Pharma ERP software for manufacturers and distributors —
batches, expiry and field sales in one system.
Yukti AI builds custom pharma ERP software for Indian API manufacturers, formulation companies and pharma distributors: purchase, production, QC release, batch-wise FEFO stock, an expiry radar, batch traceability, a medical rep app, schemes, targets, credit control, collections and exports — all reading one set of numbers, with an "Ask Your ERP" assistant on top. Built in Surat, for pharma businesses across Gujarat and India.
Reply the same day · Hindi, Gujarati, English · No obligation
Pharma ERP software is one system that runs a pharmaceutical business from raw material to collection: purchase, production, QC release, batch-wise stock with expiry dates, sales, field force, schemes, dispatch and receivables. For an Indian company it must also carry FEFO allocation, batch traceability, Schedule H/H1 flags, drug-licence tracking, GST, e-invoice and e-way bill. Yukti AI builds it custom around your plant and sales team, from ₹30,000 with a final quote after a free audit.
What is pharma ERP software, and why can't ordinary billing software do the job?
Most accounting and billing tools treat stock as a quantity per product. Pharma stock is never just a quantity. It is a quantity in a batch, with a manufacturing date, an expiry date, a QC status and a licence-controlled customer at the other end. Sell the wrong batch and a chemist receives short-dated goods. Miss an expiry and the stock is written off. Lose the link between a raw-material lot and a finished batch and a single complaint turns into days of searching through files.
That is why pharmaceutical manufacturing software and pharma distribution software are their own category. A pharma ERP connects the chain — a raw-material batch becomes a production batch, a QC release, finished stock, an invoice and a customer — so that every link can be followed both ways. It also has to handle the commercial side that pharma sales teams live on: schemes, targets, medical representatives in the field, PTR and PTS pricing, chemist credit and collections.
Many Gujarat pharma companies run this today on a mix of Tally, Excel registers, a separate MR app and WhatsApp groups. Each tool is fine on its own. The problem is that they never agree with each other, and the owner ends up with three different numbers for the same month. A custom ERP software build fixes that by putting everything on one dataset, so a dashboard number is always the same as the number on the screen it links to.
Who is this pharma ERP built for?
It is written for the people who actually run a pharma business day to day — owners, plant heads, sales managers and accounts — not for an IT department. If you run an API manufacturing unit in a GIDC estate around Bharuch, Ankleshwar, Vapi or Ahmedabad, a formulation company with a team of medical representatives, or a pharma distribution business in Surat or elsewhere in Gujarat, the problems below will sound familiar.
| If you are | The part of the system you would lean on most |
|---|---|
| An API or bulk-drug manufacturer | Production orders, consumption variance, QC release, batch traceability and the export book |
| A formulation company with medical representatives | The MR app, beat plans, GPS visits, the scheme engine, the target engine and the leaderboard |
| A pharma distributor, stockist or C&F agent | Batch-wise inventory, FEFO picking, the expiry radar, chemist credit control, collections and e-way bills |
| A company doing both manufacturing and distribution | All of the above on one dataset — the situation the GM Healthcare prototype models |
| A nutraceutical or wellness brand sold through chemists | Schemes, targets, the field app, FEFO and expiry management, without the export book |
It is less suited to a single retail medical store, where a counter-billing tool is usually enough. This system is for businesses that make, hold and move stock in batches across a team. For a wider view of the sector, see AI automation for healthcare and pharma.
What does a pharma ERP from Yukti AI include?
We build only the modules your business needs, but they all sit on one dataset. Here is the full module list from the build we did for GM Healthcare, with what each part does and why it matters. Your version is scoped after the free audit — a distributor will not need the export book, and an API maker may not need the MR app on day one.
