Chambers
Chamber visibility
Track inward, outward, lot, batch and depositor ownership across chambers.
Cold Storage ERP
Built for multiple depositors, rent by period and weight, database-enforced FIFO, partial outward, back-dated corrections and lot splits.
Rotation
FIFO enforced
Rotation logic lives in the database so older stock ships first unless an override is logged.
Billing
Rent billing
Period, weight and handling charges calculated with depositor-wise working sheets.
The Policy vs Reality
The problem is that FIFO is a policy, not a system.
Every cold storage operator says they run FIFO. Almost none of them can prove it.
4:30 PM at the loading bay
A truck is waiting. A depositor has stock across several chambers. The oldest lot is at the back; the newest is by the door. The loader takes what is closest, no lot is recorded, and the register only shows stock out. Repeat that long enough and aged stock becomes an invisible write-off.
Lot-Level Visibility: Low
Register vs Reality
RiskHighAgeing risk
- Actual Stock AgeOlder lot
- Ledger Stock AgeRegister view
- Visibility0% (Blind)
?Shelf-life exposure
Where Manual Billing Leaks
Rent is charged by period and weight. Calculating it by hand is genuinely hard, so operators simplify it in the depositor's favour.
- Partial OutwardsMid-month errors
- Multi-Date ReceiptsPeriod slippage
- Rate ChangesRenewal lag
- SimplificationAlways under-billed
The Two Invisible Leaks
If you don't enforce FIFO at the database level, two things happen that your accounts won't show you:
- 1Stock that aged out completely gets written off as a sudden loss with no cause attached.
- 2Rent that is under-billed by a few percent doesn't show up on any balance sheet at all.
See enforced FIFO
Database-enforced rotation and billing.
How it works
What "enforced FIFO" actually means
Enforcement means the outward entry selects lots by receipt date automatically. The logic lives in the database, not the browser, ensuring the FIFO rule holds strictly no matter how data arrives.
Partial Lots
OthersLoses queue sequence position.
CovixyHolds running balance; keeps original receipt date.
Back-dated Corrections
OthersCreates silent ledger errors going forward.
CovixyAuto-adjusts all dependent records and logs the chain.
Lot Splits & Merges
OthersResets inventory age to today's date.
CovixySplit lots inherit the parent date and expiry; merges keep the oldest.
Multiple Depositors
OthersShips one depositor's stock against another's order.
CovixyEnforces strict per-depositor FIFO rotation.
Visible
FIFO rules live in the database. Logged exceptions stay visible in the weekly report.
The Modules
The Complete Operational Stack
Everything from gate entry to tax invoicing, built specifically for the nuances of multi-depositor cold storage.
Module 01
Inward & Lot Creation
Records goods from gate entry to chamber allocation, creating the lot record everything depends on.
- Gate entry, weighment and grading in sequence
- Auto-generated, human-readable lot numbers
- Chamber and rack allocation with live space view
Module 02
Chamber & Stock Management
A live picture of what is where, whose it is, how old it is and when it expires.
- Rack view by depositor or age
- Stock register tied to the ledger
- Ageing view from 0–30 to 90+ days
Module 03
Outward & Delivery
Delivery order to gate pass, with FIFO allocation applied and overrides logged.
- FIFO lot allocation with rack locations
- Override reason and user logged
- Gate pass, weighment out, release
Module 04
Rent & Billing
Calculates rent and handling charges per depositor, including the partial-period cases manual billing gets wrong.
- Per bag, tonne, sq ft or slab rates
- Pro-rata billing for partial periods
- Working sheet before every GST invoice
Module 05
Depositor Management
Party master with contract terms, per-depositor ledger, stock statement and outstanding.
- Contracts, rate cards and stock by lot
- Outstanding with ageing by depositor
- Optional read-only stock statements
Module 06
Quality, Expiry & Temperature
Grading at inward, expiry tracking per lot, and temperature logs per chamber.
- Expiry watch list at 60/30/15/7 days
- Temperature logs with flagged excursions
- Inward grading recorded per lot
Module 07
Compliance Reporting
Export-ready records for inspections and scheme reporting. Confirm exact requirements for your scheme before launch.
- Reporting is configured to your approved scheme requirements.
Visibility
The Dashboards
Role-based views that give your team exactly the data they need, when they need it. No more digging through spreadsheets or calling the floor manager.
Built for the people at the bay
Outward entry works with a truck waiting. Delivery order to gate pass in under [60] seconds for a standard release, on a tablet at the loading bay.
Speed & Reliability
Lot numbers are human-readable
Lot IDs can be read off a tag, called over a radio and typed without a scanner.
Works cold and gloved
Tap targets sized for gloved hands. Minimum viable input on the bay screens.
Offline-tolerant
Bay entries queue locally and sync when connectivity returns.
Works when labels don't
Barcode and QR are supported, but bay entry still works when a label is frosted or torn.
Access Roles
Strict Access Roles
A bay operator records movements and cannot alter rates. A billing clerk sees rates and cannot adjust stock.
System Audits
Audit trail on every record
Who changed what, when, and the previous value. Back-dated edits are logged and surfaced weekly.
Integrations
Connects to your tools
Keep the systems that already work. Covixy connects to them and becomes the operational source of truth.
