Build a dairy system around your collection centres and your delivery routes.
A dairy runs twice a day, every day, and neither half waits. Milk is poured at the centre before six in the morning, tested, weighed and recorded. By evening the whole thing happens again.
At the other end, pouches leave the plant in crates on a route that has to finish before the shops open. What comes back is empty crates, unsold stock and a retailer who says he received two fewer than the sheet shows.
Dairy software has to hold both ends and the middle. The farmer’s pouring record and his ten-day payment. The tanker that left the chilling centre, the batch that was packed, the route it went out on and the ledger of the man who sold it.
Dairy businesses we can build for.
A village collection network counts litres at a counter. A packaged milk brand with two hundred routes counts crates at a gate. The build is scoped to the part of the chain you run.
- Milk collection centres
- Village milk producer societies
- Milk chilling centres
- Private dairies
- Dairy plants and processing units
- Packaged milk brands
- Curd and paneer manufacturers
- Ghee and butter manufacturers
- Flavoured milk and beverage units
- Ice cream manufacturers
- Milk distributors and agents
- Home delivery milk businesses
- Milk parlours and retail outlets
- Farmer producer companies in dairy
- Cattle feed suppliers working with dairies
- Organic and A2 milk brands
- Buffalo milk collection networks
- Dairy cooperatives
- Multi-district procurement networks
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
Farmers and producers
- Farmer code and name
- Village and collection centre
- Cattle held, cow and buffalo
- Bank account for payment
- Aadhaar and identity details where you record them
- Member or non-member status
- Average daily pouring
- Quality history
- Advances outstanding
- Feed and services taken
- Date he stopped pouring, and why
Collection centres
- Centre code and village
- In-charge and contact
- Farmers attached to the centre
- Equipment: analyser, weighing scale, cooler
- Morning and evening shift timings
- Daily collection in litres
- Average fat and SNF at the centre
- Commission payable to the centre
- Centre-wise rejections
- Centre performance over the season
Milk pouring
- Farmer arrives
- Weighing
- Sample
- Fat and SNF test
- Rate applied
- Slip printed
- Entry recorded
- Milk into the can or cooler
- Shift: morning or evening
- Quantity in litres or kilograms
- Cow, buffalo or mixed
- Fat percentage
- SNF percentage
- CLR reading
- Rate as per the chart
- Amount for that pouring
- Entry made in under a minute, because there is a queue
Quality testing
- Fat and SNF by sample
- Temperature at receipt
- Acidity and clot on boiling test
- Adulteration tests carried out
- Sample rejected and the reason
- Farmer told at the counter
- Repeat rejections against a farmer
- Quality trend by centre
- Test records kept for the shift
Testing is done by an analyser and a technician. The software records what the instrument and the test say, and it cannot detect adulteration by itself.
Rate chart
Two decimals of fat change what a farmer earns for ten litres, so the chart is the most argued-about table in the business.
- Rate by fat and SNF combination
- Separate charts for cow and buffalo milk
- Rate effective from a date
- Seasonal revision
- Centre-specific rates
- Incentive for consistent quality
- Transport deduction where it applies
- Old charts kept for reference
- Rate applied shown on the farmer’s slip
The farmer’s slip
A printed slip at the counter settles most disputes before they start, because the farmer leaves holding the same numbers you recorded.
- Date and shift
- Quantity
- Fat and SNF
- Rate
- Amount
- Running total for the cycle
- Advances and deductions so far
- Slip printed or sent as a message
- Duplicate slip on request
Payment cycles
- Cycle of ten days, a fortnight or a month, as you run it
- Total quantity and average quality for the cycle
- Gross amount payable
- Feed advances recovered
- Loan instalments recovered
- Veterinary and service charges deducted
- Incentives added
- Net payable per farmer
- Bank transfer file
- Cash payment register where it is still used
- Payment statement for the farmer
Advances and recoveries
- Cattle feed on credit
- Cash advance
- Loan for a cattle purchase
- Recovery rate agreed with the farmer
- Recovery from each payment cycle
- Balance outstanding
- Farmers who stopped pouring with a balance due
- Write-off decisions recorded with who approved them
Cattle feed and inputs
- Feed stock at each centre
- Bags issued to a farmer
- Rate and amount
- Cash or credit against the milk bill
- Mineral mixture and supplements
- Purchase from the feed supplier
- Stock movement to centres
- Feed sales by centre
- Margin on feed
Veterinary and breeding services
- Service request from a farmer
- Visit by the veterinary officer
- Treatment given
- Medicines issued
- Artificial insemination record
- Bull or semen straw used
- Follow-up and pregnancy check
- Calving record
- Charges deducted from the milk payment
This is a service register, not a clinical system. What treatment is given is the veterinary officer’s decision and stays with him.
