Pharmacy Billing SoftwareFor Medical Stores & Chemists

Last updated: 23 October 2026

This page is for medical store owners, chemists and pharmacists who want one software for the billing counter, the medicine stock and the GST books. It explains what ValueSoft does for a pharmacy, and the drug-licence records that the law asks you to keep, so you can check any software against them.

What is pharmacy billing software?

Pharmacy billing software makes the bill at your counter and, at the same moment, updates the stock of the exact batch you sold. A general shop billing app only needs an item name, a rate and a tax. A medical store needs much more on every line:

• Batch, MRP and expiry date for every product you buy and sell.
• Strip and loose sale, because customers often buy a few tablets, not a full strip.
• Search by composition (salt), so you can see every brand of the same medicine that you stock.
• Patient and doctor details on the bill, for prescription medicines.
• Schedule H and H1 records, which the Drugs Rules ask a licence holder to keep.
• Drug licence numbers on the bill, yours and the buyer's.
• Purchase records with batch numbers, and GST returns from the same data.

ValueSoft does all of this in one Windows software, with accounts, outstanding and GST returns included.

Is medical store billing software the same thing?

Yes. People search for pharmacy billing software, medical store billing software, medical shop software and chemist billing software, but they all mean the same tool. The Drugs Rules, 1945 even use different names for different shops: a "Drugstore" does not need a registered pharmacist, "Chemists and Druggists" employ a registered pharmacist but do not compound medicines, and a "Pharmacy" employs a pharmacist and compounds against prescriptions (Rule 65(15)). The billing and record needs are almost the same for all three, so this one page covers them all.

Who is ValueSoft pharmacy software for?

How does billing work at the counter?

A typical sale in ValueSoft looks like this:

1. 1

   Find the product

   Type the name, search by composition, or scan the barcode. The rack number shows, so staff know where to pick it from.

2. 2

   Take the earliest-expiry batch

   Batch and expiry are captured at purchase. ValueSoft offers the earliest-expiry batch first and warns you if it is near expiry.

3. 3

   Choose strip or loose

   Sell a full strip or loose tablets on the same bill.

4. 4

   Add patient, doctor and salesman

   These details stay with the bill and feed the patient history, doctor report and Schedule reports.

5. 5

   Check the warnings

   ValueSoft warns on loss and low-margin sales and shows item-wise profit before you save.

6. 6

   Save, print or send

   Print on your printer in your own bill format, or send the bill on WhatsApp. SMS alerts are available too.

If a customer hands something back at the time of sale, you can take the sale return then and there. Multi-window working means you can keep a purchase entry or a report open while you bill the next customer.

How do I find substitutes by salt (composition)?

Customers often ask for a brand you do not have. With composition search, you type the medicine or its salt and ValueSoft lists every product in your item list with the same composition, with the rack where it sits. This helps you to:

• see quickly whether you stock another brand of the same composition;
• compare the margin of each option, because item-wise profit shows while billing;
• decide what to order next, using the order-to-supplier list.

How does FEFO (first expiry, first out) work with batch-wise stock?

FEFO means you sell the batch that expires first, before newer batches. It is the simplest way to cut expiry losses in a medical store. ValueSoft builds it into billing:

• Batch-wise stock. Every purchase records the batch, MRP and expiry date, so stock is held batch by batch.
• Earliest expiry first. When you bill, ValueSoft offers the batch with the earliest expiry first, so old stock goes out before new stock. Your staff see the expiry of the batch they are selling, and ValueSoft warns on near-expiry sales.
• Near-expiry reports. List all items, or company-wise items, expiring in the next 30, 60 or 90+ days, so you can sell them first or return them in time.
• Breakage and returns. Track damaged and expired goods supplier-wise with settled or pending status, and move expired goods to self-breakage so they leave your saleable stock.

This matters for the law as well as for profit. Rule 65(17) says no drug may be sold or stocked after its expiry date. Expired stock can stay in your premises only while you have taken steps with the manufacturer to withdraw, reimburse or dispose of it, stored apart from trade stock in packages marked "Not for sale".

Which Schedule H and H1 records must a medical store keep?

Schedule H, H1 and X medicines may be sold by retail only on, and in line with, the prescription of a Registered Medical Practitioner (Rule 65(9)). Here is what the Drugs Rules, 1945 ask for at the time of sale:

How ValueSoft helps: the Schedule H1 report records the doctor's (prescriber's) name and address and the patient's name and address, with the batch and expiry of each medicine, which is the register Rule 65(3) asks for. ValueSoft also gives Schedule H and Narcotics reports and a sales report by prescribing doctor. You can print these reports or email them as PDF or Excel.

For medicines supplied in the original container, the rules let you keep either the register or serially numbered cash or credit memo books, and you tell the licensing authority in writing which one you will keep when you apply for the licence (Rule 65(3)). If you plan to keep the H1 register as a printed report, confirm the format with your licensing authority. The list of Schedule H1 drugs is changed by notification from time to time, so check the latest list on cdsco.gov.in and mark those items in your item list.

What drug licence details go on bills and purchase records?

Your retail drug licence is issued in a form that depends on what you sell. Rule 61 says Form 20 covers drugs other than those in Schedules C, C(1) and X, Form 21 covers Schedule C and C(1) drugs (except Schedule X), and Schedule X drugs need a licence in Form 20F or 20G. Each place where you sell or stock drugs needs its own licence (Rule 62).