Weighbridge
Gross and tare weight direct into inward and outward entry
Tally
Sales invoices, receipts, ledger sync
E-invoicing (IRP)
IRN and QR at billing, where turnover requires it
Temp Loggers
Automated chamber logs, where hardware supports it
WhatsApp & SMS
Stock statements, expiry alerts, and gate pass sharing
Barcode & QR
Automated lot label printing and fast bay scanning
Financial Impact
What it's worth.
Your return comes from accurate rent, fewer write-offs, faster billing and better capacity use.
Critical Impact
Rent Billed Accurately
Usually the largest line: manual billing rounds in the depositor's favour every month.
By scope
Stock Write-off Avoided
Reduce avoidable write-offs with enforced FIFO and expiry visibility.
By scope
Billing Time Saved
Reduce the time spent calculating rent and preparing working sheets.
By scope
Capacity Utilisation
Use live occupancy to improve chamber decisions.
By scope
Handling Charges Captured
Repacking and regrading previously absorbed, now billed
By scope
Potential impact
We model payback using your facility capacity, depositor base and movement data.
Custom /mo
Target audience
Who it's for.
Made for multi-depositor cold stores. If your operation is simple and captive, you may not need it.
The Ideal Profile
Perfect Fit
- [X,000]+ tonnes capacity with multiple depositors
- Rent-based commercial billing model
- Perishables with shelf life (dairy, potato, fruit, pharma)
- Currently managing operations via Registers or Excel
- Subject to subsidy scheme record-keeping requirements
Not Recommended
Misaligned
- Single-depositor captive storage with no rent billing
- Ambient warehousing with no expiry or FIFO requirements
- Facilities under [X] tonnes where paper registers still work
Implementation Flow
Getting it running.
| Stage | What happens | Duration | What we need from you |
|---|---|---|---|
| Operations review | We walk your process, gate to invoice | 20 minutes free | Whoever knows the operation best |
| Scoping | Screen-by-screen specification, integration list, data audit, fixed scope and price | [N] weeks [₹X / free] | [X] hours across your team, access to current records |
| Build | [Milestone structure], working screens at each milestone | [N] months | Review and sign-off at each milestone |
| Data migration | Depositors, rates, contracts and opening stock, counted and lot-dated at cutover | [N] weeks | Your records, plus a physical stock count |
| Parallel run | Old and new side by side | [N] weeks | Patience. This is the hard part. |
| Go-live and training | On-site, on your floor, in your language | [N] days | [X] hours per user |
| Support | [AMC scope and response commitments] | Ongoing |
Alternatives
Compared with the rest
When not to buy custom: If you're a single-depositor captive store with no rent billing and no shelf-life exposure, a generic WMS or even good registers will do.
Covixy ERP
Custom-built strictly for multi-depositor cold storage workflows.
Generic WMS
Standard warehouse systems built for general logistics and fulfillment.
Odoo Inventory
Popular open-source ERP requiring heavy customization for cold storage.
Registers + Excel
Manual ledgers and spreadsheets used by traditional operators.
| Feature | Covixy | Generic WMS | Odoo | Registers |
|---|---|---|---|---|
| Multi-depositor support | Native | Rarely | Customisation | Manual |
| Rent billing by period & weight | Native | No WMS billing | Customisation | Manual |
| Database-enforced FIFO | Yes | Display-order only | Configurable | Policy only |
| Lot edge cases | Handled | Varies | Varies | N/A |
| Batch expiry / FEFO | Native | Sometimes | Yes | Manual |
| Scheme compliance | Built to your scheme | No | No | Manual |
| Year-1 Cost | Scope-based | Varies | Varies | ~₹0 |
FAQ
Objections, answered.
The most common concerns operators have before switching from manual ledgers to an automated ERP.
We already run FIFO
Most operators believe this. The test is simple: pull your oldest physical lot and check it against what your register says is oldest. If they match, you're running FIFO and you should keep doing what you're doing. If there's a gap, the gap is the cost.
Our depositors won't accept a new billing format
They'll accept it faster than you expect, because the working sheet is more transparent than what they get now. The friction, when it comes, is from the depositors who benefited from the old rounding. That's a conversation worth having.
The bay staff can't use software
The bay screens are three fields and a confirm. Complexity stays at the desk, not the bay. Training happens on the floor, in the language your team uses—not from a manual.
What about our existing stock?
Counted at cutover and lot-dated as accurately as your records allow; dates for older stock are estimates. It's a real cost and we'd rather flag it now than at week six.
Frequently asked
The most common concerns operators have before switching from manual ledgers to an automated ERP.
Next step
Twenty minutes, and an honest answer
We'll walk your process and tell you whether to build, configure, or buy something off the shelf. If it's the third one, we'll name the product.
Submit an Enquiry
Share how your operation runs today and where it hurts. We'll review it and reply with a clear recommendation.
- Takes about 3 minutes
- Written reply within 1 business day
Book a Discovery Meeting
Walk us through your process on a call. Twenty minutes, no slides, and a straight answer at the end.
- 20-minute video or on-site call
- Pick a slot that suits your team
No sales pitch. If an off-the-shelf product fits better, we'll name it.