Purchase & Vendor Follow-up: See which material is late. And which order waits.
Every purchase order is followed up until the material is in your godown. Late vendors show up by themselves, and reminders go on WhatsApp. You see which customer order is waiting for which material.
- Demo on your own data before you pay
- Live in two weeks
- Fixed price, from ₹25,000
- Works on any phone
Sample data: Sunrise Packaging is an invented box maker in Bawana, Delhi. 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, Interior firms
How it runs today
- A PO is raised, and then nobody looks at it until production stops for want of material.
- The vendor says "tomorrow for sure" three times, and nobody keeps count of how often the date has moved.
- Small items like tape, wire and strapping are forgotten, and the dispatch waits for them.
- Material comes short, the challan is signed, and the balance is never asked for.
- You cannot say which vendor delivers on time, so the next order goes to whoever picks up the phone.
How work moves through it
- 1A PO is entered once, with the vendor, item, quantity, date and the order it is needed for
- 2It moves from raised to confirmed by the vendor, in transit and received
- 3A PO that crosses its date turns red and comes to the top of the late list
- 4The buyer reminds the vendor on WhatsApp and logs the new date the vendor gives
- 5The store receives the material against the challan, in full or in part
Every part, spelled out
PO board
Every purchase order in its stage: raised, confirmed by vendor, in transit, received. Late ones turn red.
Late material list
Material that should have come by now, the longest delay on top, with the customer order that is waiting for it.
Reminders and promises
A polite WhatsApp reminder with the PO number, item and date. The new date the vendor gives is saved on the PO, with a count of how often it has moved.
Receiving
The store enters the quantity and the challan number. A short supply stays open as part received until the balance comes.
Vendor table
Open POs, late POs, changed dates and on-time deliveries for each vendor, counted from your own purchase orders.
Daily report
One message to the owner: what came in, what is late, and which customer orders are waiting for material.
Made for businesses like yours
Manufacturers who buy many items
Where one late raw material or one missing small item can hold up a customer order.
Wholesalers and distributors
Who order from many suppliers every week and follow up from memory and phone calls.
Interior and project firms
Who buy for each site, and need to know which material for which project has not reached yet.
What you get, and when
- Your vendors, items, buyers and the stages of a purchase order set up
- Open purchase orders loaded from your Excel, register or a Tally export
- PO board, late material list, vendor table and the daily report
- The WhatsApp reminder to vendors in your wording
- Logins for purchase, the store and the owner, with training for each role
- One month of care after go-live, with fixes and small changes
Where purchase follow-up fails today
The PO goes to the vendor on WhatsApp or on a call, and the date is written in a register or kept in mind. After that, follow-up depends on who remembers. Big items get calls. Small items are forgotten until production or dispatch stops for them. When a vendor moves the date, the new date replaces the old one in somebody's head, and nobody can say how often it has happened.
What changes
- Every PO is on one board, from raised to received, with its date and the order it is needed for.
- A PO that crosses its date turns red and comes to the top by itself.
- Reminders go to the vendor on WhatsApp in the same polite words, with the PO number and the item.
- Each new date a vendor gives is logged, and the count of changed dates stays on record.
- Material is received with the quantity and the challan number. A short supply stays open.
- The vendor table shows who keeps the date, counted from your own purchase orders.
What it does not do
It does not replace purchase entries in Tally or Busy. Bills, GST, e-way bills and vendor ledgers stay there, and this works beside them. It tracks only the gap between raising the PO and the material reaching your godown. It does not choose vendors or rates for you, and it does not call vendors on our side. Your purchase person follows up, with the list in front of them.
What we need from you
- Your vendor list with phone numbers
- The open purchase orders, from Excel, the register or a Tally export
- The person who buys and the person who receives at the store
- 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
Does this replace purchase entries in Tally?+−
No. Purchase bills, GST and vendor ledgers stay in Tally or Busy. This tracks the follow-up between the PO and the material reaching your godown. When material is received, accounts can be told so that the bill is entered.
Do our vendors have to use anything?+−
No. Vendors only get a WhatsApp message from your number, as they do today. There is nothing for them to install and no login.
Who enters the purchase orders?+−
Your purchase person, in about a minute per PO. Open POs are loaded once at the start. The store person enters what is received.
Can it show which order is waiting for which material?+−
Yes. Each PO carries the customer order, job or site it is needed for. The late list and the daily report show which orders are held up.
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.
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.
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
Often set up next
Order & Payment Tracker
See which order is stuck, what goes out today and who owes you money, on one screen. Payment reminders go out on WhatsApp.
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.
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 Purchase & Vendor Follow-up on your own data
Share last month of your data. We come back with a working demo, then a fixed price on one page.