Medical equipment
Medical equipment dealers: quotations, AMCs and hospital payments
Medical equipment dealers sell expensive devices on quotations and tenders, then earn steadily from consumables and service. Long payment cycles from hospitals make cash planning the central job.
- Quotes and proformas in minutes
- Installation and service jobs
- Hospital dues with ageing
- Works on your Tally books
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Built for medical equipment dealers
Who it’s for
- Diagnostic and imaging equipment dealersQuotations, installation and long hospital payment cycles
- Surgical and consumables suppliersGloves, syringes, dressings and repeat orders
- Hospital furniture and OT equipment dealersBeds, tables and lights for new set-ups
- Lab equipment and reagent suppliersAnalysers plus reagents with batches and expiry
- Home-care and mobility device shopsWalk-in customers, rentals and small repairs
- Dental equipment dealersChairs, units and consumables for clinics
- Biomedical service providersRepair, calibration and maintenance contracts
Pain → fix
The problems we fix
The everyday headaches of medical equipment dealers, and what changes when the books are on every phone.
- The problemWhich quote revision did the hospital approve?
Equipment quotes are revised three or four times, and the order is placed against the wrong version.
With Cashflow OSNumbered, branded quotations that convert to ordersQuotations carry your letterhead and terms; the approved one converts into a sales order or Tally invoice.
See how it works - The problemAdvance agreed on a call, never asked in writing
Without a proper document the clinic delays the advance and the supplier will not ship.
With Cashflow OSProforma with bank and UPI details for the advanceSend a proforma invoice as a PDF on WhatsApp or email, and convert it when the order is confirmed.
See how it works - The problemInstallation and service calls on paper
Engineer visits, parts used and chargeable calls are written on job slips that never reach billing.
With Cashflow OSService jobs: log, add parts, close and invoiceRecord the job, assign the technician, add parts or service charges, then close and invoice it.
See how it works - The problem₹25 lakh stuck with a hospital for months
Hospital and institution payments are slow, and the dealer's own supplier wants money sooner.
With Cashflow OSHospital dues and cashflow forecast on the phoneBill-wise receivables with ageing come from Tally, beside a cashflow forecast report.
See how it works - The problemSupplier advance due before hospital pays
Imported equipment is often paid for in advance while the customer pays after installation.
With Cashflow OSPayables and receivables side by sideBill-wise payables from Tally show what you owe and when, next to what hospitals owe you.
See how it works - The problemDelivery made, invoice raised weeks later
Equipment reaches the hospital before paperwork, and the invoice waits for someone in the office.
With Cashflow OSBranded delivery challans that become the invoiceChallans carry your letterhead and convert into the Tally sales invoice once installation is done.
See how it works
Features
How Cashflow OS works for medical equipment dealers
Quotations hospitals can approve
How it works. Build a quotation from your items with GST worked out, state installation, training and warranty in the terms, and send it as a PDF.
- Logo, letterhead, signature and bank details
- Revised and resent from the phone
- Approved quote converts without retyping
In practiceDr Mehta's nursing home in Nagpur gets a ₹8,40,000 quotation for a patient monitor set-up; the third revision becomes the sales order.
Installation and service jobs
How it works. Open a job for an installation, breakdown or pickup, dispatch a technician, add parts and service charges, and close it with an invoice.
- Chargeable visits do not go unbilled
- Parts used are added to the job
- Job closes into an invoice
In practiceA service call at a Bhopal lab needs a ₹3,200 part and a visit charge; the job is closed and invoiced the same afternoon.
Hospital and clinic outstanding
How it works. Receivables come from Tally bill by bill, with ageing, and party statements go on WhatsApp or email.
- Institution bills tracked against their age
- Statement ready when accounts ask
- Checked from the hospital lobby
In practiceCity Hospital has ₹12,60,000 open across five bills; the oldest is 110 days, so the follow-up starts with that one.
Reports and the cash gap
How it works. Profit and loss, balance sheet, day book, cash and bank book and a cashflow forecast, exported to Excel or PDF.
- See the gap before taking a big order
- Reports match your Tally books
- Excel and PDF for your CA or bank
In practiceBefore accepting a ₹25,00,000 order on 90-day terms, the owner checks the cashflow forecast against supplier payments due.
Equipment and consumables in one list
How it works. Items show photos and your own display names beside the Tally name, grouped by Tally stock groups.
- Model photos to share with doctors
- Clear names for long technical codes
- Equipment and consumables kept apart by group
In practiceA rep shares photos of three ECG models with a clinic in Raipur on WhatsApp before the demo visit.
Know your trade
A guide for medical equipment dealers
How the business works, where money gets stuck, and the GST points to watch.
What the trade covers
Medical equipment dealers range from surgical shops selling consumables, dressings, instruments and home-care devices, to authorised dealers of diagnostic, imaging, ICU and operating-theatre equipment. Manufacturers and importers appoint dealers by territory, and some products need the dealer to be trained and authorised for installation and service.
