Milk distribution management softwareThe milk leaves at 4 a.m. The accounts should already be right.
KshirSetu runs the whole day of a milk distributor — retailer orders, trip-wise loading, deposits, credit and dues, ledgers and GST invoices in one system, with an Android app for every retailer you supply.
Your own instance and your own database — nothing shared with another distributor.
- GST invoices & Tally export
- Credit limits per retailer
- Statements on WhatsApp
- Hindi & English retailer app
- Runs on older office PCs
The problem
Milk moves early, and it moves on credit.
You send out loaded vehicles before dawn, and by month-end you owe every retailer an answer about what was delivered, what was paid, and what is still outstanding. In registers and spreadsheets that answer lives one person deep — and it is one argument away from losing a customer.
For the office
A web system on the computer, covering everything the counter and the accountant do in a day — demand entry, loading sheets, deposit approvals, rates, ledgers, invoices and staff accounts — with role-based permissions so each person only touches their own work.
For your retailers
An Android app for the shop. The retailer places tomorrow's order before the cut-off, records a deposit with its reference and receipt photo, and sees an up-to-date account statement — in Hindi or English, on the phone already in their pocket.
The platform
The whole day, not one part of it.
Around sixty screens, each built against how the work is actually done — because it was written alongside a distributor who was already doing it.
Daily demand
Retailers order before a cut-off you set per zone. The office sees the day's total by product and by trip, and can enter or correct any retailer's order itself.
Loading & distribution
Trip-wise split of the day's load in whole crates, what each vehicle carries against the capacity it really has, and every distribution sheet printed in one go.
Deposits
The retailer records a payment with its UTR and receipt photo; the office approves it against the bank statement — with a checker that reads the statement file and matches the references for you.
Credit & dues
A credit limit for each retailer that warns or blocks at the moment of the order, a hold on one shop's supply, and dues collected in daily instalments.
Retailer accounts
A running daily ledger per retailer, opening to closing, with balances, outstanding dues and a watchlist for the ones sliding the wrong way.
GST & invoicing
Tax invoices with per-zone financial-year numbering and HSN codes, a GST summary report, and a Tally-compatible export of the sale, bank and cash books.
Statements that reach people
Account statements go out as a PDF over WhatsApp or email — one retailer or a whole zone at once — so the monthly reconciliation stops being a phone call.
Crates, damage & stock
Crates issued and returned per retailer, damage and shortage entries, and stock and purchase reports against what the dairy actually supplied.
Vehicles & staff
Diesel entries against odometer readings with per-vehicle mileage, plus staff attendance, wage rates and salary payouts for drivers and helpers.
Credit & dues control
Credit is the business. Control it shop by shop.
Most of what a distributor loses goes out on credit, one order at a time. KshirSetu checks a retailer's balance at the moment the order is placed — not at month-end, when it is too late.
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A credit limit for every retailer Set each shop to Off, Warn or Block. Warn shows the exposure to whoever enters the order; Block stops an order that would take the shop past its limit. Only an admin can override, and every override is recorded.
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Hold supply to one shop Stop milk, products or both for a single retailer — a bounced cheque, a dispute — without closing their account or app login. The reason stays with your staff; the shop is simply told to contact you.
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Collect old dues in instalments Agree a plan to clear a balance over a set number of days. The rule is easy to explain at the counter: pay for today's order plus the day's instalment, and the next order goes through. Dues are only marked cleared on money you have approved.
Built for a real dairy office
Fast for the counter. Safe for the owner.
The details that decide whether software survives its first month in a busy distribution office.
Runs on the computers you have
The office side runs in an ordinary browser, and is built to work on older Windows 7 machines that can no longer be upgraded. No new hardware to buy.
Keyboard-first entry
Retailer code, quantities, Enter, next. Order entry is built for speed on a keyboard, with guards on dates and numbers that catch slips before they are saved.
Every sheet in one print
Every zone's and every trip's milk distribution sheet for the day, sent to the printer as one job before the vehicles leave.
Reminders that go out on their own
Retailers who have not ordered get a reminder before the cut-off, and the office gets a count per zone — with an off switch and a "skip today".
