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Import and export · Traders and distributors

MatruOS for a C&F agent

Set up the way a C&F agent runs: commission on dispatch value (or per case or per tonne) for receiving, storing and dispatching the company's stock; plus reimbursement of freight, hamali and sometimes godown rent; some principals pay a fixed monthly retainer. Routines, workflows, registers, licences and an AI team that knows the work are ready when you sign up.

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Import and exportReady when you sign up

  • 9routines on a timetable
  • 2workflows with approvals
  • 3SOPs and checks
  • 4registers of your own
  • 4jobs for your AI team
  • 10licences tracked

7-day free trial, no card needed.

What this solves

What a C&F agent deals with today, and what MatruOS sets up for it

01Today

Principal's audit finds stock short and debits it at full value; the real cause is an unposted GRN or damage not moved. Freight, hamali and rent reimbursements are paid late or cut for missing proofs.

02In MatruOS

MatruOS sets up 9 routines, 2 workflows, 4 registers and 10 licences for a C&F agent, 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. factory
  2. C&F depot
  3. super stockist or distributor
  4. retailer

Your customers

  • The principal company (only customer)

Your suppliers

  • Godown landlord
  • Transporters and truck brokers
  • Hamali gang
  • Security agency
  • Pallet and stretch-film sellers

Credit and cash

Gives the principal a security deposit (often Rs 10-50 lakh, or a bank guarantee); principal pays the monthly commission bill in 30-60 days and reimbursements in 60-90 days; shortages and damage are debited against the bill

Working capital is low because the stock belongs to the principal, but the deposit is locked for the life of the contract. Godown rent, salaries and hamali go out every month before the commission comes in. Audit debits arrive in lumps.

Your screens use your words

  • CustomerPrincipal
  • OrderDispatch
  • ItemCase
  • InvoiceCommission bill
  • SupplierTransporter
  • stockDepot stock

How it works

How MatruOS is set up for a C&F agent

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 "C&F agent", typed when you sign up.
  2. Recognised as a C&F agentRoutines, 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 C&F agent

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.

Store keeper

Matches physical counts with the principal system each evening and lists each gap with its likely cause and the document that would close it

Reads principal-system closing stock export, depot inward, dispatch register and bin counts

Works it out and shows you

Operations head

Groups pending dispatches by route and weight, proposes full truck loads and transporters, and drafts the e-way bill data

Reads pending company invoices, dispatch register and transporter rates

Asks you before sending

Accountant

Prepares the monthly commission bill and each reimbursement claim with its proofs attached, and tracks what the principal has paid or cut

Reads dispatch register, claims register, gang case count and freight bills

Asks you before sending

Store keeper

Flags batches at 90 and 60 days of shelf life and drafts the liquidation or return request to the area manager

Reads depot inward batches and principal stock by batch

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 day4

  • 9:00 amReceive factory trucks and post GRNDepot in-charge · 5 steps
    1. 1Check seal number against the STN before opening the truck
    2. 2Count cases and note short or damaged cases on the LR before the driver signs
    3. 3Photograph damaged cases
    4. 4Stack by batch with the oldest batch nearest the loading bay
    5. 5Post the GRN in the principal's system the same day
  • 11:00 amPick and dispatch against company invoicesBilling clerk · 4 steps
    1. 1Print the day's company invoices and pick lists
    2. 2Pick oldest batch first; no batch with less shelf life than the distributor accepts
    3. 3Generate the e-way bill for each consignment above Rs 50,000 and the LR
    4. 4Count cases into the truck with the driver and seal
  • 5:30 pmPlan tomorrow's truck loads by route (small and medium)Billing clerk · 2 steps
    1. 1Group pending invoices by route and weight
    2. 2Fix full loads and transporter; avoid part-loads where a day's wait is allowed
  • 6:30 pmEvening match of physical stock with the principal systemDepot in-charge · 3 steps
    1. 1Count the fast-moving 50 SKUs bin by bin
    2. 2Compare with the principal-system closing stock
    3. 3List every gap with a likely cause (unposted GRN, wrong pick, damage not moved)

