Short answer: A good medical store billing software must track every medicine batch-wise, warn you before expiry, keep Schedule H records, and print a correct GST invoice in seconds. BizKhata is an offline-first desktop app for Windows and Mac that does all of this without needing the internet, so billing never stops when your connection drops.
If you run a chemist shop, you know the real problems: a customer is waiting, the shelf has three batches of the same tablet, one of them expires next month, and the inspector may visit any day. This guide explains what to look for and how BizKhata handles each point.
Why medical stores need more than a normal billing app
A kirana shop sells “1 kg sugar”. A chemist sells “Paracetamol 500 mg, Batch B123, Exp 03/27, MRP ₹30, strip of 10”. That one line carries four extra facts: batch, expiry, MRP and pack size. A generic app that only stores item name and price cannot keep those correctly, and you end up with expired stock, wrong GST and no trace when a batch is recalled.
Batch-wise stock: the base of pharmacy billing
Every purchase entry in BizKhata can carry a batch number, expiry date, MRP and rate. When you sell, the stock of that batch reduces. In Fast Billing, if you do not choose a batch, the app assigns the earliest-expiring usable batch that covers the whole quantity (FEFO). You can also open the batch picker with Ctrl+B or Alt+B on Windows, ⌘B or Option+B on Mac to choose a batch by hand. A separate Batch Tracking page shows your batches in one place.
- Stock report shows quantity per batch, not just per medicine.
- Purchase return to the distributor is done against the exact batch.
- The batch number is stored on every sale line, so you can trace which batch left the shop if a company recalls it.
Pharmacy tools (batch picker, salt substitute, doctor and patient fields) switch on when your business template is Medical Store, Hospital or Wholesale Distributor, or when you use the Pharmacy Fast Billing template. Choose the template once during setup.
Expiry control
Expired medicine is dead money, and selling it is a legal risk. At billing, batches are colour-coded by how close they are to expiry, and an expired batch is blocked from being sold. Use the Batch Tracking page to review near-expiry stock. Make a habit: on the 1st of every month, list everything expiring within 90 days and return what your distributor allows, or push it on sale first.
Schedule H, H1 and Rx items
Mark each item with its drug schedule (OTC, Schedule H, H1, X, G, Rx only or Narcotic). BizKhata has a Schedule Register page: every sale of a Schedule H, H1 or X medicine with date, bill, drug, batch, expiry, quantity, prescriber and patient, with an Export CSV button. Prescriber and patient details come from the Fast Billing pharmacy fields, and you can add anything missing on the register page. See Schedule H register in billing software.
Search by salt, sell loose tablets
Customers often ask “same salt, cheaper brand?” Store the salt composition on the item, keep spellings tidy in the Salt Master, and use Salt Substitute at billing to see other items with the same salt, in-stock ones first. For loose tablets, set a loose unit on the item (for example 1 strip = 10 tablets) and type a quantity like 5l to sell 5 loose tablets at the pack rate divided by the pack size. Details: Salt search, loose tablets and FEFO.
GST on medicines
Medicines carry different GST rates (commonly 5%, 12% or 18%, plus some items at 0% depending on the product). BizKhata keeps the GST rate per item, applies it automatically and splits CGST/SGST or IGST by state. Your sales register can be checked for GSTR-1 and GSTR-3B using the built-in GST helpers, and e-invoice is supported where your turnover requires it. Always confirm the current rate for each medicine with your CA or the latest notification, because rates are revised from time to time.
Billing speed at the counter
- Fast billing and POS modes for walk-in customers.
- Carbon billing mode for a duplicate-copy style bill.
- Keyboard-first entry with Busy/Tally-like keys, so a trained operator never needs the mouse.
- Print on A4 or a thermal printer, or share the bill on WhatsApp.
Accounts behind the counter
Medical stores also owe money to distributors and receive from credit customers (clinics, nursing homes, regular patients). BizKhata keeps party ledgers with bill-by-bill outstanding, cash and bank books, journal vouchers, trial balance, P&L and balance sheet. At year end, use the share-to-CA export to send data to your accountant.
Why offline matters in a pharmacy
Many shops are in lanes, hospital basements or small towns where the internet drops. BizKhata runs fully on your PC. Your data stays on your computer; use backup and restore to protect it, and lock the app with a PIN so staff cannot open reports.
Checklist: choosing medical store software
| Question | Why it matters | BizKhata |
|---|---|---|
| Batch and expiry per purchase? | Return, trace, FEFO | Yes, FEFO auto-allocation |
| Drug schedule marking and register? | Inspection readiness | Yes, with Schedule Register and CSV export |
| Salt-wise alternatives? | Faster counter service | Yes |
| Loose tablet selling? | Strip to tablet billing | Yes |
| Works without internet? | No billing downtime | Yes |
| Windows and Mac? | Any shop PC | Yes |
| GST return helpers? | Fewer notice risks | GSTR-1 / 3B checks |
How to start in one afternoon
- Download the free trial and create your company.
- Add GSTIN, drug licence number and address on the invoice.
- Import or add your medicine list with HSN, GST rate, MRP and schedule.
- Enter opening stock batch-wise with expiry.
- Make 10 test bills, then go live.
FAQ
Which is the best billing software for a medical store in India? The best one is the one that handles batch, expiry, Schedule H and GST together and works when the internet is down. BizKhata is built for this and offers a 7-day free trial so you can test with your own medicine list.
Can BizKhata track batch and expiry of medicines? Yes. Stock is held batch-wise with expiry date and MRP. Near-expiry batches are colour-coded at billing and expired batches are blocked from sale.
Does it work offline? Yes. BizKhata is an offline-first desktop app for Windows and Mac. No internet is needed for billing.
Can I sell loose tablets from a strip? Yes. Set a loose unit on the item and type a quantity such as 5l to sell 5 tablets from a strip.
Does it support Schedule H and H1 medicines? Yes. Mark the schedule on the item; the Schedule Register lists every H, H1 and X sale with batch, prescriber and patient, and exports to CSV.
Can I send data to my CA? Yes, use the share-to-CA export and the GSTR-1 / GSTR-3B checks before filing.