Order & Payment Tracker: Know where every order is. Know who owes you.
Every order from booking to dispatch on one screen, and every payment followed up on time. Your team updates it from a phone. You read one WhatsApp report in the evening instead of making a round of calls.
- Demo on your own data before you pay
- Live in two weeks
- Fixed price, from ₹25,000
- Works on any phone
Sample data: Navkar Fittings is an invented pipe fittings maker in Faridabad. No signup. Nothing is saved.
Press a number to see that part, or press the picture to open the working demo with sample data. Nothing is saved. Open it full screen · Set up for Manufacturers, Wholesalers & distributors
How it runs today
- Orders come on calls and WhatsApp, and somebody has to remember each one.
- The customer calls to ask where the order is, and you have to call the factory to find out.
- You learn that an order is late only when the customer complains.
- Payment follow-up happens when someone has time, so the same parties stay overdue for months.
- Every evening you call three people to know what went out and what money came in.
How work moves through it
- 1An order is entered once, from the phone or the office, with the promised date
- 2It moves through your own stages: confirmed, in production, ready, dispatched
- 3The transporter and LR number are saved when it leaves
- 4The invoice amount and due date sit against the customer
- 5Customers with dues get a WhatsApp reminder, and you get one report every evening
Every part, spelled out
Order board
Every open order in its stage. Late orders turn red. Search by customer, item or salesperson.
Dispatch list
What must leave today and tomorrow, with the transporter and LR number once it goes.
Payment follow-up
Who owes how much, and for how many days. One tap logs a call or a promised date.
WhatsApp messages
Order status, dispatch details and polite payment reminders from your own number. You approve the wording once.
Evening report
One message to the owner: orders received, dispatched and stuck, and money collected today.
Works beside Tally
Tally stays for billing and accounts. This tracks the order and the follow-up around it.
Made for businesses like yours
Small manufacturers
Orders move through making, packing and dispatch, and nobody knows what is stuck until the customer calls.
Wholesalers and distributors
Dozens of orders a day on phone and WhatsApp, and payment follow-up done from memory.
Owners who check everything themselves
Who spend the evening calling staff to ask what went out and what money came in.
What you get, and when
- Your own stages, items, customers and salespeople set up
- Open orders and outstanding payments loaded from your Excel, register or Tally export
- Order board, dispatch list, payment follow-up and the evening report
- WhatsApp messages in your wording: status, dispatch and payment reminder
- Logins for your staff, on their phones, with training for each role
- One month of care after go-live, with fixes and small changes
Where orders get lost today
An order arrives on a call, a WhatsApp message or a visit. Someone writes it in a register or forwards the chat. From then on it lives in three places: the chat, the register and somebody's memory. Nobody is careless. There is just no single place that shows what is pending.
What changes with the tracker
- Every order is entered once and is visible to everyone who needs it.
- The promised date sits on the order, so a late order shows up by itself.
- Dispatch details are saved with the order. A customer's "where is my material?" is answered in seconds.
- Dues are followed up on the days you choose, in the same polite words, from your own number.
- The owner reads one report in the evening instead of making a round of calls.
What it does not do
It is not accounting software and it does not make GST invoices. Tally or Busy stays for that. It also does not chase your staff for you: one person on your team keeps the orders updated, and the system does the reminding.
What we need from you
- Last month of orders, as an Excel file, a register photo or a Tally export
- Your list of customers with outstanding amounts
- One person on your team who will enter and update orders
- An hour for the demo and an hour for training
One fixed price to set up. A small fee to keep it running.
No per-user charge. You see a demo on your own data before you pay anything.
Starter system
One process, set up for you and live in two weeks.
- A working demo on your own data before you pay
- Scope and price on one page
- Your current data loaded and your staff trained
- First month of care included
Care plan
Keeps the system running. Starts from the second month.
- Backups and uptime watched
- Faults fixed
- Two small changes a month
- Reply by the next working day
System Partner plan
For when your daily work runs on the system.
- Up to 8 hours a month of new reports, automations and changes
- A weekly report to the owner
- A monthly review call
- Training for new staff
How the plans work
- Half the setup price to start, the rest before go-live.
- The monthly fee is paid at the start of the month.
- Hours are written down. Unused hours do not carry over.
- First term is three months, then 30 days notice either way.
- Extra work is quoted before it starts.
What is not included
- Daily follow-up with your staff. One person on your team does that, and we train them.
- New modules and new integrations. Each gets its own quote.
- Cleaning old data beyond the first import.
- WhatsApp tool charges. You pay the tool directly, about ₹500 to ₹2,800 a month plus message charges.
Add-ons
Each has its own quote.
- A first reply to every WhatsApp enquiry within a minute, then follow-up for seven days
- Payment reminders sent from your own sheet on the days you choose
- Bills read into your sheet or Tally, checked by a person before saving
Before you ask
Do we have to stop using Tally?+−
No. Tally stays for billing and accounts. This tracks the order and the follow-up around it. Outstanding amounts can be loaded from a Tally export.
How long does it take to start?+−
About two weeks for one process, including loading your current data and training your staff. You first see a demo on your own data, before you pay anything.
Who enters the orders?+−
Your own staff, from a phone or a computer. It takes under a minute per order. We train one person on your team to keep it going.
What does WhatsApp cost?+−
Messages that go out by themselves use a WhatsApp Business tool that you pay for directly, about ₹500 to ₹2,800 a month plus a small charge per message. We set it up on your own number. Tap-to-send messages from your phone cost nothing extra.
What if our process is different?+−
It usually is. That is why you first see a demo on your own data. The stages, fields and reports are set to match how you work.
Is it charged per user?+−
No. The setup has one fixed price and the monthly plan is flat. Add as many staff as you have.
Where is our data kept?+−
Your quote explains the two options: on a server we run for you, or on your own server. Either way the data is yours and you can export it at any time.
The practical bits
Guides on this subject
Order register format: the columns a small business needs
The thirteen columns of an order register, what to write in each and why it matters, with three rules that keep it updated from order to payment.
How to stop orders and payments slipping through WhatsApp
The four gaps where orders and payments slip between the chat, the dispatch and the bill, five things to write down for every order, and a daily routine.
Often set up next
Production Job Tracker
Job cards move from material to packing on one screen. A stuck job carries its reason, machines show running or down, and sales gets the new date on WhatsApp.
Purchase & Vendor Follow-up
See which material is late, which vendor has moved the date and which customer order is waiting for it. Reminders go to vendors on WhatsApp.
Stock Register
Receive and issue stock from the phone, see what is low or finished, send the reorder list to purchase and correct stock after a physical count.
See Order & Payment Tracker on your own data
Share last month of your data. We come back with a working demo, then a fixed price on one page.