Distribution Management Software FAQ
68 answers about SpireStock covering pricing, features, GST compliance, integrations, mobile offline, security and industry fit for Indian dairy, FMCG, bakery, beverage and consumer goods distributors.
Press Ctrl + F to search, or jump to a category below
1 of 10
Getting Started
New to distribution management software? Start here for the basics, what SpireStock does, who it serves, and how it compares to other tools.
What is a Distribution Management System (DMS)?
A DMS is software that manages the entire secondary sales cycle for consumer goods companies: orders from retailers, route planning, invoicing, delivery, payment collection and returns. SpireStock is a cloud DMS built specifically for Indian dairy, FMCG, bakery and beverage distributors. See all features.
Who needs a DMS?
Any business that distributes goods to retailers, kirana stores or HoReCa outlets benefits from a DMS. This includes FMCG distributors, dairy plants, bakery chains, beverage wholesalers, super-stockists and direct-to-retailer brands. If you manage routes, track stock or issue GST invoices, a DMS like SpireStock replaces manual processes with automation.
What is the difference between a principal company DMS and a distributor DMS?
A principal (brand-owner) DMS tracks primary sales to distributors and market visibility. A distributor DMS like SpireStock manages secondary sales from distributor to retailer, covering orders, invoicing, delivery, collections and returns. Many distributors use both; SpireStock syncs with principal DMS platforms to share secondary data upstream.
Can a small distributor with 2 to 3 routes afford a DMS?
Yes. SpireStock offers a Starter tier priced for small distributors running 1 to 5 routes. You get core modules like orders, billing, route planning and crate tracking without enterprise complexity. Many customers start on Starter and upgrade as they grow. Check the pricing page for current plans.
How is a DMS different from an ERP?
An ERP (like Tally, SAP or Oracle) is a back-office accounting and resource planning system. A DMS focuses on field operations: retailer ordering, beat execution, delivery, payment collection and route analytics. SpireStock integrates with ERPs so financial data flows automatically, giving you both field efficiency and accounting accuracy.
How is a DMS different from an SFA (Sales Force Automation) tool?
SFA tools focus on salesman activity, store visits, surveys and merchandising. A DMS covers the full distribution cycle: orders, invoicing, dispatch, delivery, returns, payments and stock management. SpireStock includes SFA capabilities (beat planning, retailer visits, GPS tracking) inside the broader distribution workflow.
Do I need to install anything on my own server?
No. SpireStock is a 100% cloud SaaS platform hosted on AWS India. There is nothing to install on your server or laptop. Admins access the web dashboard from any browser; field staff use the Android mobile app. Updates, backups and security patches are handled automatically by our team.
What happens to my data if I cancel my subscription?
You own your data. On cancellation, SpireStock provides a 30-day export window where your account stays read-only. You can download all masters, transactions, invoices and reports in Excel or CSV format. After that period, data is archived securely for 90 days and then permanently deleted per our privacy policy.
2 of 10
Features & Capabilities
What SpireStock actually does, from beat planning to van sales, scheme management to offline mobile.
How does beat planning work?
Beat planning in SpireStock assigns retailers to routes and schedules weekly visit patterns for each salesman. Managers define beats by geography, outlet type or visit frequency. The mobile app shows the day's beat with turn-by-turn navigation. Visit compliance reports track planned vs. actual coverage. See route optimization.
How does scheme management work?
SpireStock supports buy-X-get-Y, percentage discounts, slab-based pricing, combo offers and trade promotions. Schemes are configured centrally with start/end dates, eligible SKUs and retailer segments. The system auto-applies valid schemes at order time, calculates claims for principal reimbursement, and generates scheme-wise P&L reports.
How are returns and near-expiry products handled?
Delivery staff record returns on the mobile app with reason codes (damaged, expired, short-shelf-life, wrong SKU). SpireStock adjusts stock, generates credit notes, and tracks return percentages by retailer, route and SKU. FEFO (First Expiry First Out) allocation at dispatch ensures near-expiry stock ships first, reducing wastage.
