Transport Billing Software for GST Invoices and Party Payments

Where manual transport billing slows you down

Many transport businesses bill from a bill book, an LR register and a spreadsheet of who has paid. That works with a handful of parties, but as trips grow the same problems come up:

• Hand-worked totals. Freight, charges and amounts in words are added up by hand, and one slip means a corrected bill.
• Numbering gaps. A spoiled page or a copied spreadsheet row leaves gaps or duplicate numbers that are hard to explain later.
• Payments that don't match bills. Parties pay for several consignments at once, pay in parts or deduct amounts, so matching receipts to bills means reading bank statements line by line.
• Missing PODs. Proof of delivery comes back late as a photo in a chat or a paper copy, and a party may hold payment until it arrives.
• No clear view of dues. It is hard to say which parties owe money and for how long, so follow-up starts late.
• Month-end rework. Figures for the CA are rebuilt from several books and files.

Freight billing software helps by keeping each order's LRs, invoice, POD and payments together in one system.

What BilToz transport billing software does

BilToz covers the billing work around each trip, from the LR to the final payment, plus P&L and GSTIN reports that you can export to Excel.

Auto-numbered LRs

Create LRs that are numbered automatically from your LR number series, with multi-route trips supported, and download each one as a PDF with consignor, consignee and driver copies. See our online LR and bilty software for more on LRs, or the LR format sample for the fields a lorry receipt usually carries.

GST invoices

When a trip is completed, download its GST invoice as a PDF. One invoice covers one order and lists that order's LRs. BilToz does not calculate GST: the invoice prints CGST and SGST as Rs 0.00 and always carries a fixed note about GST under reverse charge (RCM). Whether that suits your trips depends on your and your party's GST registration, so confirm with your CA. Our transport bill format with GST explains the usual fields.

Party payments, bulk settlement and overdue invoices

Record each payment from a party against its invoices (one invoice per order), so you can see which orders are settled or still open, and how much is still pending on each. When one payment covers several invoices, select them and settle them together. The Party Payments screen shows how much each party still owes, and every invoice shows how many days old it is and whether it is overdue under that party's credit period, so you know whom to call first. Each party's invoice list, with the amount pending and how old each invoice is, exports to Excel.

Supplier payments

Record payments to your suppliers against the orders they ran for you, one at a time or several together, and see what each supplier is still owed on the Supplier Payments screen. Each supplier's list of bills, with advances and the amount pending, exports to Excel.

POD on record for each order

Once a trip is completed, upload its POD to the order. When a party questions a bill, the proof of delivery is already on record with that order.

Reports for you and your CA

The P&L report lists each completed order in a date range with its freight, charges, costs and profit, and you can filter it by party or supplier. The GSTIN report lists each invoice with the party's GSTIN and the invoice amount; its tax columns are left blank. Both reports export to Excel, so you can share them with your CA.

Documents and records in BilToz

To send an LR or invoice, download the PDF. The WhatsApp button opens a share panel with a ready-made message: type the party's number under Send to (or leave it blank and pick the chat in WhatsApp), then attach the PDF yourself once WhatsApp opens.

How it works: from sign-up to payment

1. Sign up with OTP. Enter your mobile number, verify it with an OTP and choose a Transporter account. Company accounts are for businesses that send goods, and they cannot create orders, LRs or invoices.
2. Complete KYC. Verify Aadhaar with an OTP and add your PAN. GSTIN and a GST certificate are optional for a Transporter account. KYC needs to be completed within 30 days of sign-up.
3. Complete your company profile. Add bank details, your logo and a signature or stamp; BilToz needs these before you create orders, LRs or parties.
4. Add or import parties and suppliers. Add them one by one, or send an Excel or CSV file to support for a bulk import.
5. Create orders and LRs. First set your invoice and LR number series under Number Series / T&C; after that, LRs are numbered automatically from your LR number series.
6. Upload the POD. When the trip is completed, upload the POD to the order.
7. Send the invoice. Download the order's GST invoice as a PDF and send it to the party.
8. Record payments. Settle party payments against their invoices, several at once if needed, record supplier payments and check overdue invoices to follow up on dues.

From there, open the P&L and GSTIN reports whenever you need figures for yourself or your CA.

Who BilToz is for

BilToz is built for businesses in India that move goods by road. At sign-up you choose one of two accounts, and the account type cannot be changed in the app later:

• Transporter account: for transport businesses and fleet owners that issue LRs, bill parties for freight and collect payments. Orders, LRs, invoices and payments all need this account.
• Company account: for businesses that send goods through transporters. It has its own profile and KYC (which includes GSTIN as well as Aadhaar and PAN), but it cannot create orders, LRs, invoices or payments.

It helps most when you bill several parties and collect payments against many orders. If you only need a printable reference, start with the transport bill format or the lorry receipt format.

Freight billing software, not a full ERP

If you are comparing freight management software, it helps to know exactly where BilToz fits. It handles the documents, payments and reports around each consignment. Here is what it does not do:

• It is not full accounting software or an ERP. Keep your books with your CA or accounting system; BilToz gives you the P&L report and the GSTIN report in Excel to work from. It does not prepare or file GST returns.
• It does not calculate GST on invoices. CGST and SGST print as Rs 0.00, with a fixed reverse charge (RCM) note.
• It does not generate or file e-way bills. You enter the e-way bill number on the LR; the e-way bill itself is generated on the government portal.
• It does not need GPS hardware for tracking. BilToz offers SIM-based tracking with location updates every 15 minutes through the driver's existing SIM, after the driver consents with an OTP. Read how to track trucks without a GPS device.

Pricing: free during the launch period

Every BilToz feature is free during the launch period: Rs 0, with no credit card, no trials and no usage limits. Paid tiers may come later, with advance notice.

Your data and support

• Data is hosted on servers in India.
• The website and app are served over encrypted HTTPS connections.
• The P&L report, the GSTIN report and each party's or supplier's list of invoices or bills with pending amounts export to Excel. For a copy of other records, email support.

For help, email support@biltoz.com or call +91 7600667785. The BilToz office is in Vadodara, Gujarat, and you can also reach the team through the contact page.

Frequently asked questions