IT hardware
IT hardware dealers: falling prices, RMA and office AMCs
IT hardware dealers sell fast-depreciating products on thin margins, then earn on configuration, service, AMCs and repeat orders from offices. Price drops, RMA returns and corporate payment cycles decide the profit.
- Corporate quotes on letterhead
- Repairs closed and billed
- Office dues by bill
- Stays in your Tally
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Built for IT hardware dealers
Who it’s for
- Computer shops in IT marketsWalk-in buyers, components and accessories
- Corporate IT resellersLaptops and desktops to offices on purchase orders
- System integratorsNetworks, servers and installation projects
- Printer and consumables dealersPrinters, cartridges, toner and service visits
- Networking and Wi-Fi installersSwitches, routers and cabling for offices and campuses
- Laptop repair and service centresChip-level repairs, upgrades and data recovery
- Component distributorsProcessors, storage and memory to resellers on credit
- Assembled PC sellersCustom desktops built from components
Pain → fix
The problems we fix
The everyday headaches of IT hardware dealers, and what changes when the books are on every phone.
- The problemCorporate quote prepared in Word, every time
Retyping models, warranty and terms for each office takes hours and invites mistakes.
With Cashflow OSQuotations with your letterhead, from Tally itemsPick items, add terms and validity, share as PDF; convert into a sales order or Tally invoice.
See how it works - The problemCustom configurations ordered without an advance
If the office cancels, you are left holding a costly build at a falling price.
With Cashflow OSProforma invoices for the advanceSend a proforma with your bank and UPI details before you order from the distributor.
See how it works - The problemRepairs and upgrades done but not billed
A RAM upgrade or a visit to fix a printer slips through when nobody records it.
With Cashflow OSService jobs with parts and charges, then invoiceRecord the repair or installation, add parts and service charges, close it and bill it in Tally.
See how it works - The problemOffices paying 60 to 90 days after delivery
Corporate balances look safe until you see how old the bills are.
With Cashflow OSBill-wise outstanding and ageing per customerSee pending bills and ageing from Tally, and share statements on WhatsApp or email.
See how it works - The problemDistributor limits and dues hard to keep track of
When a distributor holds your next order for overdue bills, the sale is lost.
With Cashflow OSBill-wise payables for each distributorSee what you owe each distributor by bill and date, from Tally.
See how it works - The problemHardware dispatched to office before the bill
Machines delivered for installation without a document are hard to account for.
With Cashflow OSDelivery challans that convert into invoicesMake a branded challan for what went out and convert it into a Tally invoice later.
See how it works
Features
How Cashflow OS works for IT hardware dealers
Corporate quotations in minutes
How it works. Quotations use your Tally items and carry your logo, letterhead, signature and bank details, with validity and terms.
- Model, warranty and terms on one branded PDF
- Shared on WhatsApp or email
- Converts into a sales order or Tally invoice
In practiceKapoor & Associates gets a quote for 12 laptops, two printers and set-up, ₹7,86,000, valid for three days because prices are moving.
Repairs, upgrades and installations as jobs
How it works. Create a service job, dispatch a technician, add parts and service charges, then close the job and invoice it into Tally.
- Technician dispatch per job
- Parts and charges added as work happens
- Closed job becomes a Tally invoice
In practiceA call from Bright Coaching Centre becomes a job: an SSD upgrade on five desktops plus visit charges, billed at ₹21,750.
Labels for every piece
How it works. Print barcode labels per item or per piece on a thermal or A4 printer, and scan them with the phone camera.
- Labels per item or per piece
- Thermal or A4 printing
- Phone camera scanning at the counter
In practiceEach of the 40 keyboards in a new carton gets a label, so the counter scans the right model at billing.
Office dues before the next order
How it works. Bill-wise outstanding and ageing come from Tally for every office, school and institution.
- Pending bills with ageing per customer
- Statement on WhatsApp or email
- Visible on the phone and the web
In practiceBefore quoting for 20 more desktops, the dealer sees Nirmal Hospital still has ₹3,10,000 pending from June.
What sells and what earns
How it works. Sales, items and top-customer analysis from Tally, for any period, exported to Excel or PDF.
- Top customers and items for any period
- Stock summaries to spot ageing models
- Excel and PDF export
In practiceThe quarter's analysis shows service and AMC invoices brought steady income while laptop sales swung with prices.
Know your trade
A guide for IT hardware dealers
How the business works, where money gets stuck, and the GST points to watch.
How the IT channel works
Brands of laptops, desktops, printers, components, storage and networking equipment sell through national and regional distributors, who supply resellers and system integrators. Resellers range from computer shops in IT markets to dealers who sell to offices, schools and institutions, and integrators who design and install networks, servers and surveillance. Credit from distributors is usually short and limit-based; schemes and price protection vary by brand.
Customers include individual buyers, small offices, schools and coaching centres, corporates, hospitals and government bodies. Corporate and institutional buyers bring volume but also purchase orders, approvals and payment delays.
