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Electronics and appliances · Traders and distributors

MatruOS for a photocopier and printer dealer

Set up the way a photocopier and printer dealer runs: sale of new and refurbished copiers and printers; monthly rental with minimum billing; cost-per-copy contracts; AMCs; toner, drum and spare sales; paper supply to xerox shops. Routines, workflows, registers, licences and an AI team that knows the work are ready when you sign up.

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Electronics and appliancesReady when you sign up

  • 8routines on a timetable
  • 2workflows with approvals
  • 2SOPs and checks
  • 3registers of your own
  • 3jobs for your AI team
  • 8licences tracked

7-day free trial, no card needed.

What this solves

What a photocopier and printer dealer deals with today, and what MatruOS sets up for it

01Today

Missed meter readings mean copies never billed. Meter bills made by hand take days each month.

02In MatruOS

MatruOS sets up 8 routines, 2 workflows, 3 registers and 8 licences for a photocopier and printer dealer, with an AI team that reads your own records and prepares the work.

03What changes

The right person is reminded at the right time, approvals wait for whoever decides, and every licence has a renewal reminder. Anything that sends, pays, signs, files or deletes waits for a person's approval.

Where you sit

MatruOS starts from how your business earns

Who you sell to, who you buy from, how credit moves and where you sit in the chain decide how your screens, reminders and reports are set up.

  1. Copier brand or refurbished importer
  2. dealer
  3. print shop or office

Your customers

  • Photocopy and print shops
  • Offices
  • Schools and colleges
  • Government offices and banks
  • Hospitals

Your suppliers

  • Copier brands
  • Refurbished machine importers
  • Toner and spare suppliers
  • Paper distributors

Credit and cash

Brands give 30 days; per-copy and rental bills paid monthly, government within 10-30 days of bill with security deposit; xerox shops pay cash or weekly

Machines placed on rent tie up capital for 2-4 years and earn back monthly; toner bought ahead; government security deposits held for the contract

Your screens use your words

  • CustomerClient
  • OrderContract
  • ItemMachine
  • InvoiceMeter bill
  • productItem
  • SupplierBrand

How it works

How MatruOS is set up for a photocopier and printer dealer

Set-up takes a few minutes. After that, you change only what is different in your business.

  1. Describe the business in one lineFor example "Photocopier and printer dealer", typed when you sign up.
  2. Recognised as a photocopier and printer dealerRoutines, workflows, registers, items, licences and the AI team for this trade are set up for you.
  3. Bring your dataCustomers, items and balances come across from Zoho Books, Vyapar, Excel and others. For Tally, our team helps you move the data while Tally import is checked on the live app.
  4. Approve and runThe AI team prepares the routine work. A person approves anything that sends, pays, signs, files or deletes.

Your AI team

What the AI team does for a photocopier and printer dealer

Each job goes to a member of your AI team. It reads your own records and prepares the work. Anything that sends, pays, signs, files or deletes waits for a person's approval.

Support agent

Lists machines without this month's reading and drafts reminder messages asking for a counter photo

Reads machines in the field and meter readings

Asks you before sending

Accountant

Works out copies, applies minimums and rates, and drafts each client's meter bill

Reads meter readings and machines in the field

Asks you before sending

Store keeper

Compares toner issued with copies per machine and flags abnormal use

Reads meter readings

Works it out and shows you

1 / 3

How you run

Your routines, already on a timetable

Each routine has a time, a person and its steps with the checks that matter. MatruOS reminds the right person and keeps the record. Open one to see its steps.

Every day2

  • 9:30 amMorning service call planBilling and call desk · 2 steps
    1. 1List open calls and machines down
    2. 2Assign engineers by area; arrange stand-by machines for long repairs
  • 10:30 amEngineer callsService engineer · 2 steps
    1. 1Attend calls, note error codes and parts
    2. 2Clean and check rollers, fuser and drum

Every week1

  • TueWeekly dues follow-upBilling and call desk · 1 steps
    1. 1List unpaid meter bills over 15 days and call

Every month3

  • 26thMonth-end meter readingsBilling and call desk · 2 steps
    1. 1Collect meter readings by photo from client or engineer
    2. 2Chase missing readings
  • 1stMonthly meter billsBilling and call desk · 2 steps
    1. 1Bill minimum or actual copies, whichever is higher
    2. 2Send bills with readings
  • 8thMonthly toner yield checkOwner · 2 steps
    1. 1Compare toner issued with copies billed per machine
    2. 2Flag machines using too much toner (leak or misuse)

Every year1

  • MarYearly contract renewals and tendersOwner · 2 steps
    1. 1Renew contracts ending; revise per-copy rates
    2. 2Bid for government and college per-copy tenders

Workflows

Each stage goes to the person who handles it

Work passes stage by stage to the right person. Stages marked for approval wait for the person who decides.

