Your customers
- Ice-cream parlours
- Kirana and general stores with company freezers
- Bakeries and sweet shops
- Restaurants and hotels
- Caterers and banquet halls
- Cinemas and clubs
- Supermarkets
- Quick-commerce dark stores
- Cart vendors
Food and grocery · Traders and distributors
MatruOS for a frozen food and ice cream distributor
Set up the way a frozen food and ice cream distributor runs: distributor margin on ice cream and frozen foods bought from the company and sold to outlets; company schemes, freezer and target incentives; frozen-food sales to restaurants and caterers. Routines, workflows, registers, licences and an AI team that knows the work are ready when you sign up.
Ready when you sign up
- 10
- 2
- 2
- 4
- 4
- 9
What this solves
What a frozen food and ice cream distributor deals with today, and what MatruOS sets up for it
Today
A power cut or a compressor failure at night melts lakhs of rupees of stock before anyone notices. Summer stock-outs on fast SKUs while slow tubs block cold-room space.
In MatruOS
MatruOS sets up 10 routines, 2 workflows, 4 registers and 9 licences for a frozen food and ice cream distributor, with an AI team that reads your own records and prepares the work.
What 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.
- Ice-cream or frozen-food plant
- company reefer truck
- distributor cold room
- reefer van beat
- outlet freezer
- consumer
Your suppliers
- Ice cream and frozen dessert makers
- Frozen vegetable and IQF plants
- Frozen snack and paratha makers
- Frozen meat and seafood processors
- Cold-room and freezer servicers
- Diesel for the DG set
Credit and cash
Company: advance RTGS before dispatch or 7-15 days on a cheque or bank guarantee; outlets cash or UPI on the beat, 7 days for good outlets; HoReCa and caterers 15-45 days; company claims credited 30-90 days later; outlet freezer deposit Rs 5,000-15,000
Pays the company before stock; stocks up 4-6 weeks before summer; outlet cash comes in daily but HoReCa credit and scheme claims hold 1-2 months; winter power and rent are paid with little sale
Your screens use your words
CustomerOutletOrderIndentItemSKUInvoiceBillSupplierCompanyemployeeSalesman
How it works
How MatruOS is set up for a frozen food and ice cream distributor
Set-up takes a few minutes. After that, you change only what is different in your business.
- Describe the business in one lineFor example "Frozen food and ice cream distributor", typed when you sign up.
- Recognised as a frozen food and ice cream distributorRoutines, workflows, registers, items, licences and the AI team for this trade are set up for you.
- 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.
- 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 frozen food and ice cream distributor
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.
Matches each salesman's collections to bills, lists short cash and returns, and builds tomorrow's outstanding list with overdue outlets on top
Works it out and shows you
Watches the temperature entries, reminds the in-charge when a reading is missed, and raises an alert when any unit reads above -18°C or the DG has not been started
Works it out and shows you
Suggests the twice-weekly company indent by SKU from days of stock and the heat forecast, within cold-room space
Asks you before sending
Computes scheme and freezer claims, builds the melt claim with logs and return slips, and tracks credit notes due
Asks you before sending
1 / 4
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 day
7:00 amLoad vans with temperature check
- 1Cold room reading before the door opens
- 2Van pre-cooled and below -18°C before loading
- 3Load by route in drop order, earliest batch first; door open under 10 minutes
- 4Bills and the outstanding list handed to each salesman
2:00 pmCold room and freezer temperature watch (every 4 hours)
- 1Cold room temperature written in the log
- 2Power cut hours and DG run hours written down
- 3Diesel level enough for 8 hours of DG
7:30 pmBeat settlement and returns
- 1Cash and UPI collected matched to bills per salesman
- 2Unsold stock back into the cold room at once; melted returns kept apart
- 3Outlets over their credit days flagged for tomorrow
- 4Tomorrow's indents pulled from orders and phone calls
Every week
Mon, ThuCompany indent (primary order)
- 1Stock days by SKU against the beat sales and the weather forecast
- 2Order fast SKUs (cups, cones, candies) to cover 7-10 days in season
- 3Cold-room space checked before the truck is booked
- 4RTGS sent and dispatch confirmed
WedOutlet freezer audit
- 1Freezer temperature at the outlet
- 2Only company stock inside (freezer purity)
- 3Photo of the freezer face for the display claim
- 4Freezers not working sent to the technician; idle freezers proposed for pull-back
Every month
5thMonthly scheme, freezer and melt claims
- 1Scheme claims from secondary sales per circular
- 2Freezer incentive and display claims with photos
- 3Melt and damage claim with temperature log and return slips
- 4Chase credit notes still due from earlier months
10thGST returns and ledger close
- 1GSTR-1 by the 11th and GSTR-3B by the 20th
- 2Company credit notes matched in GSTR-2B
Every year
AprAnnual agreement, licence and vehicle renewals
- 1Distributor agreement, territory and margin reviewed with each company
- 2FSSAI licence, trade licence, vehicle fitness and insurance renewed
- 3Freezer register reconciled with the company's asset list
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.
