Project Overview

The proposed Distribution Management System (DMS) is a comprehensive enterprise solution designed to streamline your warehouse operations, sales processes, inventory management, and distribution tracking. This integrated platform will connect all aspects of your business from procurement to customer delivery.

Key Business Problems Solved

Multi-Warehouse Management

Centralized control of inventory across multiple warehouses with real-time stock updates and transfers.

Distribution Tracking

Real-time tracking of products, reps, and delivery vehicles

Order & Invoice Management

Streamlined PO, GRN, and customer order processing with approval workflows.

Sales & Inventory Analytics

Comprehensive reporting on daily sales, stock levels, expiry dates, and returns.

System Features

Core Modules

Warehouse Management

  • Multi-warehouse inventory control
  • Stock transfer between locations
  • Minimum stock alerts
  • Expiry date tracking
  • Returns management

Sales & Order Management

  • Rep order placement system
  • Customer order tracking
  • Multi-level approval workflows
  • Discount management (cash, peso, bulk)
  • Credit period management

Rep & Distribution Management

  • Rep assignment to warehouses/routes
  • Route optimization
  • Performance analytics
  • Dynamic relocation capability

Procurement & GRN

  • Purchase order management
  • Supplier relationship management
  • GRN processing with payment options
  • Supplier credit tracking
  • Discount management

Accounting Integration

  • Petty cash management
  • Main cash management
  • Tax calculation and reporting
  • Expense tracking
  • Financial reporting

Communication System

  • WhatsApp API integration
  • SMS notifications for orders
  • Automated billing alerts
  • Report delivery via email

A. Warehouse & Inventory Management

Sub-Module Features Priority
Stock Management
  1. SKU-level tracking: Unique identification for every distinct product and variant.
  2. Serial numbers: Tracking individual items using unique serial numbers.
  3. Batch/lot tracking: Grouping items for targeted recalls or quality control.
  4. Expiry dates & alerts: Monitoring shelf life and generating warnings.
  5. Stock movement tracking: Logging every instance of stock being moved.
  6. Stock adjustments: Recording changes due to damage, loss, or errors.
 High
Inbound Operations
  1. GRN creation: Generating Goods Received Note for receipt of goods.
  2. Supplier inspection: Checking quality and quantity against purchase order.
  3. Auto-stock update: Increasing inventory counts upon receipt.
  4. Document attachments: Linking essential documents to transactions.
 High
Outbound Operations
  1. Order picking: Retrieving items from shelves to fulfill orders.
  2. Packaging: Preparing items into appropriate packaging.
  3. Shipment preparation: Consolidating orders and creating shipping manifests.
  4. Dispatch verification: Final check before leaving warehouse.
 High
Inventory Analytics
  1. Stock aging: Showing how long items have been in inventory.
  2. Dead stock analysis: Identifying inventory with no sales movement.
  3. Stock turnover ratio: Calculating how often inventory is sold.
  4. Reorder point automation: Generating alerts when stock is low.
 Medium

Stock Management

▼ High
  1. SKU-level tracking: Unique identification for every distinct product and variant.
  2. Serial numbers: Tracking individual items using unique serial numbers.
  3. Batch/lot tracking: Grouping items for targeted recalls or quality control.
  4. Expiry dates & alerts: Monitoring shelf life and generating warnings.
  5. Stock movement tracking: Logging every instance of stock being moved.
  6. Stock adjustments: Recording changes due to damage, loss, or errors.

Inbound Operations

▼ High
  1. GRN creation: Generating Goods Received Note for receipt of goods.
  2. Supplier inspection: Checking quality and quantity against purchase order.
  3. Auto-stock update: Increasing inventory counts upon receipt.
  4. Document attachments: Linking essential documents to transactions.

Outbound Operations

▼ High
  1. Order picking: Retrieving items from shelves to fulfill orders.
  2. Packaging: Preparing items into appropriate packaging.
  3. Shipment preparation: Consolidating orders and creating shipping manifests.
  4. Dispatch verification: Final check before leaving warehouse.

