Cash kept backEach receipt is tied to the invoices it pays at the moment of collection, and prints the shop's balance before and after.
Van sales · Pre-sales · Delivery · Offline by design
Every carton, every coin, settled by evening.
Ibex Van Sales runs a distributor's routes from the depot gate to the cash desk. Salesmen load, sell, print invoices, take returns and collect payments all day with no signal. At night the depot counts what came back, and the next load waits until the day is settled.
Works a full sales day offline
English & Arabic on the printed invoice
Tax packs per country
16 h
The design target for selling, printing and collecting with no network before the van syncs.
Five operating models, one data model/
Offline on every handset/
Stock and cash settled daily/
Tax rules per country
A van is a moving warehouse and a moving till at once. Stock and money both leave the depot in the morning. Ibex Van Sales makes sure both come back, to the last carton and the last coin, before the next load goes out.
Five ways to run a route
One product for every kind of route.
Most distributors run more than one model at once: a cash van on one route, pre-sales and delivery on another. Ibex Van Sales keeps all five on one data model, so a customer, a product and a price mean the same thing on every route.
01
Van sales
The driver-salesman sells straight from the van: invoice, hand over the goods, collect cash or book credit, all in one visit.
- Stock on the van
- The whole day's load
- Typical goods
- Water, bread, dairy, snacks, beverages, tobacco
- Arrives
- First release
02
Pre-sales
An order booker takes the order on a phone in the shop. No goods change hands; the order goes to the depot for approval.
- Stock on the van
- None
- Typical goods
- FMCG with next-day delivery
- Arrives
- Second release
03
Delivery
A driver delivers yesterday's orders in route order, prints the invoice, collects payment and takes returns.
- Stock on the van
- Booked orders plus a small buffer
- Typical goods
- The second leg of pre-sales
- Arrives
- Second release
04
Merchandising
Shelf audits, photos, price checks and display compliance at the outlet. No selling, no cash.
- Stock on the van
- None
- Typical goods
- Brands with key accounts
- Arrives
- Third release
05
Hybrid
One person pre-books the big outlets, spot-sells to the small ones and checks shelves on key accounts.
- Stock on the van
- Part of the day's sales
- Typical goods
- Most mid-size distributors
- Arrives
- Second release
The daily loop
A closed loop, every day.
A van day starts and ends at the depot. Every movement is a document, every document is counted, and nothing leaves the depot without two signatures. The next day's load stays blocked until today's stock and cash are settled, so a mistake is found the same evening, not at month end.
- Suggested load from the route's last four same-weekday sales
- Joint count at loading, signed by the storekeeper and the salesman
- Settlement before the next morning's load
- PlanJourney plan per salesman per weekday, with the shops in visit order.
- Start the dayVehicle checklist, odometer photo and the cash float received.
- LoadSupervisor approves the load; storekeeper and salesman count it together; gate pass at the exit.
- VisitGPS check-in, sell from van stock, take returns, collect old dues, print and get a signature.
- Reload or transferMid-day reloads and van-to-van transfers, confirmed by both sides.
- End the dayEvery document synced, closing odometer, cash declared by denomination.
- SettleStock counted by condition, cash counted by someone who did not carry it, every variance approved.
- Next dayThe next load opens only once today is settled.
From the shop counter to the cash desk
Fast at the shop. Strict at the depot.
01 — On the route
Sells all day without a signal.
The phone carries everything the route needs: the day's customers with their balances, credit limits and last three invoices, the catalogue and price lists, the van's stock and the handset's own invoice number series. Every document is saved on the device before it prints, and syncs by itself when a signal returns.
- Encrypted local database; a resend never creates a duplicate
- Each handset numbers its own documents, such as V07-INV-000123, so two vans never clash
- Remote lock and wipe if a phone goes missing
02 — At the depot
Closes the day on stock and on cash.
When the van comes back, the system already knows what should be on it and what should be in the bag. The storekeeper counts the stock by condition. A cashier who did not carry the cash counts it note by note. Every difference becomes a variance that someone with the right limit must approve.
- Expected stock: opening + loaded + good returns − sold − transferred out
- Expected cash: float + cash collected − approved expenses − deposits
- Each variance written off, charged or found, with an approval and a reason
03 — Head office
Sees every route, every depot, every day.
Head office sets prices, credit terms and approval limits once, and every handset applies them the same way. Managers get the day's route summary, settlement sheet, variance list, sales, collections, ageing and missed visits, each limited to the depots and routes they look after.