Can retailers place orders themselves without a salesman visit?
Yes. SpireStock includes a retailer self-ordering portal and WhatsApp ordering integration. Retailers browse the catalogue, see their negotiated prices, apply available schemes and submit orders directly. Orders land in the same dispatch queue as salesman-captured orders, with credit-limit checks applied automatically.
Does the platform support van sales (cash-and-carry from the vehicle)?
Yes. Van sales is a core workflow. The driver loads stock onto the vehicle, the app tracks van inventory in real time, and sales are punched at each stop with instant invoicing and receipt printing. End-of-day reconciliation compares loaded stock against sales, returns and closing inventory. See delivery tracking.
What reports can principal companies access?
SpireStock provides principal-facing dashboards covering secondary sales, retailer-wise offtake, scheme redemption, stock and sales (S&S) statements, market coverage and outlet-level visibility. Data can be shared via API sync, scheduled Excel reports or read-only login. This helps principals track distributor performance without a separate SFA deployment.
Can I manage multiple brands or principal companies in one account?
Yes. Multi-brand distributors and super-stockists manage all principal companies within a single SpireStock tenant. Each brand has separate SKU catalogues, pricing, schemes and P&L tracking. Reports can be filtered brand-wise or consolidated. This eliminates the need to run separate software for each principal.
Does the mobile app work without internet?
Yes. The SpireStock Android app works fully offline. Salesmen and delivery staff can capture orders, record deliveries, collect payments and print receipts with zero connectivity. All data syncs automatically when the phone reconnects. This is critical for rural routes, basement markets and tier-3 towns with patchy network. See mobile features.
3 of 10
Industry-Specific
How SpireStock handles the unique challenges of dairy, FMCG, bakery, beverage, cold chain and fresh produce distribution.
What dairy-specific features does the platform offer?
SpireStock handles daily production planning, crate and can tracking, fat-SNF based procurement pricing, chilling centre management, shelf-life under 48 hours with FEFO dispatch, morning delivery windows and stale-return workflows. These features are built in, not add-ons. See dairy distribution.
How does it work for multi-principal FMCG distributors?
Multi-principal FMCG distributors manage all brands in one SpireStock tenant. Each principal gets separate catalogues, pricing, scheme rules and P&L. The system handles primary purchase orders, secondary sales tracking, claim reconciliation and brand-wise S&S statements. Principal DMS sync shares secondary data upstream automatically. See FMCG distribution.
How does the platform handle bakery returns and stale-bread tracking?
Bakery distributors face daily returns of unsold bread, cakes and pastries. SpireStock records returns with reason codes, calculates stale percentages per retailer and route, generates credit notes automatically, and flags high-return outlets for route review. Returnable tray tracking ensures trays are recovered. See bakery distribution.
Can it track empty bottles and jars for beverage distribution?
Yes. Beverage distributors use SpireStock to track empty bottle and jar inventory per retailer. The app records issues, returns, breakages and losses at each stop. Reports show bottle balance by route and outlet, helping reduce shrinkage. This works for soft drinks, water cans, juice bottles and glass jar products.
Does it support cold chain and frozen food distribution?
Yes. SpireStock supports batch tracking, expiry management, temperature logging, FEFO allocation and break-in-cold-chain alerts for chilled and frozen SKUs. Dispatch rules ensure near-expiry stock ships first. The system works for ice cream, frozen foods, seafood and ready-to-eat products. See cold chain distribution.
Can dairy cooperatives use it for both procurement and distribution?
Yes. Cooperatives and Farmer Producer Organizations use SpireStock for village-level milk procurement (fat-SNF pricing, member payments, chilling centre logs) and downstream distribution to retail outlets. Both sides run in one system, eliminating double entry. The member app captures collection data; the distribution side handles onward sales and billing.
What common FMCG distribution challenges does the platform solve?
