Track Stock and GST Seamlessly with Ferbz’s Billing Dashboard

Below is a step‑by‑step walk‑through that mirrors a screen‑recording of a typical day in a Tier‑2 city shop called Shree Kirana Store in Kanpur. The numbers are realistic and show exactly how the Billing Dashboard, Customers profile, Automation, and Reminders board interact.

1. Prepare the item master (one‑time setup)

1. From the left navigation pane click Customers → Items.
2. Press Add New Item.
3. Fill the fields:
   • Item Name: “Aashirvaad Atta (5 kg)”.
   • Category: “Food – Unbranded, loose”.
   • GST Rate: Ferbz auto‑selects 0 % because the category is set to “unbranded, loose”.
   • Opening Stock: 120 kg (i.e., 24 packets).
   • Unit Price: ₹210 per packet.
4. Click Save. Repeat for “Parle-G 10 pcs” (Category = “Packaged snack”, GST = 5 %).

Now the system knows the correct GST for each SKU and the current stock‑on‑hand.

2. Ring up an Order

1. Click the Billing tab and select New Sale.
2. In the Customer field start typing “Ramesh” – the CRM pulls up Ramesh Kumar (existing customer) with phone +91 98765 43210.
3. Add line items:
   • Aashirvaad Atta (5 kg) – Quantity 2 (so 10 kg).
   • Parle‑G 10 pcs – Quantity 3.
4. As you type, the Stock on Hand column automatically reduces: Atta shows 22 packets left, Parle‑G shows 97 packs left.
5. The GST column fills: Atta shows ₹0 (0 % of ₹420), Parle‑G shows ₹31.5 (5 % of ₹630).
6. The Total at the bottom reads ₹1,051.5 (₹1,020 + ₹31.5 GST).

3. Generate and send the receipt

1. Click Generate Receipt. Ferbz creates a PDF and a short URL (e.g., https://ferbz.com/rcpt/AB12).
2. The Automation engine detects the “order completed” trigger and enrolls Ramesh into the “Reorder Atta in 7 days” journey that the owner previously defined in plain English: “remind customers to buy wheat flour again after 7 days.”
3. On the same screen, press Share via WhatsApp. Ferbz uses the official WhatsApp Business API (through Gupshup) to send the receipt link instantly. The status bar shows Sent → Delivered → Read within seconds.

4. Verify the reminder on the board

1. Switch to the Reminders board tab.
2. Locate the row with Ramesh Kumar – Atta Reminder.
3. The column Status reads Scheduled, and the Next Run column shows the exact date‑time 7 days from today (e.g., 12 Oct 2026 09:00 IST).

5. Review stock and GST reports at month‑end

1. Click Reports → Sales & GST.
2. Set the date range to 01‑Oct‑2026 to 31‑Oct‑2026.
3. The table lists:
   • Total Sales: ₹78,450.
   • GST Collected: ₹4,210 (breakdown: 0 % – ₹0, 5 % – ₹4,210).
   • Stock on Hand: Atta 15 packets, Parle‑G 85 packs.
4. Export the report as CSV for the accountant; the GST breakdown matches the GSTIN filing requirement if turnover exceeds ₹40 lakh.

Full Worked Example – “Shree Kirana Store”

Step	Action	Screen Detail	Result
1	Add “Aashirvaad Atta”	Items → Add New → Category = Unbranded, GST = 0 %	Opening stock 120 kg recorded
2	New Sale for Ramesh	Billing → New Sale → Atta × 2, Parle‑G × 3	Stock reduced to 22 packets Atta, 97 packs Parle‑G; GST calculated ₹31.5
3	Generate receipt & send	Click Generate Receipt → Share via WhatsApp	PDF link sent, status shows Sent/Delivered/Read
4	Automation enrolls reminder	Automation trigger “order completes” → Journey “Atta reorder 7 days”	Reminder scheduled, visible on Reminders board
5	End‑of‑month report	Reports → Sales & GST → Oct 2026	Shows ₹78,450 sales, ₹4,210 GST, stock levels accurate

By following these exact clicks, a shop owner can close a sale, keep inventory accurate, stay GST‑compliant, and automatically set a follow‑up reminder – all without leaving Ferbz.

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Time saved: Before Ferbz, Shree Kirana’s owner spent about 12 minutes per sale writing the receipt on a handwritten register, manually deducting stock on a paper ledger, and then calculating GST by looking up a tax table. With the Billing Dashboard, the same transaction finishes in 45 seconds – a reduction of 94 % in processing time. Over a typical month of 250 orders, that equals ≈ 500 minutes (8 hours 15 minutes) reclaimed for serving customers or stocking shelves.

Revenue recovered: The “win‑back” automation that enrolls a customer after every order has a measurable impact. In a pilot run, the store sent 120 follow‑up reminders in October; 27 % of those customers placed a repeat order within the next 5 days, generating an extra ₹9,850 in sales that would otherwise have been lost to nearby quick‑commerce apps.

Fewer manual errors: Stock mismatches fell from an average of 5 % (about 6 kg of wheat flour per month) to 0.3 % after using the live stock deduction. GST mis‑calculations dropped to zero because the rate is locked to the item master; the accountant no longer needs to reconcile a separate tax ledger.

Compliance made easy: Because the GST amount is captured on every receipt and aggregated in the Sales & GST report, the owner can file the GST return with confidence. If turnover stays below ₹40 lakh, the store can continue under the Composition Scheme; if it crosses the threshold, the same data is ready for the regular GSTIN filing – no re‑entry of numbers.

In short, the Billing Dashboard eliminates three pain points that small retail shops face daily: tedious paperwork, stock‑out surprises, and uncertain tax compliance. The result is a tighter cash‑flow, higher repeat‑purchase rate, and a clear path to scaling without hiring additional staff.

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Ready to stop juggling paper registers, spreadsheets, and separate WhatsApp tools? Sign up for a free trial, import your existing customer CSV, load your product list, and start ringing up orders from day one. All you need is a Razorpay‑enabled prepaid wallet; the moment you generate a receipt or a reminder, credits are drawn automatically.

Start now at https://dashboard.ferbz.com/ or email support@ferbz.com for a quick onboarding walk‑through. Your stock‑on‑hand GST tracking for retail store is just a few clicks away.