| Module | What it does | Why it matters for a pharma business |
|---|---|---|
| Purchase & raw material | Suppliers, purchase orders, GRN, raw-material batches (API, excipient, packaging, solvent) and reorder levels | Raw material is reordered before production stops, and every incoming batch is recorded for traceability |
| Production & consumption | Production orders with stages, batch production records, raw-material consumption against the standard | Plant managers can spot over-consumption batch by batch instead of at the stock count |
| Quality control & release | QC test results and a release decision; only released batches can be allocated; a batch held at QC for more than 48 hours is escalated | Unreleased stock cannot slip into an order by mistake, and slow QC gets attention |
| Batch inventory & FEFO | Finished goods by batch, first-expiry-first-out allocation with a 90-day minimum residual shelf life, multi-warehouse stock and transfers | Older stock moves first, customers do not receive short-dated goods, and every pick has a stated reason |
| Expiry radar | Live batches bucketed Expired, 0–30, 31–60, 61–90 and 90+ days, with a ranked list of counters to push each batch to | Near-expiry stock becomes a sales task for the field team instead of a write-off for accounts |
| Batch traceability | Raw-material GRN → production order → QC → warehouse → every customer the batch reached, with returns | A batch complaint or an inspector's question is answered from one screen path |
| Sales orders & credit control | Orders for chemists, distributors, agencies and hospitals; sanctioned limit, utilisation and a hard block at 100% with a logged override | Credit risk is checked before goods leave, not after dispatch |
| PTR / PTS pricing | MRP, price to retailer and price to stockist held per SKU, with margin guardrails | The right trade price lands on every invoice |
| Field force / MR app | A separate mobile app: beat plans, GPS check-in, suggested order from purchase history, auto-applied schemes, credit check, collections | Medical representatives book cleaner orders at the counter and nothing is retyped in the office |
| Scheme engine | 14 mechanics — Buy X Get Y, quantity and revenue slabs, free goods, cashback, gifts, travel, collection incentives and more — with liability accruing only on qualification | Scheme cost is known in real time and month-end disputes are settled by the data |
| Target engine & incentives | 7 target types, 4 periods, 4 assignee levels, measured against a pace line, with incentive slabs from the same order lines | Shortfalls are visible mid-month while there is still time to recover |
| Dispatch & warehouse | FEFO picking list, packing, transporter, LR number, e-way bill above ₹50,000, shipment tracking and proof of delivery | Every order has a visible status from approval to delivery |
| Finance & collections | Receivables in ageing buckets, customer ledgers, payments, payables, margin reports | Accounts chases the right customers first, and collections free up credit |
| API export book | Molecules, buyers, drum-wise consignments (5 kg and 25 kg), export invoices and letter-of-credit receivables | The export desk works on the same plant data as domestic sales, with its own units and terms |
| Compliance in the data | Schedule H, H1 and X flags, drug-licence number and expiry per customer, HSN-wise GST, e-invoice IRN reference, audit log | Statutory checks happen inside billing and dispatch, not on a separate checklist |
How does FEFO allocation work?
FEFO means first-expiry-first-out. When an order is approved, the system picks the earliest-expiring released batch with enough free stock, and it enforces a minimum residual shelf life (90 days in the GM Healthcare build) before falling back to another batch. The picking screen shows the reason for the batch it chose, so the warehouse team — and an auditor — can see why. This is the core of good pharma inventory management software and expiry management: older stock moves first without anybody having to remember to send it.
Can a batch be traced from raw material to customer?
Yes. Batch traceability follows the raw-material GRN into the production order, the consumption record, the QC test results, the warehouse stock and every customer the batch reached, with returns recorded against it. When a complaint or a regulatory question comes in, the answer is one screen path, not a week of matching files from purchase, production, QC and dispatch.
How does scheme management work in a pharma ERP?
Schemes are where pharma sales teams lose the most time to spreadsheets. The scheme engine in the GM Healthcare build supports 14 mechanics — Buy X Get Y, quantity slabs, revenue slabs, cashback, free goods, gifts, travel rewards, performance, product, category and new-customer schemes, and collection incentives. In the field app the scheme applies automatically as the representative adds quantities, and the representative can see how close the customer is to the next slab. On the management side, scheme cost accrues only when a customer actually qualifies, so the owner sees real exposure, not a theoretical maximum.
A medical rep app built for the counter, not a squeezed desktop.
Pharma field force automation works only if the representative finds the app faster than a diary. The MR app in this build has its own interface with a bottom tab bar, a floating order button and thumb-sized quantity steppers.
Today's visits from the beat plan
The representative opens the day's calls from a weekday beat route; managers see beat compliance and visit history.
GPS check-in and attendance
Each visit is checked in with GPS and feeds an attendance grid and coverage reports — no end-of-day phone calls.
Suggested order, schemes applied
The app suggests an order from the counter's purchase history; schemes apply automatically; the credit check runs before the order is placed.
Collections on the same visit
The representative records a collection against the customer's outstanding, and the incentive maths uses the same order lines.
What manual work does a pharma ERP remove?
The left column describes how this work is commonly done in Indian pharma businesses that run on Excel, registers, phone calls and WhatsApp groups. It is a general description, not any one client's account. The right column is how the system handles the same job.
| Job | Before: Excel, registers and phone | After: in one pharma ERP |
|---|---|---|
| Booking a field order | The rep writes it in a diary or sends a WhatsApp message; the office retypes it into billing | The rep books it in the app from a suggested order; it reaches the office ready to process |
| Applying a scheme | Free goods worked out by hand, often differently each time | The scheme applies from its slab table, the same way for everyone |
| Checking credit | Accounts is phoned after the order is taken | The credit check runs before the order is placed, with a logged override |
| Choosing which batch to send | Whatever is at the front of the rack | FEFO picks the earliest-expiring released batch with enough shelf life and states why |
| Finding near-expiry stock | A periodic stock count, when little can be done | The expiry radar buckets every batch continuously and builds a push list |
| Tracing a batch | Files from purchase, production, QC and dispatch matched by hand | One chain from raw-material GRN to every customer, with returns |
| Tracking targets | A monthly sheet, often a week late | Live achievement against a pace line, with a projected close |
| Payment follow-up | Someone remembers to call | Reminder rules at 3, 15 and 30 days past due (WhatsApp sending is the integration step) |
None of this is a promised number. Because the GM Healthcare system is a prototype on demo data, we do not quote savings or percentages. In a real rollout we record your current figures first, so any change can be measured rather than assumed.
