Features of the Pharmacy Billing Software

Billing at the counter

What happens while a customer is standing there.

Retail and wholesale on one screen: A switch on the billing screen turns the bill from retail to wholesale. Trade rates take over from counter prices, every line already on the bill is re-priced, and a rate you typed yourself is left alone. Set a trade rate per medicine, with the quantity it starts from, a medicine with no trade rate simply bills at its counter price.
A wholesale bill is a proper tax invoice: It prints as a TAX INVOICE with your GSTIN and drug licence, the buyer's GSTIN and address, the place of supply, HSN and the tax rate on every line, the CGST/SGST or IGST split, the amount in words, and the reverse-charge and certification declarations. A composition dealer's bill prints as a BILL OF SUPPLY, as the scheme requires.
GST and composition billing: One bill screen for both. A regular dealer gets CGST/SGST within the state and IGST outside it; a composition dealer gets the bill of supply the scheme requires, with no tax charged on it.
Batch chosen on the bill: The batch is picked while billing, not afterwards. The list shows each batch's expiry, how many are left and that batch's own MRP.
Loose sale by tablet: Quantity is counted in tablets. Type 15 against a strip of 10 and it bills one and a half strips; type 5 out of a strip and it bills five tablets at the per-tablet rate worked out from the pack price.
Barcode scanning: A USB or bluetooth gun works anywhere on the billing screen, not only in the search box. Batch-wise barcodes are matched as well as the product barcode.
Your phone as the scanner: Pair a phone by QR and its camera becomes the counter's barcode scanner. The Android app has it built in and needs no login just to scan.
Split payment: One bill paid part cash, part UPI, part card, with the split recorded rather than rounded into a single mode.
Credit sale and dues: Bill on credit and the amount lands on that customer's account, where it can be collected in full or in part later.
Hold and resume a bill: Park a half-made bill under a name or token number and take the next customer.
Estimates: Quote a price without touching stock, a bill number or the books, and turn it into a bill later if the customer returns.
Sales returns: Take goods back against the original bill; stock goes back on the batch it came off and a credit note is raised.
Bill on WhatsApp or e-mail: Send the bill from the shop's own linked WhatsApp number, with a link to view, download or print it as a PDF.
Printing: A4, 80mm and 58mm thermal, with three invoice designs and your own logo, GSTIN and drug licence on every one.
Rate desk: On the billing screen, one key shows what a medicine has actually cost you from each distributor, the billed rate, the scheme, the discount, and the flat rate all three come to, per pack and per tablet, with the price you break even at.
Doctor and patient on the bill: Record the prescribing doctor and the patient, and find every bill by either later.
Keyboard driven: Alt and a number moves between screens, F2 searches, F9 saves the bill. The counter never has to reach for the mouse.
Built for a counter that does not wait: The whole medicine list is downloaded once and kept in the browser with a version stamp, so searching is instant and does not wait on the server between keystrokes, a shop with seven thousand medicines searches as fast as one with two hundred. New bill numbers are taken under a lock, so two counters billing at the same second cannot land on the same number.

Stock, batches and expiry

The part general billing software does not do.

Batch-wise stock: Every batch is its own line with its number, expiry, quantity, purchase rate and MRP. Two batches of the same medicine at different prices stay two batches.
Expiry tracking: A medicine marked 08/2026 is good to the 31st of August. Near-expiry and expired stock are listed separately, and expired batches can be blocked from sale outright.
Low stock and out of stock: Per-medicine reorder levels, and a list of what has fallen to or below them, kept apart from what has run out entirely.
Excel-style stock grid: Edit MRP, sale rate, GST% and quantity straight in the table and save the lot in one go.
Bulk import: Bring an existing product list in from Excel, including pack, batch, expiry and purchase price.
Pack size check: Lists every medicine whose pack size is missing or disagrees with its pack text, the ones where a loose sale would charge the wrong amount.
Stock register: Every movement of every medicine (sold, purchased, returned, adjusted) with what it was and what it became.
Stock check: Count the shelf, type what you found, and the software writes the difference as an adjustment with a reason against it.
Stock adjustment: Correct a quantity by hand (breakage, expiry write-off, a miscount) with the reason recorded.
Barcode labels: Print stick-on labels for a shelf, per batch, with the price and expiry on them.
Units of measure: Box, strip, tablet and bottle, with the conversion between them, so a purchase in boxes and a sale in tablets agree.
Medicine directory: A reference list of 2.5 lakh Indian medicines with composition, manufacturer and pack, searchable by brand, salt or maker, separate from your own stock.

Buying and suppliers

Everything from asking a distributor to paying him.

Purchase entry: Record a distributor bill line by line with batch, expiry, purchase rate, MRP, scheme and discount. Stock and cost both move from the same entry.
Scheme handling: A 10+1 scheme is entered as a scheme, so the free quantity reaches the shelf and the flat rate per unit is worked out from the whole deal.
Purchase orders: Build an order from what is low or out of stock and send it to the supplier.
Purchase returns: Return goods to a distributor with a debit note, and the amount comes off what you owe him.
Supplier master and ledger: Every supplier with their bills, payments and returns, and a running balance of what is actually owed, worked out from those, not from a stored total.
Demand register: Note what a customer asked for and you did not have, so the next order includes it.

Money, customers and the books

What is owed, what was paid, and what the shop made.

