What Was Breaking Before the Build
Three distinct operational problems — each causing daily friction and real business cost.
Sales Enquiries Lost in WhatsApp
Buyers sent enquiries, negotiated prices, and asked for order updates — all on WhatsApp. Outside office hours, messages went unanswered. Hot leads went cold overnight. Staff spent mornings catching up instead of converting.
No Production Visibility Across Stages
An order moving through cylinder prep, printing, lamination, cutting, and packing was tracked on paper — or in someone’s memory. Bottlenecks at one stage delayed everything downstream, and nobody saw it coming until delivery was already late.
Inventory Running on a Register
Raw material stock — BOPP film rolls, non-woven fabric, ink, handles — tracked in a physical register updated manually. Stock shortages mid-production happened regularly. Reordering was reactive, not planned.
The Order Management Dashboard — Live View
Every order from every buyer tracked in one place — status visible across production and dispatch teams simultaneously.
28 Active Orders
| Order # | Buyer | Product | Qty (pcs) | Stage | Status |
|---|---|---|---|---|---|
| SP-1042 | Raj Garments, Ludhiana | Non-woven D-cut, 12×16 | 25,000 | Packing | In Packing |
| SP-1041 | Kumar Retailers, Delhi | BOPP Laminated, 14×18 | 40,000 | Lamination | In Production |
| SP-1040 | Fresh Foods Pvt Ltd | Printed PP, 10×14 3-colour | 60,000 | Dispatched | Dispatched ✓ |
| SP-1039 | M/s Sharma Traders | Non-woven W-cut, 16×20 | 15,000 | Printing | In Production |
| SP-1038 | Global Exports, Ludhiana | BOPP Matte, 12×16 1-colour | 80,000 | Confirmed | Confirmed |
How Production Flows — Five Stages, Fully Tracked
Each stage has its own input log — machine used, operator, output quantity, and reject count. A bottleneck at any stage flags immediately.
Cylinder Prep
Artwork, registration, colour proof
Printing
Machine-wise output & ink log
Lamination
BOPP/matte, temp & speed log
Cutting
Size, handle type, reject count
Packing
Carton count, buyer label, dispatch ready
The Raw Material Inventory Screen
Stock levels updated as material is consumed at each production stage. Low-stock alerts fire before production is affected.
The WhatsApp AI Sales Assistant
Buyer enquiries handled automatically on WhatsApp — 24/7, in Hindi and English. Order status, pricing, catalogue, and lead capture — all without a human agent.
Shiva Polyfab Sales
Typically replies instantly
What Was Built — Full System Scope
Order Management Module
Full order lifecycle — from buyer confirmation to dispatch. Buyer profiles with product-specific pricing. Stage-wise status visible to all teams.
Production Stage Tracking
Each of the five production stages logged — machine, operator, input, output, reject count. Bottleneck detection before it causes a delivery failure.
Raw Material Inventory
Live stock across all raw materials. Committed vs available split. Low-stock alerts trigger before production is impacted. Consumption mapped to production batches.
WhatsApp AI Sales Assistant
Handles price enquiries, catalogue queries, order status checks, and lead capture in Hindi and English — 24/7, without a human agent on standby.
Dispatch & Challan Module
Dispatch logged with carton count, transporter, and delivery confirmation. Challan generated from order data — no separate entry required.
Management Dashboard
Owner-level view — orders in pipeline, production stage summary, inventory alerts, buyer outstanding, and monthly output — all on one screen.
What Changed After Go-Live
Zero Missed Leads
WhatsApp enquiries after hours now get instant AI responses. Leads captured and handed to sales team each morning with full context.
Stage Bottlenecks Visible Same Day
Supervisors log stage completions as they happen. Management sees real-time production flow without walking the floor or making calls.
Stock Shortages Prevented, Not Discovered
Committed vs available tracked live. Low-stock alerts fire with enough lead time to reorder — not mid-production when it’s already too late.
One System Replacing Five Disconnected Tools
WhatsApp threads, Excel files, paper registers, phone calls between departments — all replaced by one connected system the team actually uses.
Building Something Similar for Your Factory?
Whether you need an ERP, a WhatsApp AI sales assistant, or both — we scope it in one session and show you exactly what it looks like before you commit.