SpireStock addresses order leakage, beat non-compliance, scheme fraud, credit overdue, stock expiry, crate loss and manual invoicing errors. Automated workflows enforce credit limits at order time, track salesman GPS against planned beats, apply schemes without manual calculation, and generate GST invoices instantly. Analytics highlight underperforming routes and SKUs.
How does it handle fresh produce with dispatch priority?
Fresh produce requires same-day or next-morning dispatch with strict shelf-life rules. SpireStock enforces FEFO allocation so the shortest-life batches leave the depot first. Priority dispatch queues ensure perishable orders process before ambient goods. Batch traceability tracks produce from farm gate to retailer for FSSAI compliance.
4 of 10
Pricing & Plans
Transparent pricing for Indian distributors. No hidden fees, no surprise overages.
How much does SpireStock cost in India?
SpireStock starts at an affordable monthly subscription for small distributors on the Starter tier, with Growth and Enterprise plans for larger operations. All prices are in INR. Full tier details, module inclusions and optional add-ons are on the pricing page. Custom quotes are available for multi-depot enterprises.
Is pricing per user or per route?
Pricing is primarily based on routes and active retailers, not per-seat. Each plan includes a generous allocation of user seats for field staff, admins and managers. Additional power-user seats beyond the included quota are billed transparently. This means adding delivery boys or salesmen does not spike your bill unexpectedly.
What is the total cost of ownership beyond the subscription?
The subscription covers the platform, mobile app, updates and standard support. There are no server costs since SpireStock is cloud-hosted. Optional costs include premium integrations (SAP, Oracle), on-site training visits, and custom development. For most distributors, the subscription is the only cost. See the pricing page for details.
Does the platform handle GST billing, or do I need separate billing software?
SpireStock includes full GST-compliant invoicing with CGST, SGST, IGST, HSN codes, e-invoicing (IRN) and e-way bills. You do not need separate billing software. Invoices are generated automatically during order processing and can be printed or shared via WhatsApp. See GST billing.
Is there a discount for annual billing?
Yes. Annual billing saves 15 to 20 percent compared to monthly payments. Annual customers also receive priority support, a dedicated success manager on Growth tier and above, and price protection for the contract period even if list prices increase. Monthly plans have no lock-in and can switch to annual anytime.
How does enterprise pricing work for large distributors?
Enterprise plans are tailored for multi-depot, multi-state and multi-brand operators, typically 10+ routes, 5+ depots or 50+ field users. Pricing bundles the platform, custom integrations (Tally, SAP, principal DMS), priority SLA and a dedicated customer success manager. Contact sales for a quote.
5 of 10
Implementation & Onboarding
How you go live, migrate data, train staff and what to expect from our onboarding team.
How quickly can we go live?
Most single-depot distributors go live in 3 to 7 days. That includes data import, SKU and price list setup, route configuration, field staff training and a pilot route day. Multi-depot enterprises typically take 2 to 4 weeks including ERP integration, custom workflows and phased rollout across locations.
Can I migrate data from Tally?
Yes. SpireStock has a direct Tally migration path. Our onboarding team imports SKU masters, retailer ledgers, opening balances, outstanding invoices and stock from Tally Prime or Tally ERP 9. Most Tally migrations complete in 1 to 2 days without manual re-entry. The two-way sync keeps Tally updated post-migration.
Can I migrate from Excel spreadsheets?
Yes. We provide Excel templates for SKUs, retailers, routes, salesmen, opening stock and opening balances. Upload your filled templates and the system validates and imports everything. Most distributors running on Excel migrate a full operation in a few hours. Our team handles data cleaning and deduplication.
My staff is not tech-savvy. Will they be able to use it?
Yes. The mobile app is designed for field staff who may not be comfortable with technology. The interface uses large buttons, local language support (Hindi, Tamil, Telugu, Marathi and more), voice-guided workflows and minimal typing. Training typically takes one 45-minute session. Staff usually become comfortable within 2 to 3 days of use.