Outlet freezer placement
- 1Outlet proposed with expected sales
- 2Distributor approvesNeeds approval
- 3Company allots freezerNeeds approval
- 4Deposit and agreement taken
- 5Installed and first stock filled
Claim to credit note
- 1Claim prepared
- 2Area sales manager verifiesNeeds approval
- 3Submitted
- 4Credit note received
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.
Outlet freezer register
Cold room and van temperature log
Beat and collection sheet
Scheme and melt claims
Keeping the cold chain unbroken
Ice cream and frozen food stay frozen solid from the company truck to the outlet freezer
Melted and damaged returns from outlets
Keep outlets loyal while keeping returns small and claimable
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.
| Item | HSN | GST |
|---|---|---|
| Ice cream cups (carton of 24 x Rs 30) | 2105 | 5% |
| Ice cream cones (carton of 24 x Rs 40) | 2105 | 5% |
| Ice candy and stick bars (carton of 40 x Rs 10) | 2105 | 5% |
| Family pack ice cream 1 litre (carton of 6) | 2105 | 5% |
| Bulk ice cream tub 4 litre (parlour pack) | 2105 | 5% |
| Kulfi (carton of 30) | 2105 | 5% |
| Frozen dessert 700 ml (vegetable fat) | 2105 | 5% |
| Frozen green peas | 071021 | 5% |
| Frozen sweet corn | 071040 | 5% |
| Frozen french fries (2.5 kg pack) | 200410 | 5% |
| Frozen chicken nuggets | 1602 | 5% |
| Frozen veg snacks (samosa, spring roll) | 2106 | 5% |
- GST registration
- FSSAI food licence
- Shops and Establishments registration
- Trade licence
- Udyam (MSME) registration
- Fire NOCIf it applies
- Weighing scale stampingIf it applies
- Vehicle permitIf it applies
- Vehicle fitness certificateIf 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.
Distributor (owner)Company relationship, primary orders and payment, credit to HoReCa, freezer placement decisions, claims.
Godown and cold-room in-chargeReceives company trucks, temperature log, FIFO by batch, loads vans, runs the DG set.
SalesmanDaily beat, outlet orders, freezer checks, collections, returns.
Van driver and helperDeliver on route, keep van doors shut, unload into outlet freezers.
AccountantBilling, outlet ledgers, GST, claims file, bank.
Freezer technician (contract)Installs and repairs outlet freezers, cold-room service.
Company area sales managerTargets, schemes, freezer allotment, claim approval.
1 / 7
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 frozen food and ice cream distributor?
Type one line about your business when you sign up, for example "Frozen food and ice cream distributor". 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.
Food and grocery
Other traders and distributors in food and grocery
Run a frozen food and ice cream distributor 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.
See plans and what each includes