Billing and AMC software for photocopier and printer dealers in India and the UAE
A copier dealer earns on a machine once when it is sold and then every month on the contract behind it. Easyy Accounting ERP follows each machine by serial number, from purchase to buyback, and bills the contracts on it from the same books.
Dealers who sell the machine and service it for years
If your income is a mix of machine sales, AMCs, cost-per-copy contracts and service calls, the thing that matters is the machine: where it is, what contract covers it, what its meter said last month and what it has cost you in parts.
- Copier and printer dealers selling, renting and servicing machines
- Dealers running AMC, CMC, cost-per-copy or rental contracts
- Service teams with field engineers and response times to keep
- Dealers who take old machines back against a new sale
Every machine, every contract, every call
One card per serial number ties the whole story together; the contracts, readings and calls below all hang off it.
Machine card by serial
Status, current customer and site, warranty, every document it appears on, an event log, and its contracts and service calls in one place.
Installation and warranty
A printed installation note at the customer's site. Warranty runs from installation, or from the invoice, with a list of warranties about to expire.
AMC, CMC, CPC and rental
Comprehensive and non-comprehensive AMC, CMC, cost per copy and rental contracts, covering one machine or many.
Yearly AMC in advance
New AMC and CMC contracts bill yearly in advance: pro rata for a short period, a top-up when a machine joins mid-year, and reminders from 60 and 30 days before renewal.
Meter readings and contract invoices
Readings entered per machine for black and white, colour and scan, or taken on a service visit. Free copies, minimum volume, excess rate and slabs are applied, and the run is previewed before it raises one invoice per contract.
Service desk
Engineers, SLA by cover and priority, calls with the cover worked out automatically, response and resolution due times, visits, customer sign-off and rating.
Parts and toner
Compatible parts per model with stock on hand. Covered parts are issued from stock; chargeable parts and labour go on one invoice. Toner yield is compared with the rated yield.
PM schedule
Preventive visits planned from the contract. Each visit becomes a service call or is skipped with a reason, and due visits are flagged.
Buyback, demo, loan and RMA
Old machines taken back into stock as used or refurbished and credited to the customer. Demo, loan and standby machines tracked until they return; faulty units tracked to the supplier and back.
The life of one machine
Buy it
Received by serial number, so the machine card starts on day one.
Sell or rent it
Installed at the customer's site, with warranty starting from the installation.
Put it on contract
AMC, CMC, CPC or rental, billed yearly in advance or from monthly meter readings.
Service it
Calls against the SLA, preventive visits, parts and toner from stock, meter readings on each visit.
Renew or replace it
Renewal reminders before the contract ends, or a buyback against the next machine.
What the owner looks at
Every report prints and exports to Excel: installed base, contracts expiring, meter usage, billing register, SLA performance, engineer productivity, parts consumed per machine, toner yield and machine profitability. Together they answer the question a copier business turns on: which machines and contracts actually make money.
Contracts billed in either country
Contract, meter and service invoices are ordinary tax invoices, so they follow the branch's country like every other sale.
| India | UAE | |
|---|---|---|
| Tax | GST invoices with CGST, SGST or IGST. The SAC and rate come from the service items you set up with your CA. | VAT at 5% on contract, meter and service invoices, from the service items you set up. |
| Currency | INR | AED. Each run bills in the branch's own currency. |
| Contracts | Monthly meter billing or yearly AMC, whichever you sell. | Yearly AMC billed in advance, the usual practice in the UAE, is the default for new AMC and CMC contracts. |
| Language and e-invoicing | — | Arabic interface; invoices print in Arabic or English. Invoices join the UAE e-invoicing queue. |
The honest boundary
There is no mobile app for engineers and no meter import: readings are typed in, or taken on a service visit. Contract billing is a run you start, after a preview, not something that bills by itself. No SAC code is chosen for you. Used machines are taken back without a margin scheme. These are the limits today, and we would rather you heard them here.
Switching software? We move your data for you.
Don't re-type a single master. We bring your existing data across, check every figure with you, and only then do you start billing.
Coming from Marg? We read its own exports directly. From Tally, Busy or any other software, we load your data through simple Excel templates we help you fill.
Questions we get asked
Can we bill cost per copy with free copies and slabs?
Yes. A CPC contract can carry free copies, a minimum volume, a rate per copy, an excess rate and slabs. The billing run applies them to each machine's readings.
How does a yearly AMC billed in advance work?
The contract is billed for the year at the start. A shorter period is charged pro rata, a machine added mid-year gets a top-up for its remaining cover, and renewal reminders start 60 days before the end.
Can an engineer record the meter on a visit?
Yes. A meter reading taken on a service visit is saved against the machine and used in the next billing run.
How are AMC and CPC invoices taxed?
They are ordinary GST or VAT invoices. The tax comes from the service item on the contract, which you set up once with your CA or accountant.
Do you handle buyback of old machines?
Yes. The old machine comes into stock as used or refurbished, the customer is credited, and it can be linked to the new sale.
Bring one contract and one machine
We will set up the machine by serial, attach your AMC or CPC contract and raise its invoice from a meter reading on the call.
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