supplier return is just a number going down and nobody can say which unit left the shop. Raise the debit note against the actual IMEI instead and that one piece is marked returned to the supplier: it drops out of what you can sell, and the identical units still on the shelf are untouched.

The upgrade customer is your buyer and your seller at once

Taking an old handset against a new sale puts one person on both sides of the counter. A party can be billed and paid, so the new phone going out and the old one coming in are two real documents against the same name, and the ledger nets down to what he actually hands over — rather than a discount line that hides a purchase.

Nobody can say which pieces have been sitting since March

Handsets lose value quietly, and a model-level count of nine tells you nothing about which nine. Filter a model down to the units still available and each one shows the date it was booked in and what it cost you then, so the piece that has been on the shelf for five months is a row you can point at instead of a suspicion.

Everyone negotiates, so one model goes out at three prices

The rate on the line is whatever you settled on with the person in front of you, anywhere under the MRP on the box — nothing has to be set up in advance for the second customer of the day to pay ₹1,200 less than the first. What each of those bills actually earned against what the stock cost shows up afterwards in the bill-wise and party-wise profit reports.

Nobody walks out with only the handset

A case, a tempered glass, a cable and sometimes a power bank go on the same bill as the phone, often at the customer's insistence and at the last second. When the pieces on one invoice do not share a tax rate, the split is worked out for you as the bill is raised.

The price printed on the box is the most you can charge

An MRP already includes GST, and nobody may sell above it — yet a case keyed at its MRP on a bill that adds GST on top charges the customer more than the price on the pack. Give the item its MRP and the rate that fills in, picked or scanned, is held at or under it for that bill. Type a rate above it and the bill still saves as a draft, but it will not issue until the line carries the MRP the pack really shows or a recorded reason why this is not a retail-pack sale.

The sale is made at the glass counter, not at the computer

Open KhataZone on your phone and its camera is the scanner: point it at the barcode on a case, or the IMEI label on a box you booked in, and the item goes onto a quick bill. Accessories issue right there. A handset bill is saved from the phone and issued from the Sales list, where its exact IMEIs are picked from stock — and once a bill is issued, the Bill done screen opens WhatsApp with the customer's copy ready to send, IMEI printed on it.

From the distributor's box to the customer's hand

  1. 1

    Book the box in

    Set up handsets and accessories once, with HSN and rate. When stock lands, key the IMEIs against the purchase bill — a pending counter tells you how many pieces of that model are still standing with no number against them.

  2. 2

    Bill by number, not by model

    Scan the barcode or an IMEI to put the model on the bill, then pick the exact units from stock when you issue it. The rate stays yours to set, and the invoice will not finalise until as many numbers as pieces have been picked.

  3. 3

    Hand it over with its number on it

    The copy the customer keeps carries the same IMEI your record does, printed or sent to their WhatsApp from the Bill done screen. That unit is now sold against this bill and this name, and it cannot appear on anybody else's invoice.

  4. 4

    Take the old one back when he returns

    An upgrade is booked as a purchase from the same person against the new sale. A handset that comes back inside the return window goes onto the shelf again as available, by number, ready to sell to somebody else.

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Made for the counter

Two numbers to a handset

Dual-IMEI items refuse a row with a number missing or the same number twice. IMEI 1, IMEI 2, serial and box number are all searchable.

A distributor box, entered once

Key a whole inbound of serials in one go against the purchase bill, and see how many units of that model are still on hand without numbers.

Every number carries its own trail

Purchase, sale, customer return, supplier return: each move writes a dated row against that unit, so the piece's history reads end to end.

Back within a week

A credit note flips that exact IMEI to available so it can be sold again, and the sale it came off stays on the record. Cancelling the bill does the same.

Scan it, or type the last digits

A scanned IMEI, serial or barcode finds its model, and a code that matches more than one item asks you to choose rather than guessing. The exact units are ticked from stock when the bill is issued.

What this piece cost you

Each unit keeps the purchase bill it arrived on, the date and the rate it came in at — so an exchange resold months later is not a guess.

Frequently asked questions

Can I print the IMEI number on a GST invoice?
Yes. Numbers captured against an invoice line appear on the printed invoice, so the copy your customer keeps carries the same IMEI your record does — which is the entire point of writing it down.
I have the box but not the number. Can I still find the sale?
Yes. Box numbers are stored alongside IMEI 1, IMEI 2 and the serial, and the search looks across all four, so an empty box on the counter is enough to reach the unit, the invoice and the buyer.
Do accessories need numbers too?
No. Number tracking is set per item — none, one serial, or dual IMEI. Cases and cables bill straight through, while a bill with a handset on it will not issue until its numbers are picked. IMEI tracking is not on every plan; the plan table on the pricing page shows which ones include it.
What stops the same handset going out on two bills?
A unit can only be billed while it is available; a number already sold is refused by name, with its current status shown. Booking in a number that already exists is rejected at entry too, with the offending value listed.
Will my accountant be able to use this?
Yes. The CA pack is twelve files — sales and purchase registers, GSTR-1, GSTR-3B, HSN summary, trial balance, profit & loss, balance sheet, and Tally XML for masters, sales, purchases and a full export. GST reports and Tally export sit on the Business and Pro plans, and on the 14-day trial.
Can I take a phone in exchange and sell it again?
Yes. The trade-in is booked as a purchase from the very person you are billing, so both sides land against that party. The old handset comes in under its own IMEI, becomes available stock, and then bills like any other unit.
Can I bill from my phone and scan the IMEI with its camera?
Yes. Open KhataZone on your phone and the quick bill uses the camera as its scanner: a product barcode, or the IMEI or serial of a unit you have booked in, finds the item and adds it to the bill. Accessories bill and issue in a few taps. A handset's exact numbers are chosen when its bill is issued, so a bill with a handset on it is saved from the phone and issued from the Sales list, where you pick its IMEIs from stock. Once issued, the Bill done screen opens WhatsApp with the bill's link ready to send to the customer, or shares the PDF.
Will it stop me billing a phone or a case above its MRP?
Yes, unless you say why. When an item has an MRP, the rate KhataZone fills in is held at or under it — GST included, whether the bill is priced inclusive of GST or with GST extra. A rate typed above the MRP still saves as a draft, but the bill will not issue until that line carries the MRP the pack actually shows or a recorded reason that it is not a retail-pack sale. Every such override is listed in the MRP variance report.

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