Search for billing software in Nepal and almost every vendor says "IRD approved", "IRD verified" or "IRD certified". The words vary; the substance is the same. IRD-approved billing software is computer billing software that its producer has listed with the Inland Revenue Department under the Electronic Billing Procedure, certifying that it meets the procedure's standards, and whose bills are reported to IRD's Central Billing Monitoring System (CBMS).
A badge on a website tells you little. This guide lists what the procedure actually requires, so you can check any system, including ours, in a 30-minute demo.
Listing is the vendor's; the permit is yours
There are two separate steps, and buyers often mix them up:
- Listing. The software producer lists the software with IRD and certifies it meets the procedure (Annex 1).
- Your permit. Each business that wants to use it applies for its own billing permit, with details of its branches (Annex 3), backed by a consent letter from the producer (Annex 2).
So "the software is approved" is not the end of it: your company still needs its permit before you issue bills from the new system.
The requirement checklist
Each line is a requirement of the Electronic Billing Procedure 2074, followed by the question to ask in a demo.
Listing and permit
The producer has listed the software with IRD and certifies it meets the procedure.
Ask: Is your software listed with IRD, and can you give us the consent letter our permit application needs?
Each business applies for its own billing permit, with its branch details.
Ask: Will you help us prepare the permit application for our company and branches?
Reporting to IRD
Cloud software sends bill data to CBMS at the time the bill is issued.
Ask: Show us a bill reaching CBMS, and the screen that tells us which bills synced late or failed.
A table or materialized view with the 20 Annex 5 attributes, viewable and printable.
Ask: Where is the Standard View report, and can we print it today?
Data integrity
Data once entered cannot be deleted; corrections end a record's effect and add a new record.
Ask: What happens if we try to delete an issued bill? How are cancellations, returns and debit notes recorded?
Every record holds the entry date and time, its status and the user who made it.
Ask: Can we see who issued, printed or changed each bill, and when?
An audit trail of activity that can be viewed and printed.
Ask: Show us the audit log for one bill, from creation to print.
Bills and books
Bills follow the VAT, Income Tax and Excise formats, with PAN, taxable amount, 13% VAT and total in words.
Ask: Can we see a tax invoice and a PAN-only invoice from your system?
A bill prints once as the original; reprints are marked as copies and counted.
Ask: Print a bill twice. What does the second copy say, and is the reprint logged?
A Sales Book in IRD's format, including a discount column, plus the Purchase Book.
Ask: Export last month's Sales Book and Purchase Book to Excel for us.
Backup, export and hosting
Tables export to Excel or XML and PDF from the front end.
Ask: Can our accountant export every register without asking you?
An authorised user can back up the database and log archive from the front end.
Ask: How do we download a full backup of our own data?
If the server is rented, the provider is registered in Nepal and the server is in Nepal.
Ask: Where exactly is our billing data stored?
A user manual in Nepali or English, printed and as in-app help.
Ask: Is there a Nepali user manual and in-app help for our staff?
Extra needs of security and outsourcing companies
Meeting the procedure is the minimum. A security or manpower company also bills the same clients every month and deals with client TDS, so check for:
- Monthly billing in one batch: reissue last month's client bills for the new month instead of typing each one again.
- TDS on receipts: record the TDS a client withheld against the payment, so outstanding balances stay correct.
- Branches: separate numbering per branch, with reports per branch or for the whole company.
- One system with payroll: the same login for guards, payroll and billing, so finance does not juggle tools.
StrataMax Billing is IRD-certified and does all four, alongside real-time CBMS sync and every IRD register in Excel or PDF.
Switching from manual bill books
- Choose the software and get the producer's consent letter.
- Apply for your billing permit with your branch details.
- Set up your company, PAN, branches, customers and items in the new system.
- Ask your tax office what to do with any unused manual bill books.
- From your start date, issue every bill from the system and check that each one reaches CBMS.
Frequently asked questions
What does IRD-approved billing software mean?
It is computer billing software whose producer has listed it with Nepal's Inland Revenue Department under the Electronic Billing Procedure, certifying that it meets the procedure's standards. A business using it then gets its own billing permit, and its bills are reported to IRD's CBMS.
Is 'IRD verified' the same as 'IRD approved' or 'IRD certified'?
Vendors use these words loosely for the same thing: software listed with IRD under the Electronic Billing Procedure. What matters is that the software is listed, that your business holds a billing permit for it, and that it actually meets the requirements in this checklist.
Which procedure does billing software have to follow?
The Electronic Billing Procedure 2074 (fourth amendment) sets the requirements; a newer 2082 procedure builds on it. Following 2074 in full is the safe baseline, and following 2082 as well is fine.
Can approved billing software delete a bill?
No. Under the procedure, entered data cannot be deleted. A wrong bill is cancelled with a reason and stays on record, and returns or price corrections are handled with sales returns, credit notes or debit notes, each with its own register.
Disclaimer
This article is general information, not tax or legal advice. IRD procedures and notices change; confirm requirements with your tax office or a qualified tax advisor.
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