Your customers
- Retail chemists
- Hospital and nursing home pharmacies
- Clinic dispensaries
- Sub-stockists in smaller towns
- Institutions
Health and pharma · Traders and distributors
MatruOS for a pharma stockist or distributor
Set up the way a pharma stockist or distributor runs: trade margin of about 10% on PTR (8% statutory floor on scheduled formulations under DPCO 2013), company schemes and cash discounts, near-expiry and slow-mover schemes, sometimes generic and surgical lines at higher margin. Routines, workflows, registers, licences and an AI team that knows the work are ready when you sign up.
Ready when you sign up
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What this solves
What a pharma stockist or distributor deals with today, and what MatruOS sets up for it
Today
Near-expiry stock not pushed in time and becomes dead stock. Chemist dues stretch to 60-90 days and get forgotten.
In MatruOS
MatruOS sets up 10 routines, 2 workflows, 3 registers and 9 licences for a pharma stockist or 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.
- Pharma company
- C&F agent
- stockist
- chemist or hospital pharmacy
- patient
Your suppliers
- Pharma company C&F agents
- Super stockists
- Surgical and generic makers
Credit and cash
Chemists 15-30 days (often stretched to 45-60); hospitals 60-90 days; C&F agents want advance, cheque on delivery or 21-30 days; expiry credit notes come 3-6 months after return
Stock turns 8-12 times a year; money stuck in chemist credit and expired-goods claims; daily cash and cheque collections by salesmen
Your screens use your words
CustomerChemistItemMedicineInvoiceBillproductProductSupplierCompany (C&F)JobDelivery
How it works
How MatruOS is set up for a pharma stockist or 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 "Pharma stockist / distributor", typed when you sign up.
- Recognised as a pharma stockist or 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 pharma stockist or 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.
Turns phone, app and WhatsApp orders into one order list per chemist, checks credit limit and stock, and suggests substitutes from the same company where allowed
Works it out and shows you
Works out days of stock per product, drafts C&F orders for short items, and lists near-expiry batches to push or return
Asks you before sending
Prepares ageing per chemist and salesman, drafts statements and reminders, and lists accounts over limit for the proprietor to stop
Asks you before sending
Makes company-wise claim lists, tracks each claim to credit note, and lists claims and scheme credits pending over 90 days
Asks you before sending
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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
9:30 amCollect and enter chemist orders
- 1Visit route chemists; take orders and payments
- 2Pull app, phone and WhatsApp orders into one order list
- 3Check credit limit before accepting a big order
10:00 amFridge temperature log (twice a day)
- 1Read each fridge; 2-8 °C; repeat at 18:00
- 2Move stock and call the C&F if out of range for over 30 minutes
12:00 pmBatch-wise billing, picking and dispatch
- 1Bill with batch, expiry and buyer's drug licence number on each invoice
- 2Pick FEFO; pharmacist checks Schedule H1 and narcotic items
- 3E-invoice and e-way bill where needed; load vans by route
5:00 pmPurchase orders to C&F agents
- 1List short and fast-moving items by company against days of stock
- 2Avoid overstocking slow items near expiry
- 3Send orders to C&F with payment or cheque
Every week
SatSort expiry returns and near-expiry stock
- 1Sort chemist returns company-wise and batch-wise
- 2List own stock expiring in 3-6 months to push or return
MonChemist outstanding and credit stop list
- 1Ageing per chemist: 0-30, 31-60, over 60 days
- 2Send statements; stop supply over the limit after the proprietor approves
Every month
5thMonthly expiry claims to companies
- 1Make claim lists per company in the format the C&F asks
- 2Chase credit notes pending over 90 days
- 3Claim scheme and rate-difference credits
10thGST returns and C&F payments
- 1File GSTR-1 by the 11th and GSTR-3B by the 20th
- 2Match purchase bills with GSTR-2B
Every year
MarYear-end stock count and licence check
- 1Physical stock count batch-wise; write off expired not claimable
- 2Check drug licence retention fee (every 5 years) and pharmacist on record
- 3Settle annual turnover discounts with companies
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.
Expiry return to credit note
- 1Collected from chemist with list
- 2Checked and sorted company-wise
- 3Credit to chemist approvedNeeds approval
- 4Claim sent to C&F
- 5Credit note received
Order to payment
- 1Order booked
- 2Billed batch-wise
- 3Delivered and signed
- 4Payment collected
- 5Ledger cleared
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.
Batch stock
Chemist ledger
Expiry and breakage returns
Storage and cold chain
Medicines stay potent and legal
Sale only to licensed buyers
Keep the wholesale licence safe
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 |
|---|---|---|
| Paracetamol 650 mg tablets | 3004 | 5% |
| Amoxicillin and clavulanic acid 625 mg tablets | 3004 | 5% |
| Metformin 500 mg tablets | 3004 | 5% |
| Telmisartan 40 mg tablets | 3004 | 5% |
| Insulin injection (cold chain) | 3004 | 5% |
| Cough syrup | 3004 | 5% |
| Oral rehydration salts | 3004 | 5% |
| Anti-cancer drug (life-saving list) | 3004 | 0% |
| Surgical gloves | 4015 | 5% |
| Disposable syringes | 9018 | 5% |
| Protein powder (nutraceutical) | 2106 | 18% |
- Wholesale drug licence (Forms 20B/21B)
- GST registration
- Shops and Establishments registration
- Trade licence
- Professional tax registration
- FSSAI food licenceIf it applies
- PF registration (EPFO)If it applies
- ESI registration (ESIC)If it applies
- Udyam (MSME) registration
Your people
The people who run it, each with their own login
Each person sees the screens and reminders for the work they do.
ProprietorCompany agencies and terms, credit limits, payments to C&F, association matters.
Registered pharmacistApproves sales to licensed buyers only, cold chain and Schedule H1 and X records, inspector visits.
SalesmanBooks chemist orders, collects payments, takes back expiry.
Billing clerkBatch-wise bills, e-invoice and e-way bill, schemes.
Godown in-chargeReceives from C&F, FEFO picking, packing, cold store, expiry sorting.
Delivery boyDelivers bills and goods, brings signed copies and cheques.
AccountantChemist ledgers, C&F payments, GST returns, expiry claims and credit notes.
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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 pharma stockist or distributor?
Type one line about your business when you sign up, for example "Pharma stockist / 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.
Health and pharma
Other traders and distributors in health and pharma
Run a pharma stockist or 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