Bill My CarDealership Software
Document Management for Car Dealerships: Every Deal's Paperwork, Findable Forever
Every used-car sale produces six to eight documents, and the dealership that cannot produce them three years later is the one writing apology letters to the RTO or paying a lawyer to reconstruct a deal. Document management sounds like admin; it is actually liability insurance that costs nothing but organisation.
What to keep, per deal
- The invoice (GST or non-GST)
- The sale letter with the exact date and time of sale
- The delivery note / buyer undertaking signed at handover
- Copies of Form 29 and 30 as actually filed, plus the RTO acknowledgement
- Buyer's ID and address proof, RC copy, insurance and PUC copies
- Token advance receipt, if the deal started with a booking
Retention: 72 months minimum under GST; longer in practice, because the sale letter is what answers a challan or an ownership claim from a car you sold in 2021.
Why the filing cabinet and the desktop folder both fail
Paper fades, floods and moves house badly. The desktop folder fails differently: files named "invoice (3).pdf", copies on one laptop, and nothing findable by vehicle number. The test of a document system is a single question: "show me everything for MH12 AB 1234" answered in thirty seconds.
What good software does
- Files automatically. Documents land in storage the moment they are generated, no upload step to forget.
- Organises by deal. One folder or thread per sale, holding the invoice, letter, forms and proofs together.
- Keeps you the owner. Prefer your own cloud storage over a vendor's server; the archive should outlive the subscription.
- Retrieves fast on mobile, because the buyer disputing a challan is calling you from a traffic stop, not emailing.
Bill My Car generates the full document set from one entry and saves the PDFs into your own Google Drive, organised per deal, exactly as described in car documents in Google Drive. It is one part of the larger all-in-one dealership app covering billing, stock, leads and paperwork.
Every deal's documents, saved to your own Drive
Bill My Car turns one invoice into GST & non-GST bills, sale letters, Form 29, Form 30 and delivery notes, auto-filled and ready to download. Built for Indian used-car dealers.
Try Bill My Car free →Frequently asked questions
Which documents should a dealership keep per sale?
The invoice, sale letter, delivery note or buyer undertaking, copies of Form 29 and 30 as filed, the buyer's ID proof, RC copies, insurance and PUC copies, and any token advance receipt. Together they reconstruct the deal if a dispute or notice arrives years later.
How long must sale records be kept?
GST law requires records for at least 72 months from the relevant annual return. Practically, keep the sale letter and transfer proofs longer: ownership disputes and old challans surface well beyond six years, and the paper is your defence.
Is Google Drive good enough for dealership documents?
Yes, if it is organised per deal and filled automatically. The failure mode is manual uploading, which stops happening during busy weeks. Bill My Car saves generated PDFs into your own Google Drive automatically, so the archive builds itself.
Who owns the documents if I stop using the software?
With Bill My Car, you do. Files are saved to your own Google Drive account, not the vendor's servers, so your archive stays with you regardless of which software you use later.