Inventory Analytics

▼ Medium
  1. Stock aging: Showing how long items have been in inventory.
  2. Dead stock analysis: Identifying inventory with no sales movement.
  3. Stock turnover ratio: Calculating how often inventory is sold.
  4. Reorder point automation: Generating alerts when stock is low.

B. Product Lifecycle & Supplier Management

Sub-Module Features Priority
Product Information Management
  1. Attributes management: Defining characteristics like size, color, weight.
  2. Product variants: Managing different versions of a product.
  3. Media attachments: Storing product-related images, videos, manuals.
  4. Tax & regulatory info: Maintaining compliance data like HS codes.
 High
Supplier Management
  1. Supplier onboarding: Adding new suppliers and validating credentials.
  2. Supplier rating & KPIs: Evaluating performance based on metrics.
  3. Contract & SLA management: Storing supplier contracts and agreements.
 High
Purchase Management
  1. Auto-generated purchase requisitions: Requests based on stock levels.
  2. Multi-level PO approvals: Workflow for authorization before sending.
  3. Supplier invoice reconciliation: Matching invoices against POs and GRNs.
 High

Product Information Management

▼ High
  1. Attributes management: Defining characteristics like size, color, weight.
  2. Product variants: Managing different versions of a product.
  3. Media attachments: Storing product-related images, videos, manuals.
  4. Tax & regulatory info: Maintaining compliance data like HS codes.

Supplier Management

▼ High
  1. Supplier onboarding: Adding new suppliers and validating credentials.
  2. Supplier rating & KPIs: Evaluating performance based on metrics.
  3. Contract & SLA management: Storing supplier contracts and agreements.

Purchase Management

▼ High
  1. Auto-generated purchase requisitions: Requests based on stock levels.
  2. Multi-level PO approvals: Workflow for authorization before sending.
  3. Supplier invoice reconciliation: Matching invoices against POs and GRNs.

C. Customer Relationship Management (CRM)

Sub-Module Features Priority
Customer Profiles
  1. Personal & company info: A centralized record storing key details like name, address, contact details, and business information.
  2. Multiple contacts: Ability to manage several key contacts within a single customer company.
  3. Interaction history: A complete log of all past communications.
  4. Notes & documents: Functionality to add internal notes and attach relevant documents.
 High
Customer Engagement
  1. Campaign management: Tools to create, execute, and track marketing campaigns.
  2. Personalized promotions: Ability to create and offer targeted discounts.
 Medium
Lead & Sales Opportunity
  1. Lead capture & scoring: Automatically collecting potential customer information.
  2. Sales pipeline management: Visualizing and managing the stages of the sales process.
  3. Follow-ups & reminders: Automated reminders for sales reps.
 Medium

Customer Profiles

▼ High
  1. Personal & company info: A centralized record storing key details like name, address, contact details, and business information.
  2. Multiple contacts: Ability to manage several key contacts within a single customer company.
  3. Interaction history: A complete log of all past communications.
  4. Notes & documents: Functionality to add internal notes and attach relevant documents.

Customer Engagement

▼ Medium
  1. Campaign management: Tools to create, execute, and track marketing campaigns.
  2. Personalized promotions: Ability to create and offer targeted discounts.

Lead & Sales Opportunity

▼ Medium
  1. Lead capture & scoring: Automatically collecting potential customer information.
  2. Sales pipeline management: Visualizing and managing the stages of the sales process.
  3. Follow-ups & reminders: Automated reminders for sales reps.

D. Sales & Field Force Automation

Sub-Module Features Priority
Field Force Management
  1. Daily visit planning: Tools for managers to assign and for reps to view their scheduled customer visits.
  2. Attendance & check-ins: Digital verification of a rep's presence at a customer site.
 High
Order Capture
  1. On-the-spot orders: Allows field representatives to create and submit sales orders.
  2. Mobile payment integration: Ability to accept and process payments immediately.
 High
Performance Management
  1. Sales targets: Setting and tracking individual or team goals.
  2. Commission calculation: Automatically calculating earned commissions.
  3. Rep performance dashboards: Visual reports and scorecards.
 Medium

Field Force Management

▼ High
  1. Daily visit planning: Tools for managers to assign and for reps to view their scheduled customer visits.
  2. Attendance & check-ins: Digital verification of a rep's presence at a customer site.

