From 2 Hours Per Bill To 10 Seconds

The Company

A business built on serial numbers

Our customer is Nav Bharat Marketing Agency of Ludhiana — an industrial automation house distributing machine control panels, AC drives and mechanical parts, the components that keep factories across the region running. Their products end up inside machines used