Customer master: Name, phone, address and GSTIN, with every bill they have taken and what is outstanding.
Party ledger: A full statement for any customer or supplier, every bill and every payment with the balance carried forward.
Payment in and out: Record money received from a customer or paid to a supplier. A receipt is numbered, allocated to the oldest outstanding bills, and can be reversed.
Store credit: Money taken beyond what a customer owes is held as credit against their next bill rather than refused.
Expenses: Rent, electricity, salaries and the rest, so profit is what is left after them.
Profit and loss: Gross sales, less returns, less cost of goods, less expenses, to a net figure, and it says so out loud when a sale line has no purchase price behind it and is therefore overstating profit.
Balance sheet, day book, cash book: Proper double-entry books built from the bills, purchases and payments already recorded, with no separate accounting entry to make.
Outstanding: What every customer owes and what is owed to every supplier, in one place, oldest first.

GST and compliance

The things a pharmacy is required to do.

GSTR-1: B2B, B2CS, credit and debit notes, HSN summary and the document series, in the shape the return asks for.
Before you file: A check that runs first: bills missing from a number series, GSTINs that are not the right shape, products with no HSN code, and returns that do not tie back to a bill.
GSTR-3B figures: Outward supplies, tax payable, input tax credit and the net position for the period.
HSN-wise summary: Quantity, taxable value and tax by HSN code, as the return needs it.
Schedule H and H1: Prescription medicines flagged, with the register a chemist is required to keep, doctor, patient and quantity against the sale.
Drug licence on the bill: Your DL number and GSTIN print on every invoice, because they have to.
Composition scheme: Bill of supply instead of a tax invoice, with no GST charged and the declaration the scheme requires.

Staff

More than one person behind the counter.

Separate logins: Each counter person signs in as themselves. Every bill records who made it.
Permissions, one by one: Around forty separate switches (make a bill, give a discount, edit a saved bill, see purchase prices, open the books) set per person, not by role.
See only their own bills: A counter person can be limited to the bills they made rather than the whole shop's.
Attendance: Punch in and out from the phone with a photograph and, if you want it, only from inside the shop.
Salary from attendance: Each present day adds one day's pay, worked out from the monthly salary and that month's working days, with the weekly holiday counted.
Bonus and deduction: Add either against a chosen month; both show on the payslip and the running balance.
Payslips: A month's attendance, earnings and payments on one sheet, with a shareable link.

The Android app

The same account and the same data as the counter machine.

Sign in with a code: By WhatsApp or by e-mail, for owners and staff. No password to remember, and no SMS.
Bill from the phone: Make a bill, pick a batch, take a payment against a customer's dues, add a product.
The day at a glance: Takings, bills, profit, what you are owed and what you owe, and a week of sales, each opening the list behind it.
Stock on the phone: Low, out of stock, expiring and expired, each with its count, showing the batch that expires first.
Customer ledger: Who owes you, how long they have owed it, and every bill and payment with the balance carried forward.
The books: Profit for today, this month or the financial year, cash and bank, and the full statements.
Barcode scanner: The phone camera as the counter's scanner, with no login needed just to scan.
Notifications: Low stock, expiry, attendance and the day's billing, on the phone.

Running the shop

The parts nobody thinks about until they need them.

Multi-store: More than one shop on one account, each with its own stock, staff and books.
Store documents: Drug licence, GST certificate and the rest, kept where you can find them at an inspection.
Activity log: What was done, by whom and when, bills deleted, prices changed, stock adjusted.
Backup: Export the whole shop's data whenever you want, and connect Google Drive for a weekly copy to your own account.
Offline desktop: A Windows copy that keeps billing when the internet does not, and syncs when it returns.
Sell online: Put your counter stock on a page customers can order from.
Customer health records: Sugar, blood pressure and the rest against a customer, for the shops that keep them.
Works on any screen: The same software in a browser on a counter machine, a laptop or a phone.

Common questions

The ones shops ask before they move their counter over.

Does Nexcod POS track batch numbers and expiry dates?

Yes. Every batch is a separate line with its own number, expiry, quantity, purchase rate and MRP. The batch is chosen while billing, near-expiry and expired stock are listed separately, and expired batches can be blocked from sale. A medicine marked 08/2026 is treated as good until 31 August 2026.

Can it bill loose tablets from a strip?

Yes. Quantity is counted in tablets. Against a strip of 10, typing 15 bills one and a half strips; typing 5 bills five tablets at the per-tablet rate worked out from the pack price. Stock is held in strips and reduces by the fraction sold.

Does it file GST returns for a pharmacy?

It produces the figures. GSTR-1 comes with B2B, B2CS, credit and debit notes, HSN summary and the document series, and GSTR-3B figures for output tax, input tax credit and the net payable. A check runs first for bills missing from a number series, malformed GSTINs and products without an HSN code. The return is filed on the GST portal.

Does it work for a composition dealer?

Yes. A composition dealer gets a bill of supply with no tax charged and the declaration the scheme requires, from the same billing screen.

Can more than one person use it at once?

Yes. Each counter person signs in as themselves and every bill records who made it. Around forty permissions are set per person (making a bill, giving a discount, editing a saved bill, seeing purchase prices, opening the books) and a person can be limited to only the bills they made.

Is there an Android app?

Yes, on the same account and the same data. It bills, takes payments against dues, shows the day's takings and profit, stock with low, out-of-stock, expiring and expired filters, a customer ledger, and the books. Sign-in is a code by WhatsApp or e-mail.

Does it handle Schedule H medicines?

Yes. Prescription medicines are flagged, and the Schedule H and H1 register is kept from the sale (doctor, patient and quantity) rather than written up separately afterwards.

What happens to the shop when the internet goes down?

There is a Windows copy that keeps billing offline and syncs when the connection returns.

Can it tell me what a medicine actually costs me?

Yes. On the billing screen the rate desk shows what each distributor has charged for that medicine, the billed rate, the scheme, the discount and the flat rate all three come to, per pack and per tablet, and the price at which you break even.

Does it print on a thermal printer?

Yes. A4, 80mm and 58mm, with three invoice designs and your logo, GSTIN and drug licence on each.

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