Your building material yard knows what each site owes before the next load leaves.
Building Material Trading Software runs a cement, steel, sand and hardware yard that sells on credit. Rates carry the date they apply from, so an old quote cannot be billed by accident. Every order is booked against a contractor and a site. Loads go out on a challan that comes back signed or photographed, part loads stay open until the second trip, and ledgers age site by site.
- Your items, brands, grades and rate lists loaded before the first order
- Contractor balances and site-wise dues carried over from Tally or Excel
- One team in Bengaluru sets it up and answers the phone afterwards
What goes wrong before the software.
The signed challan never finds its way back
A lorry left with sixty bags, and the site supervisor signed a copy that is now in somebody’s bike dicky. No copy in the file, no argument to win. Eleven months later the contractor says the load never reached him.
The boy at the counter cannot see the balance
A contractor rings for two tonnes of steel. The limit sits in the owner’s memory. He already owes four lakh, and there is no way for the person taking the order to know that before the lorry is loaded.
The rate moved on Tuesday and the bill did not
Cement and steel prices change midweek. The invoice went out at the old figure because that is what the quotation said, and the difference stays with you.
Half a load went out and the rest was forgotten
The lorry could not take everything, or the site had nowhere to unload. Nobody wrote down what is still due, so the contractor calls on Saturday, angry.
Returns are settled over a call and nowhere else
Twelve unused bags and some cut lengths come back. The credit is promised over a call, the stock book is not touched, and the ledger and the yard drift apart.
Five sites, one running balance
The contractor pays for the school job and says so. Your ledger shows one figure for him, so which site is clear and which is three months behind is anybody’s guess.
How the work flows through it, step by step.
- 01
The morning rate
Cement by brand and grade, steel by diameter, M-sand and aggregate go in with the date they apply from. Quotes and invoices raised after that pick the right figure on their own.
- 02
The order, taken in half a minute
A call comes in for forty bags to the Hebbal site. The clerk picks the contractor, the site, the material and the delivery slot. His outstanding and his limit are on the same screen while the order is being written.
- 03
Loaded and sent
The yard supervisor loads against the order and raises the challan. Where the load needs an e-way bill, the details are ready from the challan for the provider you already use.
- 04
Delivered, in full or in part
Half a load is still a load. The driver photographs the signed challan at the site, or the material lying unloaded. If only half went, the balance stays on the order as a second trip instead of disappearing.
- 05
Billed, and sometimes returned
The invoice is built from what was actually delivered. Unused bags come back on a credit note, and the yard stock goes up by the same number.
- 06
Saturday, collection day
The list opens by contractor and by site, oldest first, with cheque and UPI receipts entered as they come in. Nobody shouts a question across the counter.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Rate lists with dates
Every item carries its rate and the date that rate starts. Old bills keep the old rate, and a quotation shows which list it was built from. An expired rate cannot slip through.
Contractor and site register
Each contractor with his sites, the engineer or supervisor at each one, the delivery address and who is allowed to sign for a load.
Order booking
Material, quantity, rate, site and delivery slot against a contractor, taken from a phone call or a WhatsApp message at the counter.
Credit limit and hold
Limit and current outstanding shown while the order is being taken. Anything past the limit is held for the owner to release, and the release is recorded. Nothing leaves the yard meanwhile.
Delivery challans and trips
Challans by trip, with the lorry, the driver and what was actually loaded. A part load leaves the balance quantity open on the order.
Driver proof on a phone
One screen for the driver: his trip, the site, and a camera to capture the signed challan or the unloaded material before he drives away.
Site-wise ledger and ageing
Outstanding per contractor, broken down by site and by age, so a payment can be applied against the job it came from.
Returns and credit notes
Bags, rods and fittings that come back from a site, recorded with a reason, added to yard stock and credited against the right invoice.
Yard stock
Cement by brand and grade, steel by diameter and weight, sand and aggregate by load. Stock falls as challans go out and rises as returns and purchases come in. The godown and the screen agree.
Purchases and landing cost
Company and depot purchases with freight and unloading added in, so the rate you sell at is set against what the material actually cost you.
Lorry hire and freight
Own lorries and hired ones against each trip, with hire charges recorded and charged on to the site where your terms allow it.
