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
Around 50 dealer queries a day are about stock: is this design in 600×1200 available, how many boxes. The office calls the godown, waits, and calls the dealer back.
Orders are then written down and entered into Tally. Outstanding payments are chased by the accountant, who prints ledgers and calls dealers one by one.
What we build
- 1
Stock answers on WhatsApp
Stock from Tally is copied to a sheet every few hours. Dealers send a design name or photo and get available boxes and the current rate.
- 2
Orders without retyping
Dealers confirm an order in the same chat. It is created as a sales order draft for the office to approve.
- 3
Payment reminders with the ledger
Dealers with outstanding balances get a polite reminder with their ledger PDF, and reminders stop once payment is entered in Tally.
- 4
Owner's daily summary
Every evening: orders, dispatches, collections and the dealers most overdue.
Before and after
| Step | Before | After |
|---|---|---|
| Stock enquiry | About 5 minutes, with a call to the godown | Answered instantly |
| Entering an order | About 8 minutes | Approve a draft |
| Daily MIS for the owner | About 1 hour | Sent automatically |
Where a person stays in control
Rates and discounts come only from the approved price list, and orders above a set value need the sales head's approval.
Running cost
Roughly ₹5,000–8,000 a month for messages, hosting and the Tally connector.
Tools
- Tally Prime
- Google Sheets
- WhatsApp Business API
- n8n
How the numbers work
- 50 stock queries a day at 5 minutes and 25 orders at 8 minutes ≈ 7.5 hours a day × 26 days = 195 hours.
- Payment reminder calls: 160 a month at 5 minutes ≈ 13 hours.
- Daily MIS: 1 hour × 26 days = 26 hours.
- Office time costed at ₹250 an hour: 234 × ₹250 = ₹58,500.
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.