A password alone is not enough
A retailer's app works only on a phone activated with a one-time code, so a shared or stolen password does not open the account on another device.
Staff see only their zones
Roles decide who enters demand, approves deposits or changes rates, and each staff member can be limited to the zones they handle. Settled days are frozen.
Why it holds up
It was proved against the old books before it replaced them.
Software that touches money has to earn its place. This one was checked against the system it replaced, retailer by retailer, before anyone trusted it with a day's trade.
Years of existing data — retailers, balances, rates, transaction history — were migrated out of the old FoxPro system and reconciled retailer by retailer, until a zone's closing balances agreed with the old books exactly. Your history comes with you; you do not start again from zero.
Getting started
Your own copy. Your data stays yours.
KshirSetu is not a consumer app and not a shared pool of everyone's data. Each distributor runs a separate instance with its own database and its own web address. Nothing is shared between distributors.
- We talk first Zones, products, your rate structure, how trips and cut-offs work today, and what shape your existing data is in.
- Your instance is set up With your firm's name, GSTIN and zones — then your retailers and balances are imported and reconciled against your current books.
- Your staff get logins With roles, so demand entry, approvals and rate changes stay in the right hands, and every rate change leaves a trail.
- Your retailers install the app They enter the dairy code you give them and sign in with the retailer code and password you issue. It points them at your instance, and only yours.
For dairies
Buying for your distributors?
A dairy can take KshirSetu on behalf of the distributors it supplies. Each distributor still gets its own instance and its own data, set up and migrated one at a time — talk to us about rolling it out across your network.
Questions
What distributors ask first.
Is my data mixed with other distributors' data?
No. Each distributor gets a separate instance — its own database, its own web address, its own logins. Your retailers, rates and balances are not visible to anyone else, and there is no shared pool to opt out of.
Can my existing data be moved in?
Yes, and it should be. Retailers, opening balances, rates and transaction history have already been migrated out of an old FoxPro system and reconciled against the old books before go-live. Registers and spreadsheets can be brought in the same way. The migration is checked with you before anything goes live.
Can I stop a retailer who already owes too much?
Yes. Each retailer can have a credit limit set to warn or to block, so an order that would push the shop past its limit is flagged or refused when it is entered. You can also put one shop's milk or product supply on hold, or agree a plan to collect old dues in daily instalments.
My retailers are not technical. Will they actually use the app?
The app does four things — place an order, record a deposit, see the account statement, read messages from you — in Hindi or English. And nothing depends on the retailer using it: the office can enter or correct any retailer's order, so a shop with no smartphone works exactly as before.
Will it run on our old office computers?
Yes. The office side runs in a web browser, and it is built to work on older Windows 7 computers whose browser can no longer be updated. There is nothing to install.
Does it work on a slow connection?
It needs an internet connection, but the screens are deliberately light and the app is built for ordinary mobile data at the shop. The office side runs in a normal browser on the computer you already have.
What about GST and my accountant?
The system issues tax invoices with per-zone financial-year numbering and HSN codes, and produces a GST summary. Sale, bank and cash books export in a Tally-compatible format, so your accountant carries on filing the way they do today.
Can staff quietly change a settled day?
No. A day can be closed and frozen, after which it cannot be edited; rate changes and approvals are recorded with who did them and when; and permissions are per role, so demand entry, deposit approval and rate changes can sit with different people.
Can a dairy buy it for its distributors?
Yes. A dairy can take KshirSetu on behalf of the distributors it supplies. Each distributor still runs its own instance with its own data, so one distributor never sees another's retailers or balances.
How long does setting up take?
A new instance can be running in about an hour. The real work is your data — importing retailers and balances and agreeing that they match your books — and that depends on the state of the records you are coming from.
How do I see a demo?
Message us on WhatsApp or email with your business name, your city and roughly how many retailers you supply, and we will fix a time to walk you through the office screens and the retailer app.
Schedule a demo
See KshirSetu run a distribution day.
A live walk-through for distributors and dairies. Tell us your business name, your city and roughly how many retailers you supply, and we will fix a time.
- The office screens and the retailer app, end to end
- Your questions on zones, rates, trips and credit
- What moving your existing records in would involve