ERP Software for Traders and Distributors - From Purchase to Payment, Manage Trading Smarter
Manage purchasing, sales, inventory, warehouses, accounting, customers, vendors, approvals, and tax compliance from a single platform. From the moment a purchase request is raised to the second an invoice is delivered to a customer, every step is connected, tracked, and updated in real time.
Let's Build a Smarter Factory
Speak with our ERP expert and discover how Shadobooks can simplify your operations.
OUR Traders and Distributors ERP Modules
Inventory
CRM
Procurement
Finance
Key Features of Shadobooks ERP Software for Traders and Distributors
Material & Product Management
Manage your entire product and material from one place. Import material in bulk, organize products and materials by category and subcategory, configure tax rates and units, and maintain item codes, names, descriptions, expiry dates, and opening stock.
Generate and print barcodes, configure selling prices, and access detailed item and stock reports whenever you need them. Know every material and product, every detail, every time.
Purchase Management
From Request to Invoice without losing track. Create purchase requests, quotations, purchase orders, GRNs, purchase invoices, and debit notes. When a GRN is recorded, inventory is automatically updated, while purchase invoices update the relevant accounting records.
You can also use alternative workflows such as Request → Quotation → Order → Invoice → GRN based on your business process.
Sales Management
Proposals to invoices, all moving seamlessly. Create proposals, packing lists, delivery vouchers, invoices, and proforma invoices.
Once a delivery voucher/GDN is recorded, the inventory is automatically updated, while invoicing reflects the transaction in the relevant accounting reports. Keep your sales team connected to real-time stock and customer information.
Customer & Vendor Management
Keep customer and supplier information organized and accessible. Categorize customers, maintain vendor records, view customer statements, attach important documents, and share invoices, statements, and other documents through email or WhatsApp.
No more hunting through inboxes or physical files. Give your team the information they need to manage business relationships more effectively.
Direct Sales & Purchase Invoicing
Need to complete a transaction without following the complete sales or purchase workflow? Use direct invoicing to record sales or purchases instantly.
The transaction can update both inventory and accounting records at the same time, making it ideal for quick counter sales, urgent purchases, and straightforward transactions.
Approval Workflow
The right people doing the right things. The admin can create staff accounts, assign roles and permissions, and control access to specific modules and functions. Set approval workflows so transactions can be reviewed and approved by designated employees before completion.
It is about building a disciplined, professional operation where every team member knows exactly what their responsibilities are.
Security & Staff Controls
Protecting the business from the inside out. Shadobooks ERP takes internal security seriously by giving admin users the ability to define working hours for each staff member. No late-night logins, no unauthorised after-hours access.
Configure customer-wise access to ensure employees can access only the information relevant to their responsibilities.
Integrated Modules for Your Trading Business
Accounting
Handle ledgers, receipts, payments, journals, financial transactions, and accounting reports while keeping your business records organized.
HRMS
Manage your workforce with integrated HRMS capabilities including employee profiles, attendance, payroll, and geofencing locations.
Procurement
Simplify procurement activities with tools for orders, deliveries and challans, expiry and damaged goods management, and reports.
Tax Compliance
Manage VAT and corporate tax information and support your business's tax compliance activities from within the ERP environment.
WhatsApp & Email Integration
Share invoices, payment details, statements, and important business documents directly through email or WhatsApp.
CRM & Lead Management
Record enquiries based on products or services so your sales team can follow up with the right information — even when the responsible person is unavailable.
Benefits of Using Shadobooks ERP for Trading & Distribution
Keep Purchases and Stock in Sync
Your purchasing and warehouse teams can work with connected information instead of separately tracking what was ordered and what actually arrived.
Avoid Selling Stock You Don't Have
Avoid unnecessary order cancellations and difficult conversations with customers after a sale has already been committed.
Keep Every Order Moving Forward
From purchase requests to invoice, your team can easily understand what stage a transaction has reached and what needs to happen next.
Handle Business Growth More Easily
Whether your business operates from one location or expands across multiple warehouses and teams, our software supports more structured operations as you grow.
Handle Urgent Transactions
Direct sales and purchase invoicing allow your team to handle urgent transactions while keeping inventory and financial records connected.
Make Documents Easier to Share and Track
Send invoices, statements, payment details, and other business documents through email or WhatsApp directly from your workflow.
From Demo to Live in 4 Steps
Onboarding Call
Our team maps your business processes and configures Shadobooks around how you work, not a template.
Data Migration
We move your ledgers, items, vendors and customers cleanly with zero disruption to daily operations.
Team Training
Live hands-on training. Most users are comfortable by end of day one. It's that intuitive.
Go Live & Grow
Start invoicing, closing books and filing GST, with our Indian support team always available.
Frequently Asked Questions
In the purchase flow, inventory updates automatically the moment a GRN (Goods Receipt Note) is posted. In the sales flow, inventory adjusts the instant a GDN (Goods Delivery Note) is processed. This means the stock levels are always accurate without any manual updating. For direct invoicing, both inventory and accounting reports update simultaneously.
The admin defines which actions require approval and assigns the appropriate approvers. Once a staff member completes a task - such as creating a purchase order or posting an invoice - it moves to the designated approver for sign-off before it is finalised. This prevents unauthorised transactions and ensures every action follows the correct process.
Yes. Shadobooks ERP has native WhatsApp and email integration, allowing invoices, payment receipts, customer statements, and any important documents to be shared directly from within the platform - no downloading, no switching apps, just one click.
The admin sets specific working time windows for each staff member. Outside of those assigned hours, the staff member cannot log into the system. This prevents unauthorised access during off-hours and ensures that business data is protected around the clock.
Yes. The integrated tax compliance module allows VAT returns and corporate tax filings to be prepared and submitted directly from the system, using the financial data already captured through day-to-day transactions. This eliminates duplicate data entry and reduces the risk of filing errors.
The standard sales flow follows a structured process - proposal, packing list, delivery voucher, invoice - which is ideal for businesses that need full documentation and audit trails. The direct invoice option skips the flow entirely and records a sale or purchase immediately, updating both inventory and accounting reports at the same time. It is perfect for fast-paced transactions where a full workflow is not necessary.
The CRM module stores customer enquiries organised by item, giving a clear picture of what each customer is interested in. Even when not physically present, the business retains a full record of customer needs, allowing the sales team to follow up accurately and intelligently. It is like having a digital memory for every customer conversation.
Businesses that manage inventory, handle bulk purchasing and selling, operate across multiple locations, and need tight financial control. Whether it is a small wholesaler or a growing distribution company with multiple warehouses and staff, Shadobooks scales to fit.
Built for the Way
Your Business Works
Bring structure to the way your business operates, from the first customer interaction to the final transaction.
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Book Your Free DemoIndustries & Trading Sectors We Support
FMCG Trading &
Distribution
01
Spare Parts
Distribution
02
Medical Equipment
Trading
03
Garment &
Textile Trading
04
Footwear
Distribution
05
Furniture
Trading
06
Stationery &
Office Supplies
07
Industrial
Equipment Trading
08
Consumer Goods
Distribution
09
Wholesale
Trading Businesses
10
Import &
Export Trading
11
General Trading
Companies
12
Shadobooks ERP Solutions
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