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
Chemists send orders as a list of brand names, often with spelling mistakes and no pack size. Order bookers match each line to the item master and type it into the billing software, around 90 orders a day.
When an item is short, someone has to call the chemist. Near-expiry returns are collected by the delivery boy and written in a notebook, and credit notes are raised days later.
What we build
- 1
Orders matched to the item master
Orders keep coming on WhatsApp. An AI step matches each line to the right item and pack, and marks anything it is unsure about.
- 2
Approve, then bill
The order booker checks the draft and pushes it to the billing software as a sales order.
- 3
Short supply told straight away
Items not in stock are messaged to the chemist with the expected date or a suggested substitute the pharmacist has approved.
- 4
Expiry returns tracked
Chemists list returns in the same chat. The list is checked at pickup and the credit note is drafted for accounts.
Before and after
| Step | Before | After |
|---|---|---|
| Typing an order | About 7 minutes | About 2 minutes to check |
| Short-supply calls | About 25 a day | Automatic message |
| Expiry returns | Notebook | List with credit note drafts |
Where a person stays in control
Substitutes are suggested only from a list the pharmacist in charge has approved, and every order is checked before billing.
Running cost
Roughly ₹5,000–8,000 a month for messages, AI usage and the billing software connector.
Tools
- WhatsApp Business API
- Marg or the existing billing software
- Google Sheets
- AI model for matching items
- n8n
How the numbers work
- 90 orders a day; checking takes 2 minutes instead of 7: 90 × 5 min × 26 days = 195 hours. Some orders still need a call, so we count 60% ≈ 117 hours.
- Short-supply calls: 25 a day × 3 minutes ≈ 32 hours a month; about 6 hours stay for difficult cases, so 26 hours are saved.
- Staff time costed at ₹350 an hour: 143 × ₹350 = ₹50,050.
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.