Dealer onboarding with approval
A new dealer starts as a request with its GSTIN or PAN, the signed agreement and the proposed group, area, salesman and credit. A distribution manager approves it; the dealer then becomes active with those terms and gets its portal login by email.
PLANSEvery plan
The problem it solves
- A salesman promises a new dealer credit, and finance finds out when the first bill is overdue.
- The GST certificate and the signed agreement are in someone's phone, not with the dealer's record.
- New dealers wait days for a login because someone has to remember to send it.
- Nobody can say who agreed to a dealer's credit limit.
How it works
- A salesman or manager opens Market > Dealers > Dealer Onboarding and creates a request, numbered like ONB/2026/0001, for the dealer's contact.
- They enter the GSTIN and PAN and attach the GST certificate, PAN copy and signed agreement. They propose the group, area, salesman, credit limit, credit days and deposit.
- Send for Approval checks that there is a GSTIN or a PAN and a signed agreement. The request is then locked and goes to the Dealer onboarding approval chain.
- A distribution manager, or each level of your chain, presses Approve, or Reject with the reason.
- Approved, the contact becomes an active dealer with the GSTIN, group, area, salesman, credit limit and credit days of the request. The dealer gets a welcome message with its terms and a portal login sent to the email on the request.
Everything it does
The request
- Dealer, GSTIN, GST Certificate, PAN, PAN Copy, Signed Agreement
- Proposed Terms: Dealer Group, Area, Salesman and Portal Login Email
- Credit: Credit Limit, Credit Days and Security Deposit
- Notes, Asked By and the entity
- Draft, To Approve, Approved or Rejected; nothing can be changed after Draft
- List and filters: To Approve, group by status or area; search by dealer, number or GSTIN
Checks before sending
- A GSTIN or a PAN is needed
- The signed agreement must be attached
- Rejecting needs a reason, kept in Why Rejected
What approval does
- Switches on Dealer and sets the dealer status to Active
- Writes the GSTIN, group, area, salesman, credit days and, when given, the credit limit on the dealer
- Gives the dealer a portal login and sends the invitation to the Portal Login Email
- No email: no login is sent and the request says so; Send Portal Login sends it later
- The security deposit is recorded on the request only; no accounting entry is made
Added on Growth
- How the dealer will work with you: sells from SmartMy, reports stock and sales, or reports stock only
- For a dealer that sells from SmartMy: its first user and email, and who of your team may open its books
- Approval then sets up the dealer's own entity and first user instead of a portal login
Who uses it
SalesmanCreates the request, attaches the papers and sends it for approval.
Distribution ManagerApproves or rejects, and sends the portal login again if needed.
DealerReceives the welcome message and the portal invitation, and signs in.
Where you use it
- Web: Distribution > Market > Dealers > Dealer Onboarding
- Approvers: the request's Approval Levels tab and their to-do list
- Not on the dealer portal: a dealer cannot apply by itself; your team starts the request
- Not in the app: onboarding is done on the web
What you control
Settings
- The Dealer onboarding approval chain: distribution managers to start with; add levels, or a separate chain for credit limits above an amount
- Requester May Approve on that chain: on to start with; turn it off so someone else always decides
Approvals
- Dealer onboarding: distribution managers approve to start with. You can add levels, or chains for some requests only (for example a credit limit above an amount). Or choose Approved at Once
Notifications
- Dealer Approved: to the dealer, "Welcome to" your entity with its credit limit and days. It goes in the app and by email, by SMS from Growth and on WhatsApp from Scale
- The portal invitation: by email, to the Portal Login Email
- Request Waits for Your Approval: to the approvers of the level that is next, as a phone notification, by email and in the app. Each approver also gets a to-do
- These go out at once; a dealer can switch off a channel such as SMS, never the message itself, and the in-app notice always arrives
Questions
Is the GSTIN checked against the GST portal?
No. The GSTIN and PAN are recorded with their copies, and the approver checks them. An online lookup is not built.Can a dealer fill in the form itself?
Not yet. Your salesman or office starts the request; the dealer gets its login once it is approved.What if the dealer has no email?
The dealer is still approved and the request notes that no login was sent. Add the email later and press Send Portal Login.Can two people have to sign off a large credit limit?
Yes. Add a second level to the Dealer onboarding chain, or a separate chain that applies only above a credit limit you choose.Is the security deposit posted in accounts?
No. It is recorded on the request for reference. Book the receipt in accounting as usual.Related features
DEALERSDealers and retailers by area and beatEvery dealer and retailer sits in your own map of the market: region, area and beat, each with its manager. A retailer is linked to the dealer that serves it, and each dealer carries its group, salesman, status and credit days.DEALERSDealer groups with price lists and credit termsPut dealers in groups such as Distributors and Dealers, each with its price list, credit limit and credit days. A new dealer takes its group's terms, and every order, portal page and app screen shows that dealer's own prices.DEALERSDealer portal: catalogue, ordering and deliveryEach dealer gets its own web pages. They show a catalogue at its own prices and the credit it has left. They also show every order with its status, deliveries, proof and invoices. It opens on any phone or computer, in the dealer's language.ACROSS SMARTMY DISTRIBUTIONApproval chainsNew dealers, orders over credit, claims, returns, new retailers, points and gifts go to the right people in the right order, set up without code. Every decision is kept with who, when and why.SCHEMES AND DEALER SALESDealers on SmartMy Trade, Tally or BUSYA dealer can bill from SmartMy Trade in its own entity in your database, or stay on its Tally or BUSY. Either way its sales and stock of your items reach you every day, with nothing typed.
See your market on it.
Tell us how many dealers and salesmen you have, and how orders and claims reach you today. We will set up your dealers, price lists and beats with you.