Can I run my old system in parallel during the transition?
Yes. We recommend a 1 to 2 week parallel run where both systems operate simultaneously. This lets you verify invoice numbers, stock counts and payment reconciliation match before fully switching. Most distributors run parallel on one route first, confirm accuracy, then roll out to all routes within a week.
Is training included in the subscription?
Yes. All plans include remote training for owners, managers and field staff, typically 2 to 3 sessions covering the admin console, mobile app and daily workflows. Growth and Enterprise customers also receive on-site training visits, multilingual video tutorials and a dedicated WhatsApp channel with the onboarding team.
Can I export all my data if I decide to leave?
Yes. You own your data completely. Every module supports Excel and CSV export: transactions, masters, invoices, payment records, reports and audit logs. Enterprise plans also offer a read-only data warehouse connection for BI tools. On cancellation, you get a 30-day export window before the account is archived.
6 of 10
Integrations
SpireStock connects with the tools Indian distributors already use, from Tally to WhatsApp to thermal printers.
Does it integrate with Tally Prime?
Yes. SpireStock has a native two-way Tally Prime integration. Sales invoices, receipts, purchase entries, stock journals, ledger masters and GST reports sync automatically. We also support Tally ERP 9 and Tally on Cloud. The sync runs every few minutes so your accountant always sees live data without manual voucher entry.
Can retailers order through WhatsApp?
Yes. SpireStock includes WhatsApp Business API integration. Retailers message the distributor's verified WhatsApp number, the bot captures SKU and quantity, confirms pricing, applies valid schemes and drops the order into the dispatch queue. Delivery updates, invoice PDFs and payment reminders are also sent via WhatsApp automatically.
Does it integrate with SAP or Oracle?
Yes. Enterprise plans include pre-built connectors for SAP Business One, SAP S/4HANA and Oracle NetSuite. Integrations cover master data, orders, invoices, credit notes, stock movements and financial postings. For custom ERPs, SpireStock exposes a full REST API and can build bespoke middleware. Contact sales for details.
Can delivery staff collect UPI payments in the field?
Yes. SpireStock integrates with Razorpay, PayU, Cashfree and direct UPI. Delivery staff collect payments via dynamic QR code or UPI link at the retailer's doorstep. Reconciliation happens automatically against the correct invoice. Settlement reports feed into Tally or your bank account. See payment collection.
Does it support thermal printer billing from the field?
Yes. The SpireStock mobile app connects to portable Bluetooth thermal printers (TSC, Zebra, Generic ESC/POS). Delivery staff and van sales operators print GST-compliant invoices, delivery challans and payment receipts on the spot. Printer setup takes under 5 minutes with no special configuration needed.
Can it sync with my principal company's DMS?
Yes. SpireStock supports API-based sync with principal DMS platforms used by major FMCG companies. Secondary sales data, stock and sales statements, scheme claims and retailer-level offtake flow upstream automatically. This eliminates manual reporting and ensures the principal sees accurate, real-time distribution data.
7 of 10
GST, Billing & Compliance
India-specific tax and regulatory coverage built into every invoice and transaction.
How does the platform handle CGST, SGST and IGST splits?
SpireStock automatically determines the correct tax split based on place-of-supply rules. Intrastate sales apply CGST + SGST; interstate sales apply IGST. The system reads supplier and buyer GSTINs, maps HSN codes to the correct slab (5%, 12%, 18%, 28%) and calculates tax line items on every invoice without manual intervention.
Does it support e-invoicing with IRN generation?
Yes. SpireStock connects to the GST e-invoicing portal (IRP) and generates IRN (Invoice Reference Number) and QR codes automatically for B2B invoices. Cancellations, credit notes and debit notes are also pushed through the portal in real time. The system handles the e-invoicing threshold and flags qualifying invoices automatically.
Can it generate e-way bills?