Price drops and stock ageing
IT hardware loses value quickly. New processor generations, storage price swings and model refreshes can make stock worth less within weeks. Keep inventory lean for fast-moving models, order against confirmed customer orders for expensive configurations, and review stock age monthly. When a brand offers price protection on stock in hand, claim it with the list of serial numbers on the cut-off date.
| Stock age | Action |
|---|---|
| Under 30 days | Normal selling |
| 30 to 60 days | Push through offers or to corporate quotes |
| Over 60 days | Price to clear before the next model drop |
Serial numbers, RMA and warranty
Almost every item has a serial number, and warranty claims (RMA) depend on it. When a component fails, the dealer replaces it or sends it to the distributor or brand service centre, and waits for a replacement or credit. RMA items pending for weeks are common. Record serial numbers on sales invoices, keep a register of RMA items sent and received, and match credits. Tally can keep serial or batch details where you enable them. The guide on returns and replacements has a register format.
Corporate orders and quotations
Corporate and institutional buyers ask for quotations, compare them, issue a purchase order, and pay after delivery and installation, often 30 to 90 days later. Quotes for IT hardware go stale fast because prices change; give a short validity and confirm the rate before ordering from the distributor. Request a proforma and an advance for large or custom configurations.
What to put on an IT quotation
- Exact model and configuration, with part numbers.
- Warranty period and type (onsite, carry-in).
- Installation, configuration and data migration charges.
- Delivery period and validity of rates.
- Payment terms and advance, if any.
Assembled systems and configuration
Many dealers assemble desktops and workstations from components, or configure laptops with extra memory and storage before delivery. Each assembled system consumes several stock items, and if the components are not issued against the system, stock and cost both go wrong. Use a stock journal or a bill of materials in Tally so that a finished system reduces the processor, board, memory, storage, cabinet and power supply used. Record the serial numbers of key components against the customer's invoice, because warranty claims on a single component will need them. Bill configuration, operating system installation and data transfer as separate service lines so the customer sees the value of the work.
Service, AMC and repeat business
Margins on hardware are thin, so service matters: repairs, upgrades, data recovery, installation, network maintenance and annual maintenance contracts for offices. Each service visit should be logged and billed, and AMC renewals tracked by month. An office that receives good support buys its next ten laptops from the same dealer. See annual maintenance contracts.
GST points
Laptops, desktops, components, printers, networking equipment and services carry different HSN or SAC codes and may carry different rates; check the current rate for each item on the GST portal. Corporate buyers check GSTIN and HSN on invoices carefully for input credit. Warranty replacements and RMA credits have their own treatment; ask your accountant. This is general information, not tax advice.
Cashflow OS for IT dealers
Cashflow OS syncs your TallyPrime books. Quotations and proforma invoices with your letterhead go out as PDF on WhatsApp or email and convert into a sales order or Tally invoice. Service jobs record repairs and installation, add parts and charges, then close and invoice. Corporate outstanding and ageing, distributor payables and daily cash are on the phone. Serial numbers stay in Tally if you keep them there. See service jobs.
This page is general information for Indian businesses, not tax, legal or financial advice. Rules and rates change — check the official portals or your CA before acting.
Set-up
Up and running in 4 steps
No new software to learn for your accountant — Tally stays as it is.
- 1
Install the Tally Connector on the PC where TallyPrime runs
- 2
Sign in with your mobile number and scan the connector's QR
- 3
Add your letterhead, terms and bank details for quotes
- 4
Invite technicians and sales staff with a link, each with a role
Buyer’s checklist
What to look for in software for IT hardware dealers
Whatever you choose, check these before you commit.
- Quotations on your letterhead built from items already in Tally
- Proforma invoices to collect advances on custom configurations
- Service and installation jobs that end in an invoice
- Bill-wise receivables and payables with ageing
- Barcode labels and scanning for the counter
- Serial numbers kept in Tally rather than in a second system
- Roles so technicians and salesmen see only what they need
- Excel and PDF reports for your accountant and corporate buyers
Plans
Simple yearly plans
- 14-day free trial on your own books
- 3-year term saves up to 25%
- Premium modules (catalogue, field force, price lists, store…) priced extra
Start free trialGet the price for your business
Compare all plans- Growth₹3,000/year + GSTBooks, reports, outstanding and sharing
- Pro₹5,000/year + GSTEverything in Growth, plus entries into Tally
- Pro+₹7,000/year + GSTEverything in Pro, plus e-invoice and e-way bill
Why Cashflow OS
Why IT hardware dealers choose Cashflow OS
- Quote to invoice, one flowQuotations and proformas convert into Tally sales orders or invoices.
- Service that gets billedJobs hold parts and charges until they are closed and invoiced.
- Tally stays the booksEntries go through the connector and Tally validates each one.
- Owner alertsA push when vouchers are added, changed or deleted, and an evening summary.
- Web and phoneSame data on the phone and at app.cashflowos.in, signed in by QR.
- 14-day free trialTry it on your own Tally data; support on call or WhatsApp from Jaipur.