Meter reading to payment

  1. 1Reading collected with photoBilling and call desk
  2. 2Bill checkedOwnerNeeds approval
  3. 3Bill sentBilling and call desk
  4. 4PaidBilling and call desk

New rental or per-copy contract

  1. 1Volume and needs assessedOwner
  2. 2Contract signed with depositOwnerNeeds approval
  3. 3Machine installed with start readingService engineer

Registers and SOPs

Your registers and standards

Registers hold the fields this trade records. SOPs carry the steps and checks, so work is done the same way every time.

  • Machines in the field

    Serial number · Model · Client · Site address · Contract · Monthly minimum · Free copies a month · Rate per extra copy

  • Meter readings

    Serial number · Month · Mono reading · Colour reading · Copies this month · Toner used · Bill amount · Paid

  • Service calls

    Serial number · Reported on · Problem · Engineer · Closed on · Parts used · Stand-by machine given

  • Meter billing

    Bill every copy, without disputes

    4 steps with checks

  • Service visit

    Machines up and toner use normal

    4 steps with checks

Items and licences

Your first bill is right, and no licence lapses

Starter items arrive with unit, HSN and GST rate. The registrations this business usually needs are listed with a reminder before each one expires.

ItemHSNGST
A3 mono multifunction copier (new) · piece844318%
A3 colour multifunction copier (new) · piece844318%
Refurbished A3 mono copier · piece844318%
A4 laser printer · piece844318%
Copier rental (monthly with free copies) · month99731518%
Per-copy charge mono A4 · copy99731518%
Per-copy charge colour A4 · copy99731518%
Copier AMC (per year) · machine99871218%
Toner cartridge (copier) · piece844318%
Drum unit · piece844318%
A4 copier paper (500 sheets) · ream480218%
  • GST registrationGST department (GSTN)
  • Shops and Establishments registrationState labour department (Shops and Establishments Act)
  • Trade licenceMunicipal corporation or panchayat
  • Udyam (MSME) registrationMinistry of MSME (Udyam portal)
  • Import Export Code (IEC)DGFT (Import Export Code)If it applies
  • GeM seller registrationGovernment e-Marketplace (GeM)If it applies
  • EPR registration for e-wasteCPCB (E-Waste Management Rules 2022)If it applies
  • Professional tax registrationState professional tax officeIf it applies

Your people

The people who run it, each with their own login

Each person sees the screens and reminders for the work they do.

OwnerSells machines and contracts, bids tenders, buys machines and toner.
Service engineerInstalls, attends calls, takes meter readings, changes drums and parts.
Billing and call deskLogs calls, collects readings, raises meter bills, chases payments.

Not covered yet

  • Sending messages, bills and reminders on WhatsApp from MatruOS is not live yet. Today they go by link, QR code or email, and from your own phone in one tap.
  • Live bank and UPI feeds are not connected yet. Upload a bank statement and MatruOS reads it into payments for you to confirm.

Questions people ask

How long does it take to set up MatruOS for a photocopier and printer dealer?

Type one line about your business when you sign up, for example "Photocopier and printer dealer". MatruOS picks this business type and sets up everything on this page in a few minutes. You then get a 7-day free trial, no card needed.

Do I have to type all of this in?

No. The routines, workflows, registers, items, licences and AI team on this page arrive already set up. You change what is different in your business, and bring your customers, items and balances from Zoho Books, Vyapar, Excel and others, with our team's help for Tally data.

Can I change the routines and workflows?

Yes. Every routine, workflow, register and SOP is yours to rename, retime, switch off or add to. MatruOS keeps the rest of the system in step with your changes.

What does the AI team do without asking me?

It runs routine checks and prepares drafts. Anything that sends, pays, signs, files or deletes waits for a person's approval. The one exception you can choose is payment reminders, which go out on their own once you have checked them and switched them on.

Electronics and appliances

Other traders and distributors in electronics and appliances

All 39 business types in electronics and appliances

Run a photocopier and printer dealer on one system Set up for your trade when you sign up.

Describe your business once. MatruOS sets up your apps, brings in your data and puts Muni and the AI team to work, with your approval on every step that matters. 7-day free trial, no card needed.

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See plans and what each includes
Chat with the MatruOS team on WhatsApp, +91 97234 99901