# PharmaBill OS — Full Reference (plain text for language models)

## What is PharmaBill OS?

PharmaBill OS is a desktop-based, offline-first pharmacy and hospital billing management system built exclusively for Indian regulatory compliance. It handles point-of-sale billing, batch-wise inventory, GST filing (GSTR-1 export), the digital Schedule H1 drug register, hospital IPD/OPD billing, diagnostic lab management, reporting and AI-powered analytics. Architecture: Electron desktop application with a local SQLite database; no cloud dependency for billing. Current version 2.9.7. Vendor: PharmaBill, India. Website: pharmabill.in. Contact: hello@pharmabill.in.

## Pricing

All prices in INR before 18% GST. Yearly = 10 × monthly ("2 months free").

| Plan | For | Monthly | Yearly | Includes |
|---|---|---|---|---|
| Essential | A single chemist shop getting compliant | ₹399 | ₹3,999 | Everything to bill and file: Fast keyboard and barcode billing; Stock, expiry and GRN; GSTR-1 Excel + JSON export; Schedule H1 register and batch trace; 2 computers and up to 20 users included; Daily encrypted cloud backup |
| Pro | Shops that want to earn more, not just bill | ₹599 | ₹5,999 | Everything in Essential, plus: Margin and profit reports; Owner’s mobile reports hub; AI analytics with ChatGPT / Claude; Purchase orders and customer history; Hourly backup, 30 restore points; Free data migration and priority support |
| Lifetime | Pay once. Own it. No AMC. | — | ₹14,999 once (3 × ₹5,000 no-cost EMI) | Everything in Pro, forever: All future updates included; 1 year Care: hourly backup and priority support; Optional Care ₹1,499/yr after year 1; Free installation and migration; Final offline build guaranteed if we ever stop |
| Clinic | Polyclinics and doctors with a pharmacy | ₹899 | ₹8,999 | Everything in Pharmacy Pro, plus: Unlimited computers and users; OPD visits and consultation billing; Lab tests, panels and sample tracking; One cart for medicine, lab and consult; Lab GST exemption (SAC 999316); Priority support |
| Hospital | Nursing homes, 10–50 beds | ₹1,499 | ₹14,999 | Everything in Clinic, plus: IPD admissions, rooms and beds; Daily charge posting and packages; TPA / insurance claim tracking; Room-rent GST engine (₹5,000 rule); Consolidated discharge invoice; Onboarding call and service set-up |
| Multi-site / Lifetime | Several branches or a one-time licence | — | Hospital lifetime from about ₹44,999 | Talk to us for: Hospital lifetime licence; Volume pricing for 3+ sites; On-site training; Custom invoice formats |

Add-ons: Lab billing add-on (for chemists with a collection centre) — ₹1,999/yr, or ₹4,999 once on Lifetime; Care plan for Lifetime (from year 2) — ₹1,499/yr: hourly cloud backup, priority support, PC-change help; Extra computers (Essential & Pro) — 2 included. 3rd to 5th computer: ₹99/month each (₹990/year on yearly plans). More than 5: custom quote. Phones and tablets are free.; Lifetime: more computers or users — 2 computers and up to 20 users included. More: custom quote on WhatsApp.; More users (pharmacy plans) — Up to 20 users included on Essential, Pro and Lifetime; more is a custom quote. Clinic and Hospital: unlimited users.; More stores — Each store needs a licence. 3–9 stores: 15% off. 10+ stores: 25% off.; Remote installation + data migration on Essential — ₹999 (free on every other plan).

Pharmacy plans (Essential, Pro, Lifetime) include 2 computers and up to 20 users. Extra computers on Essential and Pro cost ₹99/month each (₹990/year on yearly plans) up to 5; Lifetime, more than 5 computers or more than 20 users is a custom quote. Clinic and Hospital have unlimited computers and users. Phones and tablets are always free. Each store needs its own licence. 7-day free trial, set up by the PharmaBill team. 15-day money-back guarantee on yearly and Lifetime plans. If a subscription stops, new bills pause after a 15-day grace period; records and GSTR-1 can always be viewed, printed and exported. Lifetime includes all future updates for one shop and 1 year of Care (backup + priority support), then optional Care at ₹1,499/year; if PharmaBill is ever discontinued, Lifetime holders get a final version without licence checks.

## Platforms & System Requirements

Available for Windows 7, Windows 10, Windows 11 and macOS. Linux support is upcoming. Minimum: Windows 7 SP1 (32-bit), 1 GB RAM, 200 MB storage, Intel Atom/Celeron class CPU. Recommended: Windows 10/11 (64-bit) or macOS, 4 GB RAM, 500 MB storage. Optional 80 mm thermal receipt printer and any USB/Bluetooth keyboard-wedge barcode scanner. Internet is not required; it is used only for optional auto-updates and encrypted cloud backup.