Chilling and storage
- Milk received at the chilling centre
- Centre-wise quantity received
- Temperature at receipt and after chilling
- Cooler capacity and load
- Holding time
- Milk held back or rejected
- Power and diesel use at the centre
- Cleaning records
- Stock in the tank at shift end
Temperature logging from a cooler or a tanker depends on a device being fitted and on what it can send. Without one, the reading is whatever the operator writes down.
Tanker dispatch
- Chilling centre
- Tanker loading
- Seal
- Dispatch
- Transit
- Dock arrival
- Dock testing
- Unloading
- Tanker and driver
- Quantity loaded
- Seal numbers
- Dispatch time
- Route and centres covered
- Arrival time at the dock
- Transport charges
- Delays and breakdowns
Where the litres went
The centres recorded one figure. The dock weighed another. The gap is either measurement or something else, and nobody can tell which without the numbers side by side.
- Quantity collected at centres
- Quantity loaded into the tanker
- Quantity received at the dock
- Fat and SNF at the centre against the dock
- Shortage by tanker and by route
- Shortage by centre over a month
- Recovery from the transporter, where your terms allow
- Repeat gaps flagged
Processing
- Raw milk received for the day
- Standardisation and the fat balance
- Pasteurisation batches
- Product-wise production plan
- Curd, paneer, ghee, butter and buttermilk
- Cream and skimmed milk powder movement
- Yield against input
- Process losses
- Production recorded per shift
Batches and shelf life
- Batch number
- Production date and time
- Best before date
- Quantity produced by pack size
- Quality release before dispatch
- Batch held
- Batch-wise dispatch record
- Traceability from a pouch back to a shift
- Recall list if a batch has to be pulled back
Packing and crates
- Pack sizes and SKUs
- Pouches per crate
- Packing material stock
- Crates issued to a route
- Crates returned
- Crates lying with distributors
- Crates lost or damaged
- Crate deposit held
- Crate reconciliation by route
Indents from the market
The evening indent decides the morning packing, and a distributor who under-indents on a festival day is a problem by five the next morning.
- Indent by distributor and route
- Product and quantity
- Cut-off time for the indent
- Standing indent for regular quantities
- Change against the standing quantity
- Indent against last week’s sale
- Indent total feeding the production plan
- Late indents and how they were handled
Routes and dispatch
- Route master with sequence of stops
- Vehicle and driver
- Loading sheet by crate and product
- Dispatch time from the dock
- Delivery at each stop
- Quantity delivered against loaded
- Return to the dock
- Route timings against the schedule
- Fuel and vehicle cost per route
Distributors and agents
- Distributor record and territory
- Routes handled
- Product rates and margin
- Credit limit and days
- Security deposit held
- Daily supply record
- Ledger and outstanding
- Returns claimed
- Performance by month
Delivery staff
- Delivery person and route
- Attendance before the round starts
- Crates and products taken
- Deliveries completed
- Cash collected on the round
- Undelivered items and reasons
- Empty crates brought back
- Day-end handover
- Incentive on the round
Home delivery subscriptions
For dairies selling direct, the customer wants half a litre at his door every morning and nothing at all when he travels.
- Customer and address with landmark
- Products and daily quantity
- Alternate day and custom patterns
- Vacation pause and resume
- Additions for a day
- Monthly bill from actual deliveries
- Advance wallet and balance
- Payment online or in cash
- Delivery confirmation
- Complaints and missed deliveries
Returns and unsold stock
- Unsold pouches returned
- Leaked and damaged pouches
- Return reason and route
- Credit note to the distributor
- Returns as a share of supply, by route
- Product disposed of
- Return trend by day of the week
- Over-indenting shown up by returns
Whether a return is accepted depends on your own terms with the distributor. The software records the claim and applies whatever rule you set.
Retailer and customer ledgers
- Daily supply posted to the ledger
- Returns adjusted
- Payments received
- Outstanding by distributor and retailer
- Ageing
- Credit limit and hold
- Cheque bounces
- Statement sent to the distributor
- Collection list for the day
Parlours and outlets
- Outlet stock received
- Counter sales by product
- Cash and UPI collection
- Day-end reconciliation
- Stock transfer between outlets
- Expiry and shortage
- Outlet-wise sales
- Franchise settlement, where outlets are run by others
Role-based access
- Owner or director
- Procurement head
- Centre in-charge
- Field officer
- Veterinary officer
- Plant manager
- Quality officer
- Dispatch in-charge
- Distributor
- Delivery staff
- Accounts
- Farmer
Management dashboard
- Litres collected today by centre
- Average fat and SNF
- Farmers pouring against farmers registered
- Procurement cost per litre
- Shortage between centre and dock
- Production by product
- Yield against input
- Sales by route and distributor
- Returns by route
- Outstanding from the market
- Advances outstanding with farmers
- Procurement against sales, day by day
What it connects to
- Milk analysers at the collection counter
- Electronic weighing scales
- Automatic milk collection units
- Bank transfer file formats
- SMS and WhatsApp providers
- Payment gateways
- Tally or your accounting software
- Vehicle tracking devices
Reading an analyser or a weighing scale depends on the make, the port it offers and what the supplier allows. Each device is checked before it is promised.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Milk pouring
- Quality test
- Collection record
- Farmer payment
- Chilling
- Tanker dispatch
- Dock receipt
- Processing and packing
- Distributor indent
- Route dispatch
- Delivery
- Returns
- Collection
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Collection
Farmers, centres, pouring entry with fat and SNF, the rate chart and the printed slip. The counter has to be quick, because there is a queue behind.
