Dealer & Distributor Management Software Development in India

Price lists are versioned by dealer category, region and date. A revised list applies only to new orders, and an old order retains its original rate, which prevents the retrospective repricing argument that follows every revision.

Schemes are configured as rules: quantity slabs, product bundles, target-based incentives and expiry dates. The order screen shows which scheme applied and what value it contributed, so the discount is auditable rather than a lump sum at month end.

Margin is calculated per dealer and per product using the dealer's landed cost, which includes freight and any scheme benefit. Slow-moving stock becomes visible before it is discounted, not after.

Each dealer carries a limit, a payment term and a current outstanding drawn from invoices, credit notes and receipts. An order that exceeds the limit is held with a clear reason, and the salesperson sees the hold at entry rather than after dispatch.

Receipts are recorded against invoices, with part payments and adjustments handled explicitly. Ageing buckets follow the payment terms you set, so a forty-five-day dealer is not shown in the same bucket as a cash dealer.

Dunning is generated from the same data: a polite reminder at a defined day, a firmer one later, and a hold rule after a threshold. Collections become a list to work through instead of a monthly scramble.

The salesperson app holds the dealer list, order history and outstanding for each visit. Orders can be booked on the spot and synced later, which matters in markets with weak connectivity.

Secondary sales are captured at the retailer level, either by the salesperson, by the dealer through a portal or by scanning a QR code on the pack. The method can differ by region; the data lands in the same place.

Visit plans, geo-tagged check-ins and photo evidence give the field manager a factual view of coverage. Target versus achievement is calculated from secondary sales, not from primary dispatch alone.

Sales returns are accepted against the original invoice line, with a reason, condition and disposition: restock, repair, scrap or return to the manufacturer. Credit notes are generated from the same document.

Warranty claims carry serial numbers where the product allows, plus proof of purchase and the failure description. Claim status is visible to the dealer, which removes the repeated calls asking whether a replacement has been approved.

Damage in transit is separated from dealer-side damage and from manufacturing defects, because the financial treatment differs for each. The separation also makes transporter claims possible.

Availability is shown by depot, not as one aggregated number. An order is allocated to the nearest depot with stock, and a transfer in transit is visible as its own bucket rather than appearing at both ends.

Batch and expiry tracking applies where products are dated, with First Expiry First Out picking as the default rule. Serialised items are tracked individually for warranty and claim purposes.

Stock ageing by depot flags dead inventory early, and replenishment suggestions use recent secondary sales rather than primary dispatch, which stops the channel from being filled with stock that is already stuck.

Dealer management software is judged in the first week by the back office. If an order takes longer to enter than it did on WhatsApp, the team will quietly go back to WhatsApp.

The order screen therefore has to carry the dealer's price list, credit position and scheme eligibility before the first item is added. Dealer software that requires three lookups per line will not be used during a busy month.

Dealer management software also needs a dealer-facing view. When a dealer can see order status, outstanding and scheme balance, the inbound calls drop and the back office gets its day back.