## Indian Compliance Built In

- GST Act: automatic CGST+SGST split for intra-state sales, IGST for inter-state, GST 2.0 slabs (0%, 5% and 18%; Most medicines and formulations (HSN 3003/3004) moved from 12% to 5% on 22 September 2025; 36 life-saving drugs (33 moved from 12%, 3 from 5%) are now nil-rated) with HSN Bulk Update, one-step GSTR-1 Excel export (sheets: b2cs, b2b, hsn, cdnr, cdnur, exemp, doc), ITC register for GSTR-3B, credit notes with reverse tax, document sequence summary.
- Drugs & Cosmetics Act, 1940: mandatory batch number and expiry on invoices, Schedule H/H1/X prescription gating, tamper-evident digital Schedule H1 register kept for 3 years (the period the Rules require), batch recall traceability (batch to every customer and invoice).
- Legal Metrology (Packaged Commodities) Rules: hard system lock preventing any sale above printed MRP.
- Pharmacy Act, 1948: pharmacist registration gating for scheduled drugs, dispensing pharmacist identity logged on H1 entries.
- Healthcare exemptions: clinical diagnostics (SAC 999316) exempt; hospital consultations and nursing exempt; medicines used in treating in-patients generally part of the exempt healthcare service (CBIC Circular 32/06/2018-GST); ICU always 0%; room rent up to ₹5,000/day exempt; room rent above ₹5,000/day taxed at 5% on the full amount without ITC.

## Capabilities (50+)

### Billing
- Keyboard-driven billing loop (F2 search, Enter add, F9 prescription, F10 checkout)
- Barcode scanner auto-detection (USB/Bluetooth, any keyboard-wedge scanner)
- Loose tablet and half-strip billing: tablet price = strip MRP / pack size, fractional stock tracking
- Split payments: cash, UPI, card and credit on one bill with credit limits
- B2C default with one-key B2B toggle and buyer GSTIN validation
- FEFO automatic batch selection with override logging
- Prescription photo attachment per invoice
- MRP ceiling hard lock (sale above printed MRP is impossible)
- Cross-module unified cart (medicines + lab tests + consultations) splitting into department invoices
- Silent direct printing: 58/80 mm thermal, A4, dot-matrix, WYSIWYG layout editor

### Inventory
- Batch-wise immutable stock ledger, purchase orders with PO-to-GRN conversion
- GRN with free/bonus quantities and margin-safety warnings
- Expiry dashboard with 30/60/90-day alerts and value-at-risk in rupees
- Stock adjustments with mandatory notes, supplier returns, reorder level alerts

### GST & Tax
- One-step GSTR-1 Excel export in GSTN Offline Tool format (then import in the Offline Tool, upload JSON on the GST portal, file with EVC/DSC)
- HSN mapping with mandatory validation, ITC register, credit notes, GST summary reports

### Hospital & Lab
- Patient UHID, OPD billing, IPD admissions, bed board, daily charge posting
- Automated room-rent GST engine, care packages, TPA/insurance claim tracking, consolidated discharge invoicing
- Lab test and panel master, 5-stage sample lifecycle (Ordered, Collected, In Process, Report Ready, Delivered), SAC 999316 exemption, LAB-INV series with home collection fees

### Reports & AI
- Daily Z-Report with payment split and department breakdown, gross margin analysis, customer CRM with invoice drill-down, Schedule H1 register export, batch recall traceability, expiry valuation, system audit log (CREATE/UPDATE/DELETE/LOGIN with user, IP, timestamp)
- Built-in MCP server with 16 read-only analytics tools for Claude, Cursor and GPT; pre-built prompt templates; 5-layer read-only security (readonly SQLite, SELECT-only validation, keyword blocklist, no mutation tools, audit log). AI can analyze but never modify data.