Customers are hospitals, nursing homes, clinics, diagnostic labs, doctors setting up practice, and home-care patients. Government hospitals and large institutions buy through tenders or portals with formal documentation; private clinics buy on quotation and negotiation.
Selling on quotations
A hospital rarely buys equipment off the shelf. The process runs from enquiry to specification, quotation, negotiation, purchase order, delivery, installation, and payment, often in stages. Quotations are revised as the buyer compares options. Number each revision, set a validity date, and state clearly what is included: installation, training, warranty period, consumables starter kit, and service terms.
When a quotation is approved, convert it to an order and request any agreed advance with a proforma invoice. See quotation format and best practices for what to include.
Installation, warranty and AMC
Most equipment needs installation and a demonstration, followed by a warranty period and, after that, an annual maintenance contract (AMC) or comprehensive maintenance contract. Service is a steady income source, but only if calls are logged, parts are billed, and renewals are chased before contracts lapse.
- Log every service call with the equipment, the complaint, the engineer and the result.
- Bill chargeable visits and parts promptly; small service bills are the ones that get forgotten.
- Keep a renewal list of AMCs by month and contact customers well before expiry.
Our guide on annual maintenance contracts covers pricing and billing.
Consumables and stock
Consumables such as test strips, reagents, syringes, catheters, gloves and dressings are repeat business. Many carry batch numbers and expiry dates, and some need controlled storage. Tally can keep batch-wise stock with expiry where enabled; whichever way you track them, sell the earliest expiry first and review near-expiry stock monthly. Equipment units carry serial numbers that matter for warranty and service records.
Payment cycles, tenders and cash flow
Hospital payments are slow. Private hospitals may pay in 60 to 120 days; government institutions can take longer and require extensive documentation. Meanwhile, the dealer pays the manufacturer on shorter terms, sometimes in advance for imported equipment. A ₹25,00,000 equipment sale with a 90-day payment can tie up most of a small dealer's working capital. Plan using a cash flow view, and do not take on a large order without knowing how you will fund the gap.
| Item | Amount | Timing |
|---|---|---|
| Advance to supplier | ₹10,00,000 | Week 0 |
| Balance to supplier | ₹10,00,000 | Week 4 |
| Hospital payment | ₹25,00,000 | Week 16 or later |
Figures are illustrative.
Tenders and institutional buyers
Government hospitals, public sector units and many large institutions buy through tenders, rate contracts or procurement portals. These purchases come with eligibility conditions, technical specifications, earnest money deposits, performance guarantees and strict delivery timelines. Payment usually follows only after the delivery, installation and acceptance reports are signed, and any delay in paperwork delays the money.
Before bidding, work out the full cost of the order: product, freight, installation, training, warranty service for the stated period, the cost of the bank guarantee, and the time your money will be locked up. A tender that looks profitable at the quoted price can lose money once a year of free service visits and a long payment cycle are counted. Keep a file per tender with the bid, the order, delivery and installation documents, invoices and payment follow-ups, so that anyone in the office can answer the institution's queries.
GST and documentation
Medical devices, consumables and services such as installation and AMC fall under different HSN and SAC codes, and rates differ and have been revised over time; check the current rate on the GST portal for each item. Some equipment is subject to separate regulatory registration requirements. Keep purchase orders, delivery and installation reports, and warranty certificates with each invoice, because institutions often ask for them before releasing payment. This is general information, not tax or legal advice.
Cashflow OS and Tally for medical equipment dealers
Cashflow OS works with your TallyPrime books. Quotations and proforma invoices with your letterhead, bank and UPI details go out as PDF on WhatsApp or email, and a quotation converts into a sales order or Tally invoice. Service jobs record installation and repair work, add parts and charges, then close and invoice. Hospital outstanding, ageing and the cashflow forecast are on the phone. 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 that runs TallyPrime
- 2
Sign in with your mobile number and scan the connector's QR
- 3
Add your letterhead, logo, bank and UPI details for documents
- 4
Invite sales reps and service engineers with a link and a role
Buyer’s checklist
What to look for in software for medical equipment dealers
Whatever you choose, check these before you commit.
- Makes professional quotations and proformas with your letterhead and terms
- Converts an approved quotation into an order or invoice without retyping
- Logs installation and repair jobs and bills parts and visit charges
- Shows institution and hospital dues bill by bill, with ageing
- Shows supplier payables next to receivables to plan the cash gap
- Reads your Tally books instead of keeping separate accounts
- Handles the e-invoice and e-way bill if your business needs them
- Gives reps and engineers access without opening the company's accounts
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 medical equipment dealers choose Cashflow OS
- Documents that look rightQuotations, proformas and challans carry your logo, letterhead, signature, bank and UPI details.
- Service income billedService jobs make sure installation, repair and parts are closed with an invoice.
- Cash gap in viewHospital receivables, supplier payables and a cashflow forecast from your Tally books.
- Tally stays in chargeEvery entry is validated by TallyPrime; a refused one comes back with Tally's reason.
- E-invoice when neededPlans that include it generate the IRN and e-way bill and write them back to the Tally voucher.
- Try before you decideA 14-day free trial on your own data, then a yearly plan.