Order Capture

▼ High
  1. On-the-spot orders: Allows field representatives to create and submit sales orders.
  2. Mobile payment integration: Ability to accept and process payments immediately.

Performance Management

▼ Medium
  1. Sales targets: Setting and tracking individual or team goals.
  2. Commission calculation: Automatically calculating earned commissions.
  3. Rep performance dashboards: Visual reports and scorecards.

E. Order Management & Delivery Tracking

Sub-Module Features Priority
Order Processing
  1. Centralized order entry: A single system to input and manage all orders.
  2. Credit limit checks: Automatically verifying a customer's available credit.
  3. Multi-stage approval: A workflow that routes orders for authorization.
 High
Delivery Management
  1. Vehicle & driver assignment: Functionality to assign specific delivery routes.
  2. Proof of Delivery: Capturing digital confirmation of delivery completion.
 High
Notifications & Alerts
  1. Customer updates: Automated messages with status updates.
  2. Pending/late delivery alerts: Internal notifications about delayed orders.
  3. Internal team notifications: Automated alerts to relevant staff.
 Medium

Order Processing

▼ High
  1. Centralized order entry: A single system to input and manage all orders.
  2. Credit limit checks: Automatically verifying a customer's available credit.
  3. Multi-stage approval: A workflow that routes orders for authorization.

Delivery Management

▼ High
  1. Vehicle & driver assignment: Functionality to assign specific delivery routes.
  2. Proof of Delivery: Capturing digital confirmation of delivery completion.

Notifications & Alerts

▼ Medium
  1. Customer updates: Automated messages with status updates.
  2. Pending/late delivery alerts: Internal notifications about delayed orders.
  3. Internal team notifications: Automated alerts to relevant staff.

F. Finance, Accounting & Taxation

Sub-Module Features Priority
General Ledger
  1. Chart of accounts management: Defining and maintaining accounts.
  2. Journal entries: Recording all financial transactions.
  3. Financial statements: Automatically generating key reports.
  4. Period closing: Finalizing transactions for accounting periods.
 High
Accounts Payable
  1. Supplier invoice processing: Managing the entire lifecycle of bills.
  2. Payment scheduling: Setting up timelines for outgoing payments.
  3. Aging reports: Analyzing outstanding supplier invoices.
  4. Credit management: Tracking credit terms and amounts.
 High
Accounts Receivable
  1. Customer invoicing: Creating and sending accurate bills.
  2. Payment application: Matching payments to invoices.
  3. Collection management: Tracking overdue invoices.
  4. Credit limits: Setting and enforcing credit limits.
 High
Cash Management
  1. Petty cash tracking: Recording small cash expenses.
  2. Bank reconciliation: Matching company records to bank statements.
  3. Cash flow forecasting: Predicting cash flow.
  4. Fund transfer: Managing electronic transfers.
 High
Asset Management
  1. Fixed asset register: Tracking all fixed assets.
  2. Depreciation calculation: Calculating decrease in asset value.
  3. Maintenance scheduling: Planning routine maintenance.
  4. Disposal management: Recording asset removal.
 Medium
Taxation
  1. Auto-calculation of VAT/GST/NBT: Automatically computing taxes.
  2. Tax filing & compliance: Generating reports for authorities.
  3. Audit trails: Maintaining detailed transaction logs.
 High
Financial Reporting
  1. Balance sheets: Snapshot of assets, liabilities, and equity.
  2. Profit & loss statements: Summarizing revenues and expenses.
  3. Cash flow statements: Showing cash movements.
  4. Custom reports: Creating tailored financial reports.
 High

General Ledger

▼ High
  1. Chart of accounts management: Defining and maintaining accounts.
  2. Journal entries: Recording all financial transactions.
  3. Financial statements: Automatically generating key reports.
  4. Period closing: Finalizing transactions for accounting periods.

