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For distributors, traders and B2B suppliers

Wholesale billing software that remembers every buyer's rate

You sell to other businesses, at a rate each of them negotiated, on credit they settle in parts. KhataZone holds the rate list, turns the order into the invoice — or the challan into it, when the goods went first — and keeps every party's outstanding and ageing where you can see it.

  • A default price level per buyer, so the rate is right before anyone types it
  • Sales orders and delivery challans that become the invoice, no re-entry
  • One receipt allocated across several pending bills, part payments included
  • Party-wise outstanding, ageing and automatic reminder emails
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Free plan available · No card required to start · Works on phone and desktop

What wholesale actually looks like

“You gave it at 412 last time”

In wholesale the rate is per buyer, and it gets argued about. KhataZone keeps several price levels on every item — wholesale, dealer, distributor, whatever you call yours — and a default level against each customer, so the right rate loads the moment you pick the party. Item price history shows what you actually charged him in March, so the argument ends with a record instead of two memories.

The order, the dispatch and the bill are three different days

An order comes on the phone on Monday, half of it goes on Wednesday, the bill follows after. Raise a sales order when the call comes; when goods leave ahead of the bill, they travel on a delivery challan raised for that vehicle. Either document converts into the tax invoice without keying the items again, so what was ordered and what was billed stay tied together and a short supply shows up instead of being remembered.

One transfer, nine bills, and ₹340 short

A retailer sends a round figure against half a dozen pending invoices. Record the receipt once and allocate it across those bills, in part where that is all that came. The bills covered in full close, the one that fell short stays open for its balance, and the party ledger reads the same as his when he rings up to check.

Credit ages quietly while you keep supplying

It is rarely one large default. It is thirty parties, each thirty days late, while fresh goods keep going out to them. Party-wise outstanding and ageing show how old every unpaid bill is, and payment reminder emails go out automatically so following up does not depend on you remembering. When a buyer disputes one bill, send him the whole ledger.

Rate difference and damaged cartons after the goods have gone

A scheme rate is announced after you billed, or two cartons come back short-dated. Credit notes and debit notes are raised against the original invoice, so the correction moves stock, GST and the party ledger together. A hand-written adjustment slip does none of that, which is why it turns into a dispute three months later.

The party you supply is also the party you buy from

You are short one line, so you buy it from the wholesaler down the road — the same firm you invoiced last week. In KhataZone one party can carry both a customer and a supplier ledger, so the receivable and the payable sit against the same name and you can see the net position rather than two half-answers in two registers.

How a wholesale cycle runs

  1. 1

    Build the item list and the rate lists

    Enter items with HSN and GST rate, then add the price levels you actually quote. Set each buyer's default level once and it applies to every bill you raise for him after that.

  2. 2

    Take the order, send the goods

    Raise a sales order when the buyer calls, and convert it into the tax invoice when you bill. If the goods have to move first, raise a delivery challan for the vehicle and convert that into the invoice afterwards — an out-of-state buyer comes out as an interstate supply either way.

  3. 3

    Bill it, then take the money in parts

    Finalising the invoice moves the stock and posts the party's account in the same step. Record receipts against several bills at once, and part payments where the money comes short. Purchase orders become purchase bills, so supplier outstanding builds on the other side from the same habit.

  4. 4

    Chase what is still out, and decide who keeps the credit

    Ageing tells you which accounts to ring and reminder emails go out without you keeping a diary; when a buyer argues, send him his whole ledger. Then bill-wise and party-wise profit answer the question wholesale ends on — whether the buyer who orders the most is worth supplying again next month.

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Built for selling on credit

Rate lists that stick

Several price levels on every item, a default level per buyer, and price history so last month's rate is a fact you can look up.

Order through to ledger

Sales orders and purchase orders convert into invoices and bills, so nothing is typed twice between the phone call and the accounts.

Challan before the bill

Delivery challans for goods that move ahead of the invoice, plus stock transfers when material only shifts between your own godowns.

Payments split across bills

Receipts and payment vouchers allocated over several invoices, part payments included, on the customer and the supplier side alike.

Ageing you can act on

Outstanding by party, the age of every unpaid bill, and automatic reminder emails so a follow-up is not a thing you have to remember.

Profit by party, not just total

Bill-wise and party-wise profit, so the buyer who orders the most is measured against the margin he actually leaves behind.

Frequently asked questions

Can I set a different rate for each of my buyers?
Yes. Every item can carry more than one price level, and each customer can be given a default level, so the correct rate loads when you select the party. You can still override it on the bill, and item price history keeps a record of what you charged and when. Worth knowing up front: price levels and price history are on the Business and Pro plans and the 14-day trial, not on Free or Starter.
Can I convert a sales order into an invoice?
Yes. A sales order converts straight into a tax invoice without re-entering the items. If the goods have to leave before the bill, you raise a delivery challan directly and convert that into the invoice later — it is a separate document, not a stage of the order. Purchase orders convert into purchase bills the same way.
How do I record one payment against several bills?
Record the receipt once and allocate it across the pending invoices. If it does not cover them all, the shortfall stays open against the bill it belongs to, and the party's outstanding and ledger update immediately.
How do I know which of my customers are overdue?
Party-wise outstanding and the ageing report show every unpaid bill and how old it is. KhataZone can also send payment reminder emails automatically, so chasing does not depend on somebody keeping a diary.
Can the same firm be both my customer and my supplier?
Yes. One party can hold both ledgers, which is normal when you buy short stock from a firm you also supply, or when you send material out for job work. The receivable and the payable stay separate but sit under the same name.
Does it handle supply to buyers in other states?
Yes. The place of supply on the invoice settles whether the sale is treated as interstate, so a buyer in another state bills the same way as one down the road. On the purchase side, GSTR-2B reconciliation shows what the suppliers you buy from have actually filed against you.

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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