Skip to content

Built into the CRM, not bolted onto it

Quotes and Invoices in the CRM for Pharma Distributors: One Record per Counter

Opening a retail account needs paperwork before it needs stock: the shop's drug licence, the GST certificate, the proprietor's details, the credit terms agreed with the owner, and later a signed acknowledgement of the rate list. Most distributors keep half of it in a physical file in the accounts room and half as photographs on somebody's phone. When a licence lapses or a return claim is disputed, both get searched at once and neither turns out to be complete.

Start free Book a 20-min demo

Paperwork with dates on it, kept where dates go unnoticed

The documents that govern a counter relationship carry validity dates, and dates are what a filing cabinet handles worst. A retail drug licence expires. So does the registration, and so, in practice, does the credit arrangement someone agreed verbally two years ago and nobody has revisited since. The lapse is noticed when a supply is questioned, not before.

Returns are where a missing document costs real money. Near-expiry stock goes back with a claim, the credit note follows weeks later, and the chemist is certain his claim was for more than the note shows. When the proof is split between a return note in the van file, a photograph on an officer's phone and a line in the ledger, the argument gets settled by whoever is more insistent rather than by the record.

Every file on the account it belongs to

The licence copy, the registration, the signed rate list, the proforma, the invoice copy, the return note and the credit note raised against it all sit on that counter's account. Documents with a validity date get tracked, so a licence approaching expiry becomes a task for the officer on that beat weeks ahead rather than a discovery at the wrong moment. An officer photographs a signed acknowledgement at the shop and it lands on the record immediately. Quotes and GST-compliant invoices raised from the CRM stay attached to the account they came from, and version history keeps it clear which rate list the chemist actually received.

More on the capability itself: Quotes and Invoices. More on this industry: CRM for pharma distributors.

A disputed return, six weeks later

Near-expiry stock comes back on Thursday's beat.

  1. 1The officer photographs the signed return note at the counter and it attaches to the account before he leaves the shop.
  2. 2Accounts raises the credit note and it lands on the same record, against the same return.
  3. 3When the chemist queries the amount six weeks later, both documents open on one screen and the call takes two minutes.

One price, one plan: ₹899/user/month + GST on annual billing. The Free Forever plan carries one user and 200 leads with no card and no expiry, which is enough to run this workflow on your own data before anyone signs anything.

What else this team uses

The same capability, other industries

Questions teams ask

Try it on your own data

Import a list, run the workflow above, and see what it looks like with your names on it. Setup takes 15 to 30 minutes.

Start free Book a 20-min demo