Short answer: A flex or signage shop sells by area, not by piece: “4 x 6 ft flex at ₹12 per sq ft”. Your billing software should convert the size into square feet itself, keep advance and balance per customer, and print a proper GST invoice. BizKhata lets you type a size such as “4×6” or “24 x 36 inch” and turns it into sq ft quantity, so the bill is rate times area.
How flex and signage billing is different
Most shops lose money in small ways: a wrong calculator entry, an unrecorded advance, a repeat customer whose old balance is forgotten, or GST charged at the wrong rate. These happen because general retail software has no concept of “size”.
Sq ft billing in BizKhata
- Type the size in the size field. Accepted forms include 4×6, 4 ft x 6 ft, 24 x 36 inch, or sizes in cm, mm and metres.
- The app converts the size to square feet (default unit is feet if none is written).
- For several identical pieces, quantity = pieces x area per piece.
- Rate per sq ft is set on the item (Flex, Vinyl, Sunboard, Star flex, Normal flex and so on), so you only pick the item and size.
Example: 5 pieces of 3 x 4 ft flex at ₹14 per sq ft. Area per piece 12 sq ft, total 60 sq ft, amount ₹840 before GST.
Advances, pending payments and regular clients
Printing shops work on advance. Record the advance as a receipt against the party, and the final bill shows the balance. Party ledgers with bill-by-bill outstanding show every unpaid job per client; the Outstanding report lists who owes what and for how many days, so your collection calls are targeted. Ad agencies and contractors who order every week can be billed on credit and settled monthly.
Estimate first, invoice later
Send a quotation using the Estimate voucher. When the client approves, convert the work into a sale invoice so the numbers match what was promised.
GST on printing work
Printing and advertising services and goods have their own HSN/SAC and GST rates, and the correct rate can depend on whether you supply the printed material or only the service. Check the current classification with your CA and set the rate on each item once; BizKhata then applies it on every bill, with the right CGST/SGST or IGST split.
Job work tracking
BizKhata includes job work tracking, useful when you outsource lamination, framing or installation to a third party and want to track what is pending.
Thermal and A4 printing
Print a compact thermal receipt for walk-in jobs, or an A4 GST invoice for companies. See printing shop billing with a thermal printer.
Daily routine for a print shop
- Morning: check pending jobs and outstanding calls.
- During the day: estimate, take an advance, then bill on delivery.
- Evening: tally cash and bank, then back up.
- Monthly: share data with your CA and check GSTR-1 before filing.
Why offline
Many print shops are in busy market lanes with poor internet. An offline app keeps billing and artwork pricing running all day.
Checklist: what to demand from printing shop software
| Need | BizKhata |
|---|---|
| Size to sq ft | Yes |
| Advance and balance | Yes, via receipts and ledgers |
| Estimate / quotation | Yes |
| Thermal + A4 print | Yes |
| GST invoice and returns check | Yes |
| Works offline | Yes |
Typical items for a flex and signage shop
| Item | Unit | Typical billing |
|---|---|---|
| Normal flex, star flex, backlit flex | sq ft | Rate per sq ft x area |
| Vinyl, sunpack, sunboard, ACP board | sq ft | Rate per sq ft x area |
| Standee, roll-up, glow sign board | piece | Fixed rate per piece |
| Visiting cards, pamphlets, stickers | piece or packet | Rate per 100 or per 1,000 |
| Installation, designing, transport | job or service | Service line with SAC |
Set one item for each material with its sq ft rate. Designing and installation go on the same bill as service lines, so the customer sees material and service separately.
Rate cards for different customers
An ad agency, a regular contractor and a walk-in customer rarely pay the same rate. Store retail, wholesale and dealer rates on the item and choose the right party type when billing. Update the rate in one place when flex prices change, and every new bill follows it.
Common mistakes the software prevents
- Multiplying width and height by hand and getting a wrong total.
- Forgetting that two pieces of 3 x 4 ft are 24 sq ft, not 12.
- Not recording the advance, then arguing about the balance.
- Delivering the job without a bill, so the payment is forgotten.
- Charging GST at one rate for everything, when materials and services may fall in different categories.
Following up on payments
Printing shops often wait weeks for payment from agencies. The outstanding report lists every unpaid invoice with its age, and the payment reminders page helps you chase them. Aim to collect before delivering repeat jobs to slow payers.
Profit per job
Record purchase of flex rolls, ink and boards as purchases, and wages and rent as expenses. The profit and loss statement shows the real profit of the month, so you know whether your sq ft rate is high enough.
About BizKhata
BizKhata is an offline-first desktop GST billing and accounting app for Windows and Mac. It includes Sale, Purchase, Estimate, Credit and Debit notes, POS, Fast billing, Carbon billing mode, GSTR-1 and GSTR-3B checks, e-invoice support, party ledgers with bill-by-bill outstanding, cash and bank books, contra and journal vouchers, trial balance, P&L, balance sheet, share-to-CA export, dark mode, app lock, and backup and restore. Try the 7-day free trial at the download section and see pricing.
FAQ
Is there billing software that calculates sq ft for flex banners? Yes. In BizKhata you type the size (for example 4×6) and the app converts it to square feet and multiplies by your rate.
Can I take an advance for a printing job? Yes. Record the advance as a receipt on the party; the final bill and ledger show the balance.
Does it support inch, cm and metre sizes? Yes, sizes in feet, inches, cm, mm and metres are converted to sq ft.
Can I send a quotation first? Yes, use an Estimate and convert it to a sale invoice after approval.
Does it work without internet? Yes, it is an offline-first desktop app for Windows and Mac.
Can I print on a thermal printer? Yes, you can print thermal receipts or A4 GST invoices.