Every week2

  • SatWeekly hamali gang bill from case countsAccountant · 3 steps
    1. 1Total cases in and out from GRN and dispatch registers
    2. 2Multiply by agreed rates and compare with the mukadam's slip
    3. 3Pay after the proprietor approves
  • MonNear-expiry and slow batch reviewDepot in-charge · 2 steps
    1. 1List batches with 90 and 60 days of shelf life left
    2. 2Ask the area manager for liquidation, transfer or destruction approval in writing

Every month1

  • 2ndMonthly commission and reimbursement bill to the principalAccountant · 3 steps
    1. 1Commission on dispatch value as per the slab in the agreement
    2. 2Attach LR copies, freight bills, hamali slips and rent receipts to each reimbursement line
    3. 3Send the monthly stock statement and damage certificate with the bill

Every year1

  • MarMarch year-end principal stock auditC&F proprietor · 3 steps
    1. 1Full wall-to-wall count with the principal's auditor
    2. 2Clear every open damage and expiry claim before the count
    3. 3Agree the shortage statement in writing before signing

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.

Factory stock to distributor dispatch

  1. 1Company invoice receivedBilling clerk
  2. 2Picked FIFO and checkedDepot in-charge
  3. 3E-way bill and LR madeBilling clerk
  4. 4Loaded and sealedHamali mukadam
  5. 5POD back from distributorBilling clerk

Damage or reimbursement claim to credit

  1. 1Claim drafted with proofsAccountant
  2. 2Proprietor signsC&F proprietorNeeds approval
  3. 3Area manager approvesC&F proprietorNeeds approval
  4. 4Credit note or payment receivedAccountant

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.

  • Factory inward (GRN)

    STN number · Truck number · Arrival date · Cases as per STN · Cases received · Damaged cases · Batch numbers · Remark on LR

  • Dispatch register

    Company invoice number · Distributor · Cases · Invoice value · Transporter · LR number · E-way bill number · E-way bill valid till

  • Damage, expiry and reimbursement claims

    Claim type · Month · Amount · Proof attached · Submitted on · Status

  • Gang case count

    Date · Cases unloaded · Cases loaded · Rate per case · Amount

  • Factory truck inward check

    Catch every shortage and damage at the gate so it is never debited to the depot later

    4 steps with checks

  • FIFO picking and dispatch

    Ship oldest stock first and never ship stock the distributor will refuse

    4 steps with checks

  • Godown fire and storage safety

    Keep the stock insurable and the fire NOC valid

    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
Clearing and forwarding service (commission) · month99671918%
Handling charge per case dispatched · case99671918%
Freight reimbursement claim · month99651118%
Hamali reimbursement claim · month99671918%
  • GST registrationGST department (GSTN)
  • Shops and Establishments registrationState labour department (Shops and Establishments Act)
  • Trade licenceMunicipal corporation or panchayat
  • Fire NOCState fire and emergency services
  • FSSAI food licenceFSSAI (Food Safety and Standards Authority of India)If it applies
  • PESO licence (fuel, gas or explosives)PESO (Petroleum and Explosives Safety Organisation)If it applies
  • Retail drug licence (Forms 20/21)State drugs control departmentIf it applies
  • Professional tax registrationState professional tax office
  • PF registration (EPFO)EPFO (Employees' Provident Fund Organisation)If it applies
  • ESI registration (ESIC)ESIC (Employees' State Insurance Corporation)If 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.

C&F proprietorPrincipal relationship, signs commission and reimbursement bills, faces audits, books godowns.
Depot in-chargeGRN of factory trucks, FIFO picking, damage and expiry segregation, daily stock count.
Billing clerkWorks the principal's terminal, prints invoices, makes e-way bills and LRs.
AccountantOwn books, claims, GST returns, TDS, gang and staff pay.
Hamali mukadamUnloads, stacks by batch, loads trucks, reports case count.

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 C&F agent?

Type one line about your business when you sign up, for example "C&F agent". 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.

Import and export

Other traders and distributors in import and export

All 12 business types in import and export

Run a C&F agent 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