Accounts Payable

▼ High
  1. Supplier invoice processing: Managing the entire lifecycle of bills.
  2. Payment scheduling: Setting up timelines for outgoing payments.
  3. Aging reports: Analyzing outstanding supplier invoices.
  4. Credit management: Tracking credit terms and amounts.

Accounts Receivable

▼ High
  1. Customer invoicing: Creating and sending accurate bills.
  2. Payment application: Matching payments to invoices.
  3. Collection management: Tracking overdue invoices.
  4. Credit limits: Setting and enforcing credit limits.

Cash Management

▼ High
  1. Petty cash tracking: Recording small cash expenses.
  2. Bank reconciliation: Matching company records to bank statements.
  3. Cash flow forecasting: Predicting cash flow.
  4. Fund transfer: Managing electronic transfers.

Asset Management

▼ Medium
  1. Fixed asset register: Tracking all fixed assets.
  2. Depreciation calculation: Calculating decrease in asset value.
  3. Maintenance scheduling: Planning routine maintenance.
  4. Disposal management: Recording asset removal.

Taxation

▼ High
  1. Auto-calculation of VAT/GST/NBT: Automatically computing taxes.
  2. Tax filing & compliance: Generating reports for authorities.
  3. Audit trails: Maintaining detailed transaction logs.

Financial Reporting

▼ High
  1. Balance sheets: Snapshot of assets, liabilities, and equity.
  2. Profit & loss statements: Summarizing revenues and expenses.
  3. Cash flow statements: Showing cash movements.
  4. Custom reports: Creating tailored financial reports.