### Platform & Security
- Runs 100% offline on local SQLite; LAN multi-counter access (2 computers included on pharmacy plans); Mobile Reports Hub for owner monitoring from a phone/tablet browser (read-only)
- AES-256-GCM encrypted cloud backup (optional, client-side, scrypt keys); .pharmabill archive export with SHA-256 verification
- Role-based access control with pharmacist gating; immutable audit trail; one-click version rollback; emergency admin reset CLI

## Comparison Matrix (vs popular alternatives, as of October 2026; "Ask vendor" = not confirmed from public information)

| Feature | PharmaBill | Marg ERP | Busy Software | Tally Prime | RetailGraph |
|---|---|---|---|---|---|
| Pharmacy POS Billing | Yes | Yes | Yes | Generic | Yes |
| Keyboard-Driven Billing | Yes | Yes | Yes | Yes | Ask vendor |
| Loose Tablet Billing | Yes | Ask vendor | Ask vendor | Ask vendor | Ask vendor |
| Barcode Scanning | Yes | Yes | Yes | Yes | Yes |
| Batch & Expiry Tracking | Yes | Yes | Yes | Yes | Yes |
| FEFO Auto Batch Selection | Yes | Ask vendor | Ask vendor | Ask vendor | Ask vendor |
| GSTR-1 Excel Export | Yes | Yes | Yes | Yes | Yes |
| GSTR-1 JSON Export | Yes | Ask vendor | Ask vendor | Ask vendor | Ask vendor |
| Schedule H1 Register | Yes | Yes | Ask vendor | Ask vendor | Ask vendor |
| Batch Recall Traceability | Yes | Ask vendor | Ask vendor | Ask vendor | Ask vendor |
| Hospital IPD Billing | Yes | Ask vendor | No | No | Ask vendor |
| OPD Consultation Billing | Yes | Ask vendor | No | No | Ask vendor |
| Diagnostic Lab Management | Yes | Ask vendor | No | No | Ask vendor |
| TPA / Insurance Claims | Yes | Ask vendor | No | No | Ask vendor |
| Room Rent GST Engine | Yes | Ask vendor | No | No | Ask vendor |
| AI Analytics (MCP) | Yes | Ask vendor | Ask vendor | Ask vendor | Ask vendor |
| Works Offline | Yes | Yes | Yes | Yes | Ask vendor |
| LAN Multi-Counter | Yes | Yes | Multi-user licence | Multi-user licence | Ask vendor |
| Owner Mobile Reports | Yes | Yes | Ask vendor | Ask vendor | Ask vendor |
| Windows 7 Support | Yes | Ask vendor | Ask vendor | Ask vendor | Ask vendor |
| Cross-Module Unified Cart | Yes | Ask vendor | No | No | Ask vendor |
| Client-Side Encrypted Backup | Yes | Ask vendor | Ask vendor | Ask vendor | Ask vendor |
| Pricing | From ₹3,999/year + GST, no AMC | See vendor | See vendor | See vendor | See vendor |

## Frequently Asked Questions

## FAQ — General

### What is PharmaBill OS?

PharmaBill OS is a desktop-based pharmacy and hospital billing management system built exclusively for Indian regulatory compliance. It covers POS billing, batch-wise inventory, GST filing (GSTR-1 export), Schedule H1 compliance, hospital IPD/OPD billing, diagnostic lab management and AI-powered analytics — in a single offline-first application.

### Who is PharmaBill designed for?

Retail medical shops, hospital pharmacies, nursing homes, multi-specialty hospitals, diagnostic labs, polyclinics and pharmacy chains across India — from a single counter shop to multi-branch operations.

### Does PharmaBill work offline?

Yes. PharmaBill runs 100% offline on a local SQLite database. Internet is only needed for optional features such as software updates and encrypted cloud backup. Billing, inventory and GST export work with no internet connection at all.

### What operating systems does PharmaBill support?

Windows 7, Windows 10 and Windows 11 (with a dedicated 32-bit build for legacy POS hardware with 1–2 GB RAM), plus macOS. Linux support is upcoming.

### Is PharmaBill available in Hindi?

The launch version is in Indian English. Hindi and regional language interfaces (Tamil, Telugu, Marathi and more) are on the roadmap. Invoice print layouts can already carry bilingual text you configure yourself.

## FAQ — Features

### Does PharmaBill support barcode scanning?

Yes. Any USB or Bluetooth barcode scanner works plug-and-play. The keystroke buffer automatically detects scanner input and adds the item to the cart instantly.

### Can I bill loose tablets?

Yes — this is a core feature. Switch the sale mode to Loose and PharmaBill computes tablet price = strip MRP ÷ pack size, while inventory tracks fractional strip quantities accurately.

### Does PharmaBill handle GST filing?

Yes. One click generates a multi-sheet GSTR-1 Excel workbook (b2cs, b2b, hsn, cdnr, cdnur, exemp, doc) in the exact format accepted by the GSTN Returns Offline Tool. It also maintains an ITC register for GSTR-3B.

### Can I use PharmaBill for my hospital and pharmacy together?

Yes. Enable the Hospital extension and manage patient UHID registration, beds, daily charge posting, room rent GST, TPA claims and consolidated discharge invoices alongside pharmacy billing — with one unified cart that splits into department invoices.