- 2
Payments and inputs
Payment cycles, advances and recoveries, cattle feed, veterinary services and the bank transfer file that pays a few hundred farmers at once.
- 3
Chilling and plant
Chilling centres, tanker dispatch, dock receipt, the shortage report, processing, batches and packing.
- 4
Market
Indents, routes, distributors, delivery staff, home delivery subscriptions, returns, ledgers and the dashboards that compare procurement with sales.
How a build actually runs.
- 01
Understand
We stand at a collection counter during a morning shift, because that is the only way to see how little time an entry has.
- 02
Map
Centres, routes, rate charts, payment cycles, plant shifts, distributors and every point where quantity is measured again.
- 03
Design
Screens for a centre operator with wet hands and a queue, and for an office working out a ten-day payment.
- 04
Build
Collection and farmer payment first. Nothing else in a dairy matters if the farmer’s slip is wrong.
- 05
Test
Your centres run real shifts through it in parallel, and one full payment cycle is checked farmer by farmer.
- 06
Deploy
Centre by centre rather than all at once, with operators trained on the counter screen they will use twice a day.
- 07
Improve
Plant, routes, distributor ledgers and analytics, once procurement and payment are steady.
Systems we can put together for you.
- Milk procurement systems
- Collection centre software
- Farmer payment and advance systems
- Rate chart and quality management
- Chilling centre and tanker tracking
- Dairy plant production systems
- Batch and shelf life tracking
- Route and dispatch management
- Distributor and agent portals
- Home delivery subscription applications
- Crate and returns tracking
- Retailer ledger and collection systems
- Management dashboards
- Multi-centre dairy platforms
Questions owners ask before starting.
What does custom dairy software cover?
Procurement at the collection centre, quality and rate charts, farmer payments, chilling and dispatch, plant production, routes, distributors and delivery. Most dairies start with the first three.
Can it record fat and SNF at the collection counter?
Yes, entered by the operator or read from an analyser where the device allows it. The rate is applied from your chart and the slip prints before the farmer leaves the counter.
Can our milk analysers and weighing scales be connected?
Sometimes. It depends on the make, the port and what the supplier permits, and it varies device by device. We check each one rather than assume.
Can it handle our own payment cycle?
Yes. Ten days, a fortnight or a month, with feed advances, loans and service charges recovered, and a bank file prepared for the net amounts.
Can farmers see their own pouring record?
Yes, on a printed slip, in a message after each shift, or in an application where the farmer has a phone that suits it. Most disputes end there.
Can we see the gap between centre collection and dock receipt?
Yes, by tanker, route and centre. It is usually the first report an owner asks for, and often the reason the system pays for itself.
Can it manage distributor indents and routes?
Yes. Evening indents, standing quantities, loading sheets, route dispatch, delivery confirmation and the returns that come back the next morning.
Can it handle home delivery subscriptions?
Yes, with daily or alternate day patterns, vacation pauses, additions for a day and a monthly bill built from what was actually delivered.
Can crates be tracked?
Yes, issued to a route and reconciled on return, with deposits and losses per distributor. Crates are a real cost and almost nobody counts them properly.
Will it work with Tally?
Usually. Sales, purchases and farmer payments can be handed to Tally so your accountant carries on as before. We try it on your own installation before agreeing to it.
Can it work at centres with poor internet?
Yes. The counter screen can work without a connection and send the shift’s entries when the network returns, which is how most village centres actually operate.
Can we start with only collection and farmer payments?
Yes, and most dairies should. Get the pouring entry, the rate chart and the payment cycle right. The plant and the routes can follow.
Build a dairy system that works at five in the morning.
A dairy is not one business. It is a procurement business, a manufacturing business and a distribution business, and all three run on the same litres counted at different points.
Show us one shift at a collection counter and one full payment cycle. If the slip in the farmer’s hand already matches the figure in your payment sheet, the plant and the routes are the better place to spend money.
Tell us how your dairy businesses runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
- No obligation
- We reply the same working day
- Your details stay private