G. Human Resources Management

Sub-Module Features & Details Priority
Employee Information
  • Centralized employee database: A single, secure repository for all employee data.
  • Employment history: Tracks an employee's journey within the company, including roles, promotions, and transfers.
  • Document management: Stores and organizes important employee documents like contracts and certificates digitally.
  • Organizational structure: A visual map of the company's departments and teams.
  • Reporting hierarchies: Defines clear lines of reporting and managerial oversight.
  • Emergency contacts: Stores crucial contact information for use in emergencies.
  • Dependent information: Records information about an employee's family dependents for benefits purposes.
  • Skills & competencies database: A searchable inventory of employee skills, qualifications, and certifications.
 High
Attendance & Leave
  • Biometric/QR code integration: Uses fingerprint, facial recognition, or QR codes for secure clock-ins and outs.
  • Flexible shift planning: Allows for the creation and management of complex and rotating shift schedules.
  • Time tracking: Logs hours worked, either for the entire day or allocated to specific projects.
  • Leave requests & approvals: A digital workflow for requesting, approving, and tracking time off based on company policy.
  • Overtime management & approval: Tracks, approves, and calculates compensation for extra hours worked.
  • Attendance regularization: Allows for the correction and approval of attendance record discrepancies.
  • Detailed attendance reports: Provides insights into patterns of attendance, absenteeism, and punctuality.
  • Geo-fenced check-ins: Uses GPS to ensure remote employees clock in from pre-approved locations.
 High
Payroll Processing
  • Automated salary calculation: Automatically computes gross-to-net pay based on attendance, leaves, and deductions.
  • Bonuses & arrears processing: Handles the calculation and integration of additional payments into payroll.
  • Deductions & contributions: Manages automatic calculations for taxes, EPF, ETF, and other statutory deductions.
  • Reimbursement claims: Streamlines the submission, approval, and payment of employee expense claims.
  • Pay slip generation & distribution: Automatically creates and digitally delivers employee pay slips.
  • Bank transfer files: Generates secure files for bulk electronic salary transfers to bank accounts.
  • Statutory compliance reporting: Automates the generation of reports required by government labor authorities.
  • Year-end tax documentation: Produces annual tax forms for employees and regulatory filing.
 High
Performance Management
  • OKR & Goal setting: Facilitates setting and tracking Objectives and Key Results for employees and teams.
  • Continuous 360-degree feedback: Collects performance feedback from an employee's peers, subordinates, and managers.
  • Performance reviews & appraisal cycles: Manages the structured process for formal performance evaluations.
  • KPI tracking: Monitors and measures performance against defined Key Performance Indicators.
  • Competency assessments: Evaluates employees against a set of required skills and behaviors for their role.
  • Career progression planning: Helps map out potential career paths and development opportunities for employees.
  • Succession planning: Identifies and develops internal talent to fill critical future roles.
 Medium
Recruitment (ATS)
  • Job posting to multiple platforms: Publishes open vacancies to various job boards from a single interface.
  • Applicant Tracking System (ATS): Manages the entire recruitment pipeline from application to hire.
  • Resume parsing: Automatically extracts key information from resumes into structured data fields.
  • Candidate scoring: Ranks and filters applicants based on predefined criteria and qualifications.
  • Interview scheduling & feedback: Coordinates interview timings and collects feedback from interviewers.
  • Offer letter generation: Creates and sends standardized employment offer letters.
  • Background check integration: Connects with third-party services to verify candidate history.
  • Onboarding workflow automation: Automates the checklist of tasks required to integrate a new hire.
 Medium
Training & Development
  • Training Needs Analysis (TNA): Identifies organizational and individual skill gaps to plan training.
  • Course & training material management: A central library for storing and managing training content.
  • Internal & external trainer management: Maintains a database of available trainers and instructors.
  • Training calendar: Schedules and publishes upcoming training sessions for employee enrollment.
  • Employee enrollment: Allows employees to view and sign up for available training courses.
  • Attendance tracking: Records which employees have completed specific training sessions.
  • Skill gap analysis: Compares current employee skills against target skills to guide development.
  • Certification & expiry alerts: Tracks professional certifications and sends alerts before they expire.
 Medium
Employee Self-Service (ESS)
  • Profile management: Allows employees to view and update their own personal information.
  • Leave & overtime requests: Enables employees to digitally submit and track time-off requests.
  • Pay slip & tax document access: Provides employees with secure 24/7 access to their payroll documents.
  • Company directory: A searchable database of employee contact information.
  • Policy handbook access: Digital access to the company's HR policies and employee handbook.
  • Expense submission: A portal for employees to submit business-related expenses for reimbursement.
  • Training enrollment: Allows employees to browse and enroll in available training courses.
  • IT helpdesk tickets: Enables employees to log and track support tickets with the IT department.
 Medium
Compensation & Benefits
  • Salary benchmarking: Compares internal salary ranges against market data to ensure competitiveness.
  • Benefits administration: Manages employee enrollment in programs like health insurance and loans.
  • Flexible benefits plans: Allows employees to customize their benefits package from a menu of options.
  • Claim processing: Manages the submission, approval, and reimbursement of employee benefit claims.
  • Pension plan management: Administers employee and company contributions to retirement plans.
 Medium
Employee Engagement
  • Pulse surveys: Short, frequent surveys to regularly gauge employee sentiment and morale.
  • Satisfaction monitoring: Tracks overall employee satisfaction levels over time.
  • Recognition & rewards system: A platform for peers and managers to recognize and reward employee achievements.
  • Announcements: A channel for company-wide communication of news and updates.
  • Exit interview management: Systematizes the process of conducting and analyzing interviews with departing employees.
  • Turnover analytics: Analyzes data on employee turnover to identify trends and root causes.
 Low

Employee Information

▼ High
  • Centralized employee database: A single, secure repository for all employee data.
  • Employment history: Tracks an employee's journey within the company, including roles, promotions, and transfers.
  • Document management: Stores and organizes important employee documents like contracts and certificates digitally.
  • Organizational structure: A visual map of the company's departments and teams.
  • Reporting hierarchies: Defines clear lines of reporting and managerial oversight.
  • Emergency contacts: Stores crucial contact information for use in emergencies.
  • Dependent information: Records information about an employee's family dependents for benefits purposes.
  • Skills & competencies database: A searchable inventory of employee skills, qualifications, and certifications.

