Gate pass management software
Verify every gate pass. Stop fraud at the gate.
RGP & NRGP creation, configurable multilevel approvals, and QR-code verification for your security team — so no material or vehicle leaves without a valid, checked pass.
Setup takes less than 2 minutes. No credit card required.
The problem
Still using a manual gate register?
Paper gate registers can be backdated, duplicated, or misplaced — and security staff have no real way to confirm a pass was genuinely approved. A copied or reused paper slip can pass through the gate more than once, and nobody finds out until stock doesn't match. A gate pass is only as strong as the approval and verification behind it.
The solution
Digital gate passes, verified at the gate — every time.
Every RGP and NRGP is created online, routed through your approval hierarchy, and given a unique QR code that security scans at the gate — so only genuine, approved passes ever go through.
RGP & NRGP creation
Create Returnable and Non-Returnable Gate Passes online, linked to the material or job they belong to.
Online multilevel approvals
Each gate pass moves through every required approval level before it's valid — no more single-signature shortcuts.
Configurable approval hierarchy
Set who approves at what level, by department, value, or gate pass type — fully configurable to your process.
QR verification at the gate
Security scans the QR code to instantly confirm the pass is genuine, fully approved, and not already used — no duplicates, no fraud.
Pending RGP reports
See every Returnable Gate Pass still pending return, at a glance — so nothing goes out and quietly never comes back.
Mobile ready
Application is mobile ready. Can be used anytime anywhere.
Partial or Full return
Material sent via RGP may return in full or partial Quantity or Partial Items
How it works
From request to gate, in one controlled flow.
Who it's for
Built for plants where material leaves the gate every day.
Manufacturing units, sugar mills, and distilleries use SamarthERP's gate pass module to control what leaves the premises — returnable tools and equipment, non-returnable material dispatch, vendor pickups, and job-work movement — all verified at the gate, not just recorded after the fact.
Common use cases
Why teams switch
Built for outcomes, not just features.
Stop gate fraud
A QR-verified pass can't be duplicated, backdated, or reused — security confirms it live.
Never miss a return
Pending RGP reports show exactly what's still out and overdue for return.
No more paper registers
Every gate pass is digital, searchable, and impossible to misplace.
Enforce real approvals
Multilevel, configurable approval means no single person can wave material through alone.
Faster gate movement
Security scans and clears a valid pass in seconds — no phone calls to confirm approval.
Full audit trail
Every gate pass shows who created it, who approved it, and when it was scanned at the gate.
This works with our traditional accounting system and provides every insight needed by management in seconds, anytime, anywhere.
Pawan Kumar · IT Head, Venus Sugar Limited
Get started
Start your free trial
No commitment. No credit card. Just your work email to register.
FAQ
Common questions
RGP (Returnable Gate Pass) is for material or equipment expected to come back — like tools sent for repair. NRGP (Non-Returnable Gate Pass) is for material that permanently leaves, like scrap sales or finished goods dispatch.
Each gate pass gets a unique QR code only after it clears every required approval level. Security scans it at the gate, and the system instantly confirms it's genuine, fully approved, and not already used — so a copied or reused paper slip simply won't pass.
Yes. Approval hierarchy is fully configurable — by department, value, or gate pass type — so high-value or sensitive movements can require more approval levels than routine ones.
No. SamarthERP handles gate pass, material, and approval transactions — the clean data then flows into your accounting software, making reconciliation faster and more accurate.
Yes. Your data is hosted on secure, encrypted servers with restricted access, and we never share it with third parties. The application uses SSL for secure browsing, and passwords are stored in encrypted format.
Yes. Our team provides guidance throughout the trial — just email helper@infosmarts.in and we'll assist you.