Buying guide8 min readUpdated
Wholesale Billing and Stock Software in India: A Guide for Dealers and Traders
Purchases, stock in pieces, dozens and boxes, GST invoices and party ledgers, kept in one place.
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A wholesale or dealer shop does not work like a retail counter. Orders are bigger, buyers are businesses with GSTINs, goods move in dozens and boxes, and most sales are on credit. The real work starts after the invoice: following up payments and keeping the books straight with vendors.
This guide explains what software for a wholesale or trading business in India should do, where retail billing software falls short, and how TradeDesk fits. It is not tax advice; check GST details for your business with your accountant.
Retail billing vs wholesale billing
Many dealers start with retail billing software and outgrow it. Here is why.
| Retail shop | Wholesale or dealer shop | |
|---|---|---|
| Buyer | Walk-in customer | A business, often with a GSTIN |
| Units | Mostly single pieces | Pieces, dozens and boxes |
| Payment | Paid at the counter | Often on credit, collected later |
| What you track most | Today's sales and cash | Stock, receivables, payables and party ledgers |
| GST | Mostly within the state | CGST and SGST within the state, IGST for other states |
| Paperwork | A bill | Invoice, often an e-way bill, sometimes an e-invoice |
What wholesale software must do
Put these at the top of your list when you compare software:
- Purchases from vendors that add stock, with paid and unpaid status
- Stock kept in pieces, sold in pieces, dozens or boxes
- GST invoices that pick CGST and SGST or IGST from the buyer's state
- Draft invoices that do not touch stock until you post them
- Payments allocated to bills, with a ledger for every customer and vendor
- Sales and purchase returns that put the right quantity back in stock
- Sales and Purchase Register, GST, Stock, Profit and Day Book reports with Excel export
- Bulk product import and export by CSV
Selling in pieces, dozens and boxes
Garments sell by the dozen, footwear and stationery often by the box, and a retailer may want a few single pieces on the same order. If the software only knows pieces, your staff do the maths on every line, and stock goes wrong on returns.
Good software lets you choose the unit on each invoice line, with a rate per unit, and keeps stock in pieces underneath. In TradeDesk, a Dozen is 12 pieces and a Box is 10, and a return of 1 dozen puts 12 pieces back.
GST invoices, e-way bills and e-invoices
A wholesale invoice must show your GSTIN, the buyer's details, each item with its HSN code, quantity and value, and the tax. Sales within your state carry CGST and SGST; sales to another state carry IGST. Software should decide this from the buyer's state, not from a cashier's memory. Our guide to GST billing for small shops covers the invoice basics.
An e-way bill is generally needed when you move goods worth more than ₹50,000, though some states set different limits for movement within the state. E-invoicing is currently required only above a turnover limit set by the government. Ask your accountant which apply to you. Software that can prepare the e-way bill and e-invoice JSON saves retyping on the government portals.
Ledgers: knowing who owes you
In wholesale, the bill is the easy part. The hard part is knowing, at any moment, how much each retailer owes and which bills are still open. A ledger for every party, with each invoice, payment and return, answers that in one screen.
The same goes for vendors. When a vendor calls about a payment, you should be able to open their ledger and see every bill and payment without searching a notebook.
Which trades it suits
Wholesale software like TradeDesk fits trading businesses that buy finished goods and sell them on: garments and textiles, footwear, stationery, hardware, FMCG, accessories and cosmetics.
It is a weaker fit for manufacturing (which needs raw materials and production), service businesses, and regulated trades like pharma, jewellery or food, which need batch, expiry or hallmark tracking. If you run a retail counter rather than a wholesale desk, look at Simple POS instead.
What TradeDesk costs
TradeDesk is a one-time purchase with no monthly fee. A yearly support plan is optional. The price depends on your users and setup, and we share a quote after a short chat on WhatsApp.
The price includes the licence with free updates, help importing your product catalogue, setup and staff training. Common questions on pricing and support are on the FAQ page.
Checklist before you buy
Tick these off in the demo. If any is missing, ask why.
- Stock stays correct when you sell in dozens and boxes
- GST is worked out from the buyer's state
- Drafts do not change stock until posted
- Every customer and vendor has a ledger
- Returns put the right number of pieces back
- Your accountant gets GST and register reports in Excel
Questions to ask any seller
These work for any software company, not only Cyberzio.
- 01Can I sell one order in pieces, dozens and boxes, and is stock kept correctly?
- 02How does it decide between CGST and SGST and IGST?
- 03Can I save a draft invoice without changing stock?
- 04Can it prepare e-way bill and e-invoice data?
- 05Can I import my product list from a CSV file?
- 06Is the price one-time, or is there a monthly fee?