Attendance & Leave

▼ High
  • Biometric/QR code integration: Uses fingerprint, facial recognition, or QR codes for secure clock-ins and outs.
  • Flexible shift planning: Allows for the creation and management of complex and rotating shift schedules.
  • Time tracking: Logs hours worked, either for the entire day or allocated to specific projects.
  • Leave requests & approvals: A digital workflow for requesting, approving, and tracking time off based on company policy.
  • Overtime management & approval: Tracks, approves, and calculates compensation for extra hours worked.
  • Attendance regularization: Allows for the correction and approval of attendance record discrepancies.
  • Detailed attendance reports: Provides insights into patterns of attendance, absenteeism, and punctuality.
  • Geo-fenced check-ins: Uses GPS to ensure remote employees clock in from pre-approved locations.

H. Technology & Integration Platform

Sub-Module Features Priority
Core Platform Cloud-based SaaS architecture, Multi-tenant capability, Role-Based Access Control (RBAC), High availability & disaster recovery, Scalable infrastructure High
API & Integration Hub RESTful APIs for all modules, Pre-built connectors High
Mobile Applications Native iOS & Android apps for Field Force, Warehouse, and Manager dashboards, Offline functionality with sync, Mobile-first design High
Data & Analytics Centralized data warehouse, ETL processes, Pre-built reports & dashboards, Customizable KPI widgets, Ad-hoc query tool, Data export to formats (PDF, Excel, CSV) Medium
Admin & Security User & permission management, Audit trails for all critical actions, Data encryption (at rest and in transit), IP whitelisting, SSO (Single Sign-On) integration, GDPR/Data Privacy compliance tools High

Core Platform

▼ High

Cloud-based SaaS architecture, Multi-tenant capability, Role-Based Access Control (RBAC), High availability & disaster recovery, Scalable infrastructure

API & Integration Hub

▼ High

RESTful APIs for all modules, Pre-built connectors

I. Procurement & Sourcing

Sub-Module Features Priority
Sourcing & RFQ Supplier discovery, Request for Quotation (RFQ) process, Bid comparison matrix, Supplier negotiation tools, Preferred supplier list management Medium
Procurement Purchase Requisition workflows, Purchase Order creation & tracking, Blanket PO management, Delivery date tracking against PO, Direct & indirect procurement support High
Spend Analysis Category-wise spend reporting, Supplier spend consolidation, Budget vs. actual spend analysis, Cost savings tracking Medium

Sourcing & RFQ

▼ Medium
  • Supplier discovery
  • Request for Quotation (RFQ) process
  • Bid comparison matrix
  • Supplier negotiation tools
  • Preferred supplier list management

Procurement

▼ High
  • Purchase Requisition workflows
  • Purchase Order creation & tracking
  • Blanket PO management
  • Delivery date tracking against PO
  • Direct & indirect procurement support

Spend Analysis

▼ Medium
  • Category-wise spend reporting
  • Supplier spend consolidation
  • Budget vs. actual spend analysis
  • Cost savings tracking

J. Production & Manufacturing (Add-on Module)

Sub-Module Features Priority
Bill of Materials (BOM) Multi-level BOM management, BOM version control, Material cost roll-up High
Production Planning Master Production Schedule (MPS), Material Requirements Planning (MRP), Capacity planning, Work order generation High
Production Execution Work order tracking, Shop floor control, Labor & machine time tracking, Quality check points, Finished goods receipt High

Bill of Materials (BOM)

▼ High
  • Multi-level BOM management
  • BOM version control
  • Material cost roll-up

Production Planning

▼ High
  • Master Production Schedule (MPS)
  • Material Requirements Planning (MRP)
  • Capacity planning
  • Work order generation

Production Execution

▼ High
  • Work order tracking
  • Shop floor control
  • Labor & machine time tracking
  • Quality check points
  • Finished goods receipt

K. Maintenance, Repair & Operations (MRO)

Sub-Module Features Priority
Asset Maintenance Preventive Maintenance scheduling, Maintenance checklists, Spare parts management, Work order management, Maintenance history and cost tracking Medium
Facility Management MRO inventory tracking, Tool calibration schedules, Service request management (for internal facilities) Low

Asset Maintenance

▼ Medium
  • Preventive Maintenance scheduling
  • Maintenance checklists
  • Spare parts management
  • Work order management
  • Maintenance history and cost tracking