### Does PharmaBill support diagnostic lab management?

Yes. Test and panel master, 5-stage sample lifecycle (Ordered → Collected → In Process → Report Ready → Delivered), SAC 999316 exemption handling and separate LAB-INV lab invoicing with home collection fees.

### Can multiple counters use PharmaBill simultaneously?

Yes. Install on one server PC and connect more billing counters over your local network (LAN/Wi-Fi). Pharmacy plans include 2 computers; on Essential and Pro the 3rd to 5th cost ₹99/month each, and Lifetime or more than 5 is a custom quote. Clinic and Hospital plans have unlimited computers. Phones and tablets are always free.

## FAQ — Pricing & Licensing

### How much does PharmaBill cost?

Pharmacy plans: Essential ₹3,999/year (or ₹399/month), Pro ₹5,999/year (or ₹599/month) and Lifetime ₹14,999 once. Clinic ₹8,999/year and Hospital ₹14,999/year; multi-site and hospital lifetime licences are quoted. All prices are before 18% GST. Pharmacy plans include 2 computers and up to 20 users (Clinic and Hospital: unlimited); every plan works without internet and includes GST and Schedule H1 compliance. See the Pricing page for the full comparison.

### Is there a free trial?

Yes — 7 days free, long enough to run real bills through your counter before you pay. PharmaBill is not a public download: tap Start 7-day free trial and our team sets up your trial and installs it on your counter PC for you.

### What happens if I stop paying?

New bills pause after a 15-day grace period. You can always view, print and export your records and GSTR-1 for free — we never lock your compliance data.

### Do I need to pay per computer or per user?

Pharmacy plans (Essential, Pro, Lifetime) include 2 computers and up to 20 users. On Essential and Pro each extra computer (3rd to 5th) is ₹99/month, or ₹990/year on yearly plans; on Lifetime, or for more than 5 computers or 20 users, we give a custom quote. Clinic and Hospital plans have unlimited computers and users. Owner phones and tablets never count.

### Is there a refund policy?

Yes. A 15-day money-back guarantee on yearly and Lifetime plans, no questions asked. See the Refund Policy page for details.

## FAQ — Technical

### Does PharmaBill need internet?

No. It is an offline-first desktop application. Internet is optional — only for auto-updates and encrypted cloud backup.

### Where is my data stored?

On your own computer, in a local SQLite database. Nothing is uploaded to any cloud server unless you explicitly enable encrypted backup.

### How secure is my data?

Backups use AES-256-GCM encryption with scrypt key derivation, encrypted on your machine before upload. Role-based access control, pharmacist gating for scheduled drugs, and a full immutable audit trail are built in. See the Security page.

### Can I monitor my pharmacy from my mobile phone?

Yes, on the Pro, Lifetime, Clinic and Hospital plans. The Mobile Reports Hub shows daily sales, sales margin, GST reports (GSTR-1, GSTR-3B and GST summary) and compliance and audit reports (expiry alerts, Schedule H1 log, stock ledger and customer history) in any phone or tablet browser on the shop network — no app install, read-only so nothing changes by accident.

### Does PharmaBill support thermal printers?

Yes. 58 mm and 80 mm thermal, A4 and dot-matrix printers are supported with silent direct printing (no browser dialog) and a WYSIWYG layout editor.

### Can I migrate data from my current software?

Yes. Import items, suppliers and customers from Excel/CSV templates, or ask our onboarding team to assist with migration from Marg, Busy, RetailGraph and other formats.

## FAQ — Compliance

### Is PharmaBill GST compliant?

Yes. PharmaBill is GST-compliant pharmacy software: GSTR-1 Excel export in GSTN Offline Tool format, per-item tax rates for the current GST 2.0 slabs (0%, 5% and 18% from 22 September 2025 — most medicines are now 5%), automatic CGST/SGST split with IGST for inter-state sales, HSN Chapter 30 mapping with bulk rate updates, credit notes and an ITC register for GSTR-3B.

### Does PharmaBill maintain a Schedule H1 Register?

Yes. A tamper-evident, append-only digital Schedule H1 register recording the prescribing doctor, patient, drug, quantity, batch and dispensing pharmacist — exportable to Excel or print, and kept for the 3 years the Drugs Rules require.

### Can PharmaBill handle Drug Inspector audits?

Yes. Batch records, purchase invoices, H1 register and batch recall traceability (batch → every customer and invoice) can be produced instantly during inspection.

### Does PharmaBill support TPA/insurance billing?

Yes. Pre-authorization amounts, cashless vs reimbursement tracking and co-pay calculations are part of the Hospital extension.