• Your sale bill (cash or credit memo) must show your name, address and sale licence number, the serial number of the memo, and the name and quantity of each drug. Keep copies as your record (Rule 65(4)).
• Your purchase records must show the date of purchase, the supplier's name, address and licence number, the drug name, quantity and batch number, and the manufacturer. Number purchase bills serially and keep them in date order (Rule 65(4)).

ValueSoft bills print your drug licence numbers, and the buyer's drug licence numbers when you sell to another licence holder. Custom printing lets you add your logo, signature and watermark to the bill format, for laser, inkjet or dot-matrix printers.

How do purchase entry and distributor bill import work?

Typing a 40-line distributor bill by hand is slow and causes mistakes in batch numbers and rates. In ValueSoft you can:

• Import the purchase from your distributor's CSV, Excel or PDF bill. Each supplier's format is mapped once, the same way for PDF as for Excel or CSV, and you can map a new supplier's format yourself.
• Use supplier-wise entry screens with several discount columns and entry number/date options.
• Record short supply, check purchase history, and join two or more invoices into one.
• Prepare an order to the supplier from your sales, current stock and reorder level, and email it to the company.

You usually buy at PTR (price to retailer), the rate your distributor charges you. Your margin is the difference between your selling price and the PTR, after any discount you give. Try our PTR and PTS calculator to check margins, and read more on purchase bill import.

What GST work can a medical store do in ValueSoft?

• GST on every bill, with separate tax-wise input and output GST ledgers.
• GSTR-1 and GSTR-3B: export to Excel, CSV or JSON, or save GSTR-1 directly to the GST portal.
• Reconciliation: GSTR-1 and GSTR-3B with your sales, and GSTR-2A/2B with your purchases. You can claim input tax credit (ITC, the GST you paid on purchases) only on invoices your supplier has reported and that appear in your GSTR-2B (CGST Rule 36(4)). See GSTR-2B reconciliation.
• E-Way Bill and e-Invoice from your bills, if your business needs them. e-Invoicing applies to B2B invoices when your aggregate turnover has been ₹5 crore or more in any financial year since 2017-18.

Accounts, outstanding and reports in one place

ValueSoft is also your accounting software. Vouchers, ledgers, cash book, bank reconciliation, trial balance, trading and P&L account and balance sheet come from the same entries. Outstanding reports show what customers and suppliers owe, with due dates and credit limits, and you can print cheques straight from the software.

Useful reports for a medical store include the Schedule H, H1 and Narcotics reports, the doctor report, bill-wise, party-wise and company-wise profit, the daily transaction report and the product sale summary by company or area. Send bills and outstanding on WhatsApp, and email any report as PDF or Excel. If your CA works in Tally, ValueSoft exports your accounting data to Tally.

Can I check my medical store from my phone?

Yes. The eOwner app shows live stock and expiry, party ledgers and dues, and sales, purchase and profit reports on your Android phone, and lets you share bills and reports on WhatsApp. If your distributor also uses ValueSoft, the eRetail app lets you order from them and check your dues from your phone. The apps exchange data with ValueSoft through Kala Softech's server, so they need internet.

Does it work without internet, and how are backups kept?

ValueSoft runs on your Windows computer, so billing, stock and accounts keep working when the internet is down. You need internet for WhatsApp bills, GST portal filing, e-Invoice and E-Way Bill, the mobile apps and online backups.

Backups are your choice. You can back up to your local disk, to your own Google Drive, or, if you opt in, to Kala Softech's backup server (this needs internet). If you run offline, take your own backups regularly. Our video tutorials include backup and restore in Hindi.

How does ValueSoft compare with a register or a general billing app?

Switching from another pharmacy software

If you use Marg, Tally or Busy today, our team moves all your master data and your bills into ValueSoft, as part of free migration assistance. Your item list, parties and past bills come with you, so you do not start from zero. Read more on switching from Marg, from Tally or from Busy.

After installation, our team trains you and your staff on billing, purchase and GST, including in Hindi, over phone, WhatsApp or a remote session. Call or WhatsApp +91 6200826175 or email service@kalasoftech.com.

How much does pharmacy billing software cost?

The ValueSoft licence is a one-time price with GST included. Updates and support are free for the first year; from the second year there is a yearly AMC (annual maintenance charge) of ₹3,500 per user. The plans differ mainly in how much you can bill each month: Mini allows ₹2.5 lakh and 450 bills a month, Lite ₹5 lakh and 600 bills, and Plus ₹7.5 lakh and 800 bills. Max has no limit and full accounting and GST. Basic also has no billing limit but leaves out GST reports and accounting, so most medical stores choose Mini, Lite, Plus or Max. The breakage and expiry system is in every plan.

Compare every feature on the pricing page.

Very small stores can start with the free version, which has limited features and entries, and upgrade later on the same data.

Sources

Rules on this page were checked on 23 October 2026 against these official sources:

• CDSCO: The Drugs Rules, 1945, compiled text as amended up to 1 July 2024 (Rules 61, 62 and 65)
• Press Information Bureau: GST Simplified: FAQs before the new rates (September 2025)
• CBIC: CGST Rules, Rule 36(4)
• GST tutorial: Steps for e-Invoicing

This page is a plain-language summary, not legal advice. For your own licence conditions, follow your State drug licensing authority.