Yes. E-way bills are generated automatically for invoices exceeding the state threshold. Part A and Part B are pre-filled from the invoice, vehicle number and driver details, then pushed to the NIC e-way bill portal. Drivers receive the e-way bill PDF and QR on their phone. Validity extensions and multi-vehicle transfers are managed from the admin console.
How does it handle GST on free goods and promotional schemes?
Free goods under buy-X-get-Y schemes are invoiced at zero value with correct HSN codes and tax treatment per GST Council guidelines. SpireStock tracks the taxable value of the primary goods separately, ensures ITC eligibility is maintained for the distributor, and generates scheme-wise reports for principal claim reconciliation.
Does the platform help with FSSAI compliance?
Yes. SpireStock supports FSSAI Schedule 4 requirements for food businesses: batch and lot traceability, manufacturing and expiry date capture, supplier traceability, recall management and complaint tracking. FSSAI licence numbers, renewal dates and inspection records are stored centrally with automated alerts before licence expiry.
Can it handle multi-state GST registrations?
Yes. Distributors with depots in multiple states register each GSTIN against a single SpireStock tenant. Each depot issues invoices under its own GSTIN with automatic place-of-supply enforcement. GSTR-1 and GSTR-3B filings are produced per registration. Stock transfers between own depots post correctly as branch transfers with appropriate tax treatment.
Does it handle TCS and TDS deductions?
Yes. SpireStock supports TCS (Tax Collected at Source) on sales exceeding the threshold and TDS deductions where applicable. The system auto-calculates TCS at the configured rate, includes it in the invoice total and generates quarterly TCS returns data. TDS certificates and reconciliation reports are available for download.
8 of 10
Mobile & Offline
How the mobile app performs in the field, from rural areas with no signal to multilingual staff.
How does the app work in rural areas with no internet?
The SpireStock Android app stores all route data, retailer info, product catalogues and pricing locally. Salesmen and delivery staff complete their entire day's work offline: orders, deliveries, payments and returns. Data syncs automatically when connectivity returns, even briefly. This is critical for dairy routes in villages, tier-3 towns and basement markets.
What are the minimum phone requirements?
The SpireStock app runs on any Android phone with version 8.0 or above and 2 GB RAM. Entry-level phones costing INR 6,000 to 8,000 work well. GPS must be enabled for route tracking. The app uses minimal storage (under 100 MB) and mobile data (about 5 MB per day). iOS is supported for supervisors and managers.
Can I print invoices directly from the phone?
Yes. The mobile app connects to portable Bluetooth thermal printers and prints GST-compliant invoices, delivery challans and payment receipts in the field. Supported printer brands include TSC, Zebra and generic ESC/POS devices. Setup requires one-time Bluetooth pairing. Invoice format includes GSTIN, HSN, tax breakup and QR code.
How does GPS tracking work for delivery staff?
SpireStock records GPS traces every 30 seconds from each field user's phone. Supervisors see live maps showing vehicle location, route progress and retailer check-ins. Geofencing validates that deliveries happen at the correct address. End-of-day reports compare planned vs. actual route, showing kilometres travelled, time per stop and deviation alerts.
What languages does the app support?
The mobile app supports English, Hindi, Marathi, Gujarati, Tamil, Telugu, Kannada, Malayalam, Bengali, Punjabi and Odia. Each user selects their preferred language at login. Admins can set a default language per depot or team. Training materials and help videos are available in major Indian languages as well.
9 of 10
Security & Data
How your data is stored, protected, backed up and kept under your control.
Where is my data stored?
All SpireStock customer data is stored in AWS India (Mumbai and Hyderabad regions) on encrypted storage. Data never leaves India. Backups are stored in a separate availability zone within India for disaster recovery. This satisfies data residency requirements under Indian privacy and data protection law.
How are backups and disaster recovery handled?
Databases are backed up continuously with point-in-time recovery for the last 30 days, plus daily full snapshots retained for 90 days. Disaster recovery runs across two AWS availability zones with automated failover. RPO target is under 15 minutes; RTO target is under 4 hours. Backup integrity is tested monthly.
