Freight Billing Software Explained – How to Manage Transport & Freight Charges in TallyPrime

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Introduction

Freight and transportation expenses are a major cost for businesses involved in trading, manufacturing, distribution, and logistics. Whether goods are transported by road, rail, air, or sea, accurate freight billing is essential to maintain profitability and compliance.

Many businesses still manage freight charges manually or through Excel sheets, which leads to errors, missed GST input, incorrect costing, and disputes with transporters.

This is where freight billing software becomes important.

In India, thousands of businesses use TallyPrime as an effective freight billing solution — when configured properly.

This article explains what freight billing software is, why it is important, and how freight billing can be done easily in TallyPrime, along with GST compliance and best practices.

What Is Freight Billing Software?

Freight billing software is a system used to:

• Record transportation charges
• Track freight payable and receivable
• Calculate GST on freight
• Manage transporter bills
• Allocate freight cost to purchases or sales
• Generate accurate accounting reports

It helps businesses maintain transparency and cost control over logistics expenses.

Why Freight Billing Is Important for Businesses

Freight charges directly affect:

• Product cost
• Gross profit
• GST input credit
• Final invoice value

Incorrect freight handling can result in:

• Higher cost
• Wrong GST credit
• Accounting mismatch
• Compliance notices

Therefore, freight billing must be recorded properly.

Common Problems in Manual Freight Billing

Businesses using manual methods face issues like:

• Missing transporter bills
• Incorrect GST calculation
• No clarity on freight outstanding
• Difficulty in reconciliation
• Loss of GST input
• Wrong costing

These problems increase as transaction volume grows.

How TallyPrime Works as Freight Billing Software

TallyPrime can function as a complete freight billing system by allowing:

• Freight expense recording
• Freight inclusion in purchase or sales invoices
• GST handling under RCM or forward charge
• Transporter ledger management
• Freight cost analysis

All within one integrated accounting system.

Types of Freight Billing in Business

Freight can be recorded in two main ways:

1. Freight paid by buyer
2. Freight paid by seller

TallyPrime supports both scenarios.

Method 1: Freight Included in Purchase Invoice

When supplier charges freight in purchase bill:

• Freight becomes part of purchase cost
• GST applies as per invoice
• Stock cost increases

In TallyPrime, freight can be added as an additional ledger in purchase voucher.

Method 2: Freight Paid Separately to Transporter

When freight is paid directly to transporter:

• Separate transporter bill is received
• GST may apply under RCM
• Expense must be recorded separately

TallyPrime allows creation of dedicated freight ledgers for this purpose.

Creating Freight Ledger in TallyPrime

Steps include:

• Create ledger under “Indirect Expenses”
• Name it “Freight Charges” or “Transport Charges”
• Enable GST applicability
• Select tax type (RCM or forward charge)

This ledger is used for all freight entries.

GST on Freight Charges Explained

Freight GST depends on transporter type:

1. GTA under Reverse Charge (RCM)

• Business pays GST
• Input credit can be claimed
• Common in road transport

2. Forward Charge

• Transporter charges GST
• Business claims ITC

TallyPrime supports both automatically.

Freight Billing Under RCM in TallyPrime

TallyPrime allows:

• Automatic RCM calculation
• Separate RCM liability tracking
• Auto-population in GSTR-3B
• Input credit availability

This ensures full GST compliance.

Recording Transporter Bills

Transporter bills can be entered through:

• Purchase voucher
• Journal voucher (if required)

With proper GST configuration, Tally calculates tax correctly.

Linking Freight With Purchase Cost

For accurate costing, freight can be:

• Allocated to inventory
• Included in landed cost
• Reflected in stock valuation

This helps businesses understand real product cost.

Freight Billing for Sales Invoices

If freight is recovered from customer:

• Freight ledger added in sales invoice
• GST charged as applicable
• Reflected separately in invoice

TallyPrime supports freight recovery transparently.

Freight Outstanding Management

TallyPrime helps track:

• Transporter payable
• Due dates
• Outstanding freight bills
• Ageing analysis

This prevents missed payments.

Freight Cost Analysis Reports

TallyPrime provides reports such as:

• Freight expense summary
• Party-wise freight cost
• Month-wise analysis
• Cost center allocation

These reports help in cost control.

Using Cost Centres for Freight Tracking

Freight expenses can be tracked by:

• Vehicle
• Route
• Branch
• Project

Using cost centres, businesses can analyze transport efficiency.

Freight Billing for Transport Companies

Transport businesses can use TallyPrime to:

• Create LR-based billing
• Track customer-wise freight receivable
• Manage GST invoices
• Monitor outstanding collections

This makes Tally suitable for logistics firms as well.

Benefits of Using TallyPrime for Freight Billing

• Accurate GST handling
• Automatic RCM compliance
• Proper costing
• Reduced errors
• Better profitability analysis
• Audit-ready records

Why Cloud-Based Tally Helps in Freight Billing

With Tally on Cloud, businesses can:

• Access data from godown or office
• Share transporter bills with accountant instantly
• Ensure compliance during deadlines
• Avoid system dependency

Cloud adds flexibility and continuity.

Importance of Professional Configuration

Freight billing requires correct setup of:

• GST nature of transaction
• RCM rules
• Ledger mapping
• Reporting structure

Incorrect setup may cause GST mismatch.

Hence, professional implementation is recommended.

About Binarysoft Technologies

Binarysoft Technologies is a trusted Authorized Tally Partner helping businesses implement freight billing and GST configuration correctly in TallyPrime.

We specialize in:

• Freight billing setup
• Transport GST configuration
• RCM compliance setup
• TallyPrime customization
• Tally on Cloud solutions
• Training and support

Powered by Binarysoft Technologies – Authorized Tally Partner

Location:
1626/33, 1st Floor, Naiwalan, Karol Bagh,
New Delhi – 110005, INDIA

Contact us:
�� +91 7428779101
�� +91 9205471661
�� +91 8368262875

Email:
�� tally@binarysoft.com

Working Hours:
10:00 AM – 6:00 PM (Mon–Fri)

Conclusion

Freight billing is a critical part of business accounting and GST compliance.

Manual methods lead to errors, incorrect costing, and GST issues.

With TallyPrime, businesses can:

• Record freight accurately
• Manage GST and RCM properly
• Track transporter bills
• Control logistics cost
• Maintain compliance

With expert implementation by Binarysoft Technologies, freight billing becomes simple, accurate, and fully GST-compliant.

Frequently Asked Questions