- Prices from the customer's own price list, with a floor price and a discount limit per salesman
- Credit checked at the shop; over limit or overdue needs an approval
- Every approval records who, when, why and how much
Anti-leakage, by design
Nine ways stock and cash go missing. Nine controls.
Van sales loses money in small, familiar ways. Each one has a control built into the documents themselves, not a report someone has to remember to run.
Stock alteredApproved loads, a joint count with two signatures, sales only from stock on the van, and a product-by-product reconciliation every night.
Price or scheme abusePrices and promotions come from head office. A discount above the salesman's limit or below the floor price needs an approval.
Fake returnsReason and condition on every return; damaged and expired goods go to a non-sellable location; returns above a limit need approval.
Ghost visitsGPS check-in against the shop's pin. Outside the radius the visit is saved but flagged, and mock locations are flagged too.
Fake customersA new shop needs a GPS pin and a photo, and can only buy for cash until it is approved. The customer signs on the phone.
Hidden cash salesAn issued invoice is never edited or deleted. Voids need approval and keep the original; reprints say COPY; the number series never breaks.
Bounced chequesA cheque register with a status for each cheque. A bounce reopens the invoices it paid and blocks the customer's credit until finance releases it.
Late reconciliationA salesman cannot open a new sales day, or ask for a new load, while an earlier day is still unsettled.
Tax and e-invoicing, country by country
Invoices that hold up in the country they are printed in.
Saudi Arabia treats every van handset as its own invoicing device. Pakistan wants every invoice posted to the FBR. The UAE and Oman move to e-invoicing through accredited providers in 2027. Ibex Van Sales numbers, signs and prints each invoice on the device and submits it from the server through a pack for each country, so the van never waits on a tax portal to make a sale.
24 modules, three releases
Built in the order a distributor needs it.
The first release is a complete cash and credit van operation for one country. The second adds pre-sales and control. The third adds field execution and scale.
First release
The cash-van core
- Customers, products, units and price lists
- Routes, journey plans and geofenced check-in
- Van stock: load, reload, transfer, unload, counts
- Invoices, returns, collections and credit control
- End-of-day settlement with approvals
- The first e-invoicing country pack
- Offline sync, device control and daily reports
Second release
Pre-sales and control
- Order booking and next-day delivery
- Promotions engine with budgets, applied offline
- GPS trail and visit compliance
- Empties and deposits: crates, bottles, trays
- Tally and Zoho exports
- A second country pack
Third release
Field and scale
- Targets, incentives and commissions
- Merchandising, surveys and shelf audits
- Coolers and racks placed at outlets
- A read-only portal for principals (brands)
- More accounting links, WhatsApp copies, shop payments, open API
- Remaining country packs and the iPhone app
Built for every role
Nineteen roles on four levels, one set of rules.
Each person sees only their own work and their own scope. Nobody approves their own load, return or shortage, and the person who counts the cash is never the one who carried it.
01
Van salesmanLoad, visit, sell, collect, end the day · Android phone and printer
02
Order booker & driverBook today, deliver tomorrow · Android phone
03
Merchandiser & collectorShelf audits and photos; old balances only · Android phone
04
Route supervisorJourney plans, team, approvals by PIN or one-time code · app and web
05
Storekeeper & gatekeeperPick, count out and in, gate pass · depot counter and app
06
CashierCount by denomination, cheques, bank deposit · depot counter
07
Depot manager & head officePrices, credit, limits, reports · web
08
The Ibex teamLicences, devices, app releases, support · vendor console
Industries
Made for the goods that travel by van.
Water
Bottles out, empties back and deposits on the customer's account.
Water routes →
Dairy
Batches and expiry dates, with damaged and expired returns kept apart from sellable stock.
Dairy routes →
Bakery
Daily routes and daily returns with reasons, and crates tracked shop by shop.
Bakery routes →
Beverages
Excise inside the price, promotions with free goods, crates and coolers.
Beverage routes →
FMCG
Order booking today, delivery tomorrow, schemes and shelf audits.
FMCG routes →
Tobacco
High value per carton: joint counts, van-only sales and a reconciliation every night.
Tobacco routes →
In development · cash van first
See it on your own routes.
Tell us how your vans run, which country you sell in and what you carry. We will walk you through Ibex Van Sales with your own products, prices and routes.