What access controls are available (RBAC)?
SpireStock has granular role-based access control. Pre-built roles include owner, admin, depot manager, supervisor, salesman, delivery boy, accountant and auditor. Each role controls which modules, reports, price lists and retailers a user can see or edit. Custom roles are supported. Multi-depot operators can enforce depot-level data isolation.
Is data encrypted in transit and at rest?
Yes. All data is encrypted at rest using AES-256 and in transit using TLS 1.3. API keys are rotated regularly. PII and financial data receive additional field-level encryption. Access by our engineering and support team is logged, audited and governed by least-privilege policies. See the privacy policy.
What is the platform uptime SLA?
SpireStock targets 99.9% uptime for the admin console and 99.95% for the mobile sync API. Enterprise plans include a contractual SLA with service credits for missed targets. The platform runs on AWS with multi-AZ redundancy, automated failover and real-time monitoring. Planned maintenance happens outside business hours with advance notice.
10 of 10
Comparisons
How SpireStock stacks up against Tally, Excel, Bizom, GoFrugal, open-source tools and other distribution software.
Can Tally replace a DMS?
No. Tally is excellent accounting software but lacks field operations: route planning, mobile order capture, GPS delivery tracking, beat compliance, crate management and retailer self-ordering. SpireStock handles the distribution workflow and syncs invoices, payments and stock to Tally automatically. Together they cover both field and finance.
Can I use Tally alongside SpireStock?
Yes. Most SpireStock customers run Tally for accounting and statutory filings while using SpireStock for distribution operations. The native two-way Tally integration syncs sales invoices, receipts, credit notes, stock and ledger masters automatically. Your accountant continues working in Tally; field operations run in SpireStock.
Why not just manage distribution in Excel?
Excel works for very small operations but breaks down quickly. It cannot capture orders from the field in real time, enforce credit limits at order time, track GPS delivery, manage crate returns, generate GST e-invoices or provide live dashboards. SpireStock automates everything Excel requires manual effort for, reducing errors and saving 2 to 4 hours daily.
How does SpireStock compare to Bizom or FieldAssist?
Bizom and FieldAssist are primarily principal-side SFA tools focused on market visibility and merchandising. SpireStock is a distributor-side DMS covering orders, invoicing, delivery, payments, crate tracking and stock management. If you are a distributor (not a brand company), SpireStock is purpose-built for your daily operations rather than field sales reporting.
How does SpireStock compare to GoFrugal or Marg?
GoFrugal and Marg are billing and POS software designed for retail stores and warehouses. SpireStock focuses on route-based distribution: beat planning, mobile order capture, GPS delivery, van sales, crate tracking and scheme management. If your core operation is distributing goods to retailers on routes, SpireStock covers the full cycle while GoFrugal or Marg handles point-of-sale.
Is open-source DMS software a viable option?
Open-source DMS tools exist but require significant in-house technical effort: server management, security patches, GST compliance updates, mobile app maintenance and integration development. For Indian distributors without a dedicated IT team, a managed SaaS platform like SpireStock is more practical. You get updates, compliance and support included in the subscription.
My principal company already provides a DMS. Do I still need one?
Often yes. Principal DMS platforms focus on primary sales visibility for the brand, not distributor profitability. A distributor DMS like SpireStock manages your full operation: multi-brand inventory, retailer credit, collections, crate tracking and route efficiency. SpireStock syncs secondary data to principal systems, satisfying both needs.
Should I choose cloud DMS or on-premise?
Cloud is the better choice for most Indian distributors. On-premise requires server hardware, IT staff, manual backups and security management. Cloud DMS like SpireStock offers automatic updates, AWS-grade security, zero infrastructure cost and access from any device. Field staff get real-time mobile access that on-premise systems cannot match without complex VPN setups.
Still have questions?
Book a 30-minute call with a SpireStock specialist. We will walk through your specific operation, whether dairy, FMCG, bakery or cold chain.