Facility Management

▼ Low
  • MRO inventory tracking
  • Tool calibration schedules
  • Service request management (for internal facilities)

L. Business Intelligence & Advanced Analytics

Sub-Module Features Priority
Dashboards Real-time operational dashboards (CEO, Sales, Warehouse, Finance), Drag-and-drop dashboard builder Medium
Advanced Analytics Predictive analytics for demand forecasting, Inventory optimization simulations, Sales trend analysis, Customer lifetime value (CLV) calculation, Churn prediction Low
Custom Reporting SQL-based report builder, Scheduled report generation and emailing, Pixel-perfect report designer for official documents Medium

Dashboards

▼ Medium
  • Real-time operational dashboards (CEO, Sales, Warehouse, Finance)
  • Drag-and-drop dashboard builder

Advanced Analytics

▼ Low
  • Predictive analytics for demand forecasting
  • Inventory optimization simulations
  • Sales trend analysis
  • Customer lifetime value (CLV) calculation
  • Churn prediction

Custom Reporting

▼ Medium
  • SQL-based report builder
  • Scheduled report generation and emailing
  • Pixel-perfect report designer for official documents

Phased Implementation Pricing

Implementation Approach

Our project-based pricing follows a phased implementation approach, with payment milestones aligned to each completed stage. This ensures transparency and allows you to see value at each step of the process.

Stage 1 (9 Weeks)

Core System & Basic Operations

LKR 270,000
  • Warehouse & Inventory Management (Basic)
  • Product & Supplier Management (Basic)
  • Sales & Field Force (Basic)
  • Finance & Accounting (Basic level 01)
Stage 2 (9 Weeks)

Advanced Operations & Full Financial System

LKR 260,000
  • HR Management (Basic)
  • Warehouse & Inventory (Advanced)
  • Full Finance & Accounting System
  • Order & Delivery Management
  • Technology Platform
Stage 3 (9 Weeks)

Complete HR System & Advanced Features

LKR 260,000
  • Full HR Management System
  • Advanced Analytics
  • CRM Enhancements
Stage 4 (2 Weeks)

Deployment & Training

LKR 40,000 + Expenses*
  • Production deployment
  • Administrator training
  • End-user training
  • Documentation delivery
  • Go-live support
  • * Food and transport expenses additional

Total Project Investment: LKR 790,000

This comprehensive solution includes all modules and features described in our proposal, implemented through our phased approach.

Payment Schedule

  • 30% advance of Stage 1 - LKR 81,000 (to begin development)
  • upon Stage 1 completion - LKR 189,000
  • 30% advance of Stage 2 - LKR 78,000 (to begin development)
  • upon Stage 2 completion - LKR 182,000
  • 30% advance of Stage 3 - LKR 78,000 (to begin development)
  • upon Stage 3 completion - LKR 182,000

Monthly System Maintenance Fee

Standard Maintenance Package

LKR 35,000/month

  • Regular system updates and security patches
  • Performance monitoring and optimization
  • Database maintenance and cleanup
  • Minor bug fixes and troubleshooting
  • Monthly system health reports
  • Backup management and verification

Hosting Package (Required)

Enterprise Cloud Hosting ( VPS Hosting )

LKR 52,416/year ( depend on $ rate )

  • 99.9% uptime guarantee
  • Daily backups
  • 24/7 monitoring
  • SSL certificate included
  • Technical support

Technology Stack

Frontend Development

  • React.js with TypeScript
  • Material-UI components
  • Redux for state management
  • Responsive design

Backend Development

  • Node.js with Express
  • MongoDB or MySQL
  • RESTful API architecture
  • JWT authentication

Infrastructure & Deployment

  • Shared cloud hosting
  • SSL encryption

Security Measures

  • Role-based access control
  • Data encryption at rest and in transit
  • Regular security audits
  • Automated backup system
  • Two-factor authentication option

Support & Maintenance

Standard Support

  • 6 months included with project
  • Mon-Fri, 9AM-5PM response
  • Bug fixes and patches
  • Email and ticket support

