Case study · Multi-company group (accounts, purchase, material, planning, HR)
An accounts and compliance workflow system that replaced Excel trackers
Every department ran on Excel workbooks. Deadlines were missed or fell on Sundays and holidays, nobody clearly owned tasks, and proof of work was scattered across chats. We turned the workbooks into a workflow portal that creates the tasks, chases them and shows the owner who is behind.
- Client
- A business group with nine companies
- Where
- Tamil Nadu
- Status
- In production
- Used by
- Owner, accounts manager, accountants, PO staff, site engineers and other department staff
The problem
- History got lost across daily sheets, and nobody clearly owned each task.
- Reminders were manual, and filing dates were sometimes set on Sundays or holidays.
- Managers had to guess who was overloaded, and leadership had to open many files to see compliance across nine companies.
What we built
Tasks that create themselves
- Daily, weekly, monthly and yearly tasks generated from templates taken from the client's own workbooks
- Due dates moved off Sundays and holidays automatically
- Assign, claim from a pool, transfer with a reason, checklists, comments and a full timeline
Chasing and control
- Hourly escalation, reminders, morning and evening digests, and a 3 PM pending alert
- Kanban board, calendar, approvals queue, workload view and audit log
- KPIs: on-time %, leaderboard and a company-wise compliance grid, plus an owner command centre
AI where it saves time
- A task can only be closed with proof (a file or a screen capture), checked by rules and then by AI
- A lateness score from 0 to 100 that flags tasks likely to slip, with the reasons
- Separate portals for purchase follow-up, material and machinery, planning, HR and steel and cement
In numbers
- 9
- Group companies tracked in one portal
- 136
- Recurring task templates seeded from the client's workbooks
- 50 / 50
- Acceptance checks passed across departments, with 0 schedule gaps against the Excel sheets
From the project's own test, deploy and status records.
Built with
Next.js, NestJS, PostgreSQL, Redis, BullMQ, Claude AI