Dispatch and e-way bill tracking for Indian SMEs: what went where, and what is still unpaid

By Khanal Group · Published 25 October 2026. This article is about our own products. Every feature named here is on the linked product page; where a feature is not built, we say so. New to the site? Start here.

Four questions every dispatch desk gets

1. Which material went on which invoice, to which project and site?
2. Has it been delivered, and who received it?
3. Is the e-way bill still valid for the vehicle that is carrying it?
4. Has the customer paid, and are we paying our MSME suppliers on time?

In many SMEs each answer needs a different person: the dispatcher, the transporter, the accountant. K-Logistics puts the answers in one list that dispatch, logistics and accounts staff share.

Dispatches by invoice

One record per invoice: invoice number and date, project and site, material lines with quantity and unit, transporter, vehicle number, driver, LR number, dispatch date and expected delivery. An invoice number already recorded is refused, with a link to the existing record, so the same dispatch is never entered twice.

Status moves through dispatched, in transit, delivered or partly delivered, returned or cancelled. Delivered takes the date, the name of the person who received it and, if you have it, a photo of the signed challan. Every change is kept with who made it and when. A dispatch past its expected date and not delivered is shown in red and counted at the top of the list.

E-way bill details on each dispatch

K-Logistics is not connected to the GST portal or a GST suvidha provider, so you make the e-way bill on the government portal as you do now. Then type its number, validity, distance and Part-B vehicle into the dispatch. K-Logistics:

• suggests the validity from the distance;
• flags an e-way bill that is missing, about to expire, or on a different vehicle from the one recorded;
• keeps Part-B vehicle changes and extensions as history.

To check whether an invoice needs an e-invoice or e-way bill at all, use the free e-invoice and e-way bill checker.

Imports and exports

Each shipment carries the commercial invoice, supplier or buyer with country, Incoterm, mode (sea FCL or LCL, air, road or rail, courier), ports, carrier, vessel or flight, B/L or AWB, freight forwarder and customs broker (CHA), and ETD, ATD, ETA and ATA.

• Customs dates. Imports: Bill of Entry number and date, duty paid, out of charge, delivery order. Exports: hand-over, Shipping Bill number and date, assessment and LEO. Milestones move forward only.
• Containers. Number, size and seal. The number is checked against its ISO 6346 check digit; a number that fails is refused unless you tick "correct as typed".
• Last free day and demurrage. Arrival plus free days at port, counting the arrival day as day 1. The daily alert email warns two days ahead if the cargo is not out of charge.
• Document checklist. Commercial invoice, packing list, B/L or AWB, certificate of origin, insurance and test certificates, ticked as received or sent, with each file attached.

For landed cost, the customs duty calculator works out duty; for FEMA timelines on export proceeds and import payments, see export realisation is nine months again.

Credit days, payments and ageing

Each record holds the invoice amount and currency, credit days counted from the invoice, delivery, B/L or arrival date, an advance and each payment with its UTR. K-Logistics works out the due date, outstanding and status (not due, due soon, overdue, part paid, paid). Ageing shows what is outstanding by customer, supplier or project in not due, 0–30, 31–60, 61–90 and over 90 days. Amounts stay in their own currency and are never converted.

MSME 45-day flag

Mark a supplier as MSME. An import from that supplier still unpaid more than 45 days after delivery is flagged, and credit terms above 45 days give a warning (MSMED Act s.15; check your agreement). The rule and its tax effect are explained in the MSME 45-day payment rule, and the free MSME payment tracker checks a list of bills.

One daily alert email

One email a day goes to admins and managers: late dispatches, ETAs in the next 3 days, arrivals with no Bill of Entry, last free day close, departures and arrivals running late, payments due and overdue, and MSME suppliers past 45 days. Lists filter by project, site, transporter, material, status, dates or payment status, and CSV, Excel and print follow the filters.

Into the books, with a review step

Once your organisation links K-Logistics to K-Finance, every 15 minutes records with an invoice amount go across as sales invoices (dispatches, exports) or purchase bills (imports), and advances and payments as receipts or payments. They land in K-Finance's review queue. Nothing reaches the books until a person there accepts it. Late shipments and overdue amounts also show on the owner dashboard in Khanal ID.

Summaries and payment reminders

With on-server AI switched on by your admin, K-Logistics can summarise a shipment (status, dates, missing documents, next steps, money) and draft a payment reminder that must use the invoice number and amount due from the record. Payment references and notes are not sent to the model, and the model runs on our own server in India.

What it does not do

• No GPS tracking of trucks. Status is updated by your team, from a phone at site if needed.
• No SMS or WhatsApp messages; alerts go by email to your own admins and managers.
• No e-way bill or e-invoice generation.

If live vehicle tracking is essential, you will need a GPS provider alongside. K-Logistics is the record of what went where and what is owed. It suits construction, manufacturing and trading companies with dispatch, logistics and accounts staff working from one list. Plans are on the pricing page.

Common questions

Features as on 25 October 2026. The apps are in beta except K-MailSign and change often; the product pages carry the current detail. Prices: pricing page. See the disclaimer.