Collections
Cash, cheque, UPI and bank transfers entered against bills, with post-dated cheques held with their due dates and a reminder before each one.
One system, each person sees their part.
Owner
Outstanding by contractor and by site, what is overdue and by how long, today’s loads, and the orders waiting on his word because a limit was crossed.
Counter clerk
Takes the order, sees the balance and the limit while doing it, and raises the challan the yard loads against.
Yard supervisor
The loading list for the day, by lorry and by trip, with brands and grades stated so nothing is loaded by guess.
Driver
His trips for the day on a phone, and the camera button that closes each one.
Accounts assistant
Receipts against bills, credit notes for returns, and the monthly file the books need for GST.
The numbers the owner asks for.
- Outstanding by contractor and site, with ageing
- Loads delivered, with part loads still open
- Rate history for cement, steel and aggregate
- Yard stock by brand, grade and diameter
- Returns and credit notes for the month
- Collection list for Saturday, oldest bills first
- Sales and purchase summary for GST filing
Who this is built for.
- Cement, steel and aggregate traders selling to contractors on credit
- Hardware and building material shops delivering to sites by lorry
- Yards supplying several sites for the same contractor
- Traders whose rates move with the company price list and the steel market
- Tile and sanitaryware counters attached to a material yard
- Traders running two or three godowns under one owner
When it is not the right choice.
- A counter selling mostly for cash to walk-in customers. Simple billing software is enough there, and cheaper.
- Ready-mix plants and block manufacturers. Batching and production need a manufacturing system, not a trading one.
- E-way bills are prepared from the challan, not issued by us. They go out through the portal or the provider your accountant already uses.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Your items, brands and grades
Cement brands, steel sections, sand and aggregate are loaded with the units and the names your yard actually says out loud, along with your current rate list.
Balances brought forward
Contractor outstanding, site-wise dues and credit limits come across from Tally or Excel. Ageing then starts from real bills, not from day one.
Challan and invoice formats
Your challan, quotation and invoice layouts are set up as your customers know them, with your terms and your GST details printed where they belong.
The yard and the drivers
Loading screens and the driver app are tried out on the actual phones your drivers carry, including the old ones.
Training and support
Counter staff, yard supervisor and accounts are trained on their own screens. Hosting, backups and later changes stay with our team in Bengaluru.
Works alongside
- Tally
- SMS
- UPI and payment gateways
- E-way bill through your provider
- Weighbridge printouts
Questions owners ask before a demo.
Can it stop a load going to a contractor who is over his limit?
Yes. The limit and the outstanding sit on the order screen, and an order past the limit is held until you release it. The release is saved with your name and the time, which settles later arguments.
How does it handle part loads?
The challan records what actually went. The balance quantity stays open on the order and shows on the pending list, so the second trip is planned rather than remembered.
Can it make e-way bills?
It prepares the data from the challan, with the vehicle, the distance and the value ready. Generating the bill happens on the portal or through the provider you already use, and we connect to that where your setup allows.
Will our accounts stay in Tally?
They can. Invoices, credit notes and receipts leave as a file your accountant imports into Tally under the ledger names he uses today. Site-wise dues and challans stay here, where the counter needs them.
Can we move our contractor balances across?
Yes. Balances, credit limits, item rates and open orders are pulled out of Tally or a spreadsheet before go-live. You check a few big contractors line by line with us first.
Will our drivers manage the phone screen?
Most do. It is a trip, a site name and a camera. Where a driver cannot, the yard supervisor closes the challan from the office when the copy comes back.
Who owns the ledgers and the delivery records?
The firm does. Contractors, sites, challans and ledgers belong to the business. You can take a full copy whenever you ask, and the terms for that sit in the written proposal.
How is building material trading software priced?
No price is published. It depends on your godowns, your counters and whether the delivery side is switched on. You watch your own kind of order running first, then a written proposal fixes the cost.
We are a small yard with ten regular contractors. Is this too much?
It may be. If one person carries the limits and the challans in his head and it works, paper is honest enough for now. Two months of your ledgers usually answer it. Reading them is where a free technology audit starts, and that costs you nothing.
Businesses that use this.
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