AI for pharmaHow does AI help a pharma company — honestly?
"AI for pharma" is used loosely in a lot of software marketing, so here is what is actually built and what would come next. The intelligence in the GM Healthcare build today is data-driven and rule-based. It reads the ERP's own numbers, spots what needs attention and tells the right person. It does not call a generative AI model.
Built today
- Ask Your ERP — a plain-language question screen. Ask "which batches expire in 30 days", "who is below 70% of target" or "which scheme is costing the most", and it answers from the live roll-ups with a link to the source screen. It is a data-query engine over the ERP's own numbers, so its answer always matches the dashboard.
- Alert Centre — severity-ranked alerts for batches nearing expiry (with a suggested action), executives drifting behind pace, accounts over their credit limit, stock below reorder level and batches stuck at QC.
- Insight from history — the MR app's suggested order is computed from each customer's purchase history, and the expiry push list ranks counters by how much of that product they have bought.
- Automation rules — ten trigger-action rules a manager can switch on or off: a reorder breach drafts a purchase requisition, a batch entering the 60-day window starts a clearance list, a credit breach holds billing, a drug licence within 30 days of expiry raises a compliance hold, an active customer silent for 45 days creates a win-back visit.
Possible next steps (not built yet)
- A generative-AI morning briefing that reads the roll-ups and writes the owner a short note on what moved, which batches need pushing and who is overdue.
- Demand forecasting by product and territory to guide production planning and raw-material purchase.
- A WhatsApp ordering assistant for chemists that takes a repeat order in chat and creates it in the ERP — the kind of WhatsApp AI chatbot Yukti AI already builds for other businesses.
- Collection-risk flags for customers whose payment pattern is slipping before they cross the credit limit.
These are realistic because the hard part — one clean, consistent pharma dataset — is what the system is built on. AI is only as good as the data it reads. That is the idea behind an AI ERP, and it is how automation for pharma companies should start: with the data in order, then the automation, then the AI.
The real build behind this page: GM Healthcare, Bharuch
GM Healthcare manufactures and exports Active Pharmaceutical Ingredients from Saykha GIDC, Bharuch, Gujarat. Yukti AI built it a pharma manufacturing, sales and distribution ERP covering both its API export business and a branded formulation channel on one plant.
| GM Healthcare pharma ERP | |
|---|---|
| Scope | About 60 screens in 12 navigation groups, 9 roles, a separate mobile field-force app |
| Pharma logic | FEFO, expiry radar, batch traceability, 14-mechanic scheme engine, target engine with a pace line, credit control, Schedule H/H1/X, drug-licence tracking, HSN-wise GST, e-invoice IRN, e-way bill |
| Two channels | API exports (kilograms, drums, letters of credit) and formulation distribution (strips, chemists, credit terms) kept apart while sharing the plant |
| Status | Working front-end prototype on a seeded demo dataset, deployed as a live demo. No backend, login or persistence yet — not a production deployment with real customers |
| Stack | React 18, TypeScript, Tailwind CSS, Recharts, Vite |
We are open about the status because it matters: the prototype exists so a plant and its sales team can click through the whole workflow on sample data before the backend is built. Every figure on its screens is demo data. Read the full GM Healthcare pharma ERP case study for every screen, the automation rules and what is simulated.
How much does pharma ERP software cost, and how long does it take?
A custom ERP from Yukti AI starts from ₹30,000. A full pharma ERP with many modules — production, QC, batch inventory, field force, schemes, exports — costs more, and the final quote comes after a free workflow audit, once we know which modules you need and how many roles, warehouses and integrations are involved.
On timing: Focused builds — a Shopify store, one automation, a single-module system — typically take about 7–10 days. A multi-module ERP or CRM usually takes a few weeks depending on scope. A pharma distributor that only needs batch-wise FEFO stock and expiry management is a much smaller build than an API manufacturer that needs production, QC and an export book as well.
The free audit is a 30-minute call. We go through how your plant, warehouse and sales team work today, where the registers and spreadsheets are, and which jobs take the most time. You get a clear scope and no obligation. For budgeting background, read how much custom ERP costs in India, and custom ERP vs off-the-shelf ERP if you are weighing a ready-made pharma package against a build that follows your plant, field team and export desk.
Explore more
Case study: GM Healthcare pharma ERP
The full build — FEFO, expiry radar, traceability, MR app, schemes, targets and the API export book.
Manufacturing ERP Software
Production, QC, job work, inventory, dispatch and costing for Indian plants, with an AI layer.
Custom ERP Software
How Yukti AI builds an ERP around your real workflow instead of a fixed template.
Custom ERP Software in Surat
Meet the team in Varachha, Surat — free workflow audit, in Hindi, Gujarati or English.
Healthcare & Pharma
Where AI automation helps clinics, labs and pharma businesses in India.
Replace Excel & Tally
Moving from registers and spreadsheets to one connected system, step by step.