Premium Support

  • 24/7 availability
  • Phone, email, and chat support
  • Priority bug resolution
  • Monthly system health checks

Maintenance Plans

  • Regular security updates
  • Feature enhancements
  • Performance optimization
  • Database maintenance

Training Services

  • Administrator training
  • End-user training
  • Training materials & documentation
  • Video tutorials

Service Level Agreement

  • 99.5% uptime guarantee
  • Critical issues: 4

    Service Level Agreement

    • 99.5% uptime guarantee
    • Critical issues: 4 hour response time
    • Major issues: 24 hour response time
    • Minor issues: 72 hour response time

Project Implementation Timeline

Development Phases

The project will be delivered in 4 stages over 29 weeks, with core functionality available early and advanced features rolling out progressively.

Stage 1 (9 Weeks)

Core System & Basic Operations

Foundation setup with essential warehouse, sales, and basic financial functionality

Modules to be Implemented:
  • Warehouse & Inventory Management (Basic)
    • SKU-level tracking
    • GRN creation
    • Order picking & dispatch
    • Stock movement tracking
  • Product & Supplier Management (Basic)
    • Product attributes management
    • Supplier onboarding
    • Basic purchase order management
  • Sales & Field Force (Basic)
    • Rep order placement
    • Customer profile management
    • Basic order processing
  • Finance & Accounting (Basic)
    • Chart of accounts setup
    • Basic journal entries
    • Customer invoicing
    • Petty cash tracking
Stage 2 (9 Weeks)

Advanced Operations & Full Financial System

Enhanced functionality with complete financial management and distribution tracking

Modules to be Implemented:
  • HR Management (Basic)
    • Employee database
    • Basic attendance tracking
    • Organizational structure
  • Warehouse & Inventory (Advanced)
    • Batch/lot tracking
    • Expiry date alerts
    • Inventory analytics
    • Stock adjustment system
  • Full Finance & Accounting System
    • Accounts payable & receivable
    • Bank reconciliation
    • Tax calculation (VAT/GST/NBT)
    • Financial statements
    • Asset management
    • Cash flow forecasting
  • Order & Delivery Management
    • Multi-stage approval workflows
    • Delivery tracking
    • Customer notifications
  • Technology Platform
    • API integrations
    • Basic reporting dashboard
Stage 3 (9 Weeks)

Complete HR System & Advanced Features

Implementation of full HR capabilities and advanced business intelligence

Modules to be Implemented:
  • Full HR Management System
    • Attendance & leave management
    • Payroll processing
    • Performance management
    • Recruitment (ATS)
    • Training & development
    • Employee self-service portal
  • Advanced Analytics
    • Sales trend analysis
    • Inventory optimization
    • Custom reporting
  • CRM Enhancements
    • Customer engagement tools
    • Sales pipeline management
Stage 4 (2 Weeks)

Deployment & Training

System deployment, staff training, and go-live support

Activities:
  • Production deployment
  • Administrator training
  • End-user training
  • Documentation delivery
  • Go-live support

Cover Letter

Company Logo
LAKBIT (Pvt.) Ltd.
No 86, Business Complex,
Yakkala
Phone: +94 71109-4182
Email: info@lakbit.com

Dear Mr.Gangara Wijethunga,

Enclosed Software Development Proposal

Please find enclosed our detailed software proposal for your kind consideration.

At LAKBIT we are aware that creating client-oriented software takes a mixture of technical excellence and clear communication and our firm hires only the very best to ensure you receive both. We know that every client is unique and we strive to deliver an individual, innovative and affordable proposal every time and to follow it through with an outstanding delivery which is both on time and within budget.

We have over 3 years of development in this area and our previous clients include Major Retail Chain, National Distributors Inc., and Global Supply Co.. Please let us know if you would like to get in touch with our existing clients from whom you will receive nothing but positive endorsements.

We also pride ourselves on our after-sales client-care including our guarantees, staff-training and onsite and offsite support.

Finally, we realize that you are very busy and wanted to thank you in advance for your time spent reviewing our proposal.

Yours Truly,

P.H.Cethana Udayanga
CEO, LAKBIT (Pvt.) Ltd.