Case Study · Building Materials & Sanitaryware
Connecting People, Processes, and Performance
How Dji Setu unified field sales, quotations, orders, inventory, and accounting for a growing building-materials distributor, replacing chats, paper challans, and duplicate data entry with one connected platform.
At a Glance
Four disconnected steps became one connected flow.
- Client
- Building materials and sanitaryware distributor
- Industry
- Retail showroom and distribution
- Operations
- Showroom, warehouse, multi-branch stock, and a field sales team
- Scale
- 650+ active client accounts
- Platform
- Dji Setu, integrated business ecosystem
- Integration
- Accounting software
The challenge
Like many growing distributors, the client ran its sales on messaging apps, paper, and memory. A typical sale passed through four disconnected hands:
- A customer selected products in the showroom, and the sales executive relayed the order to the warehouse over WhatsApp.
- Warehouse staff checked stock manually and replied on the same chat with a simple yes or no.
- A handwritten challan accompanied the dispatch and served as a provisional invoice.
- The accounts team re-entered every detail into the accounting software to raise the final invoice.
The same order was recorded up to three times by three different people, which created recurring problems:
- Orders were lost in conversation. Requests were buried in busy group chats, with no single view of what was pending, packed, or dispatched.
- Stock was an estimate. Yes-or-no replies left no record of partial availability and no live view across branches.
- Re-entry introduced errors. Quantities, rates, and items drifted at every hand-off, delaying invoices and payments.
- Field work could not be verified. Client visits, distance travelled, and hours on shift relied entirely on self-reporting.
- Quotations went unanswered. Once shared, the team had no signal of whether a customer had opened a quotation or shown interest.
- Leadership lacked visibility. Revenue trends, best-selling products, and team performance required manual compilation.
Solution Architecture
One platform at the centre of every operation.
Dji Setu sits between the people who generate business and the systems that record it, so every visit, quotation, order, and invoice flows through a single source of truth.
Platform Capabilities
Every function the business runs on, in one system.
Nine integrated modules cover the complete journey, from the first field visit to the final entry in the accounting software.
- 01
Employee Tracking
Live check-in and check-out at every client visit, with location verification and approval of location requests. Managers see who is on the field at any moment.
- 02
Distance and Shift Reporting
Total kilometres travelled and total shift time are recorded for every employee, every day, giving a verified view of field effort and productivity.
- 03
Client Management
Every client account with its status, order history, and activity in one directory, with inactive clients identified automatically for follow-up.
- 04
Quotations with Advanced Tracking
Professional quotation PDFs, shared as a secure link. Advanced tracking shows when and how often each quotation is opened, so the team follows up with the most engaged buyers first.
- 05
Order Management
Every order with its value, requester, and status, moving from pending and packed to challan, dispatched, and billed, with on-hold and cancelled states.
- 06
Multi-Branch Inventory
Branch-wise stock, a structured product catalogue, and a complete inventory history, with item-level availability marked as full, partial, or unavailable.
- 07
Accounting Software Integration
One-click invoicing directly into the accounting software, with live receivables, payables, inventory value, and cash and bank balances on the dashboard.
- 08
Business Analytics
Revenue, units sold, best-selling products, top sales executives, and top clients for any period, with data export for deeper analysis.
- 09
Live Intelligence
Real-time alerts for new location requests, pending approvals, and clients without recent orders, so nothing that needs attention goes unnoticed.
Inside Dji Setu
The workspace the team runs on every day.
Live screens from the client’s workspace. Client, customer, and staff names, and account balances, are blurred for confidentiality.
The Outcome
Control across sales, field operations, and finance.
With every function on one platform, the business now runs on verified information instead of messages and memory.
- Single source of truth. Every order is entered once and flows unchanged from quotation to invoice.
- Verified field accountability. Check-ins, distance travelled, and shift hours are recorded automatically for every employee.
- Faster order-to-invoice cycle. Confirmed stock becomes an invoice in the accounting software in one click, with no re-entry.
- Sharper sales follow-up. Advanced quotation tracking shows which customers are engaging, so the team acts on the strongest leads first.
- Real-time financial visibility. Receivables, payables, inventory value, and cash balances are live on the dashboard.
- Decisions backed by data. Revenue, product, client, and team performance are available for any period, at any time.
Ready to connect your operations?
If your team still manages orders, field work, and invoicing across chats and spreadsheets, we can bring it onto one platform.