About this case study: it is based on a business typical of the ones we work with, not a named client, and every number comes from the assumptions at the end of the page. Swap in your own and the sums still work.
The problem
From the 1st of each month, staff call clients to send their bills. Some send photos on WhatsApp, some email PDFs, some drop a pen drive at the office. Files are renamed by hand and saved into client folders.
Partners ask "who is still pending?" several times a day, and the answer lives in someone's head.
What we build
- 1
One upload link per client
Each client gets a personal link to a secure folder. Files sent on WhatsApp to the firm's number are saved there too.
- 2
Reminders until it arrives
Reminders go out on the 1st, 5th and 8th on WhatsApp and email, and stop as soon as the client uploads.
- 3
Files sorted for you
An AI step reads each file, labels it as a sales invoice, purchase bill or bank statement, and renames it with client, month and type.
- 4
Status at a glance
A board shows each client as received, partly received or pending. Partners get a short summary every evening until the 10th.
Before and after
| Step | Before | After |
|---|---|---|
| Reminder calls | 2 per client a month | Automatic messages |
| Saving and renaming files | About 10 minutes per client | Automatic, spot-checked |
| Who is pending? | Ask around | One board |
Where a person stays in control
Staff still check every document before a return is prepared. The AI only sorts and names files; it does not prepare returns.
Running cost
Roughly ₹3,000–5,000 a month for storage, messages and AI usage.
Tools
- Google Drive
- WhatsApp Business API
- Gmail
- AI model for reading documents
- n8n
How the numbers work
- 220 clients, 2 reminder calls each at 4 minutes ≈ 29 hours a month.
- Saving and renaming files: 10 minutes per client ≈ 37 hours.
- Tracking who is pending: about 1 hour a day for 10 days = 10 hours.
- Staff time costed at ₹400 an hour: 76 × ₹400 = ₹30,400.
Estimates, not promises. Use the savings calculator with your own hours and costs.
Want this for your business?
A free 30-minute call is enough to tell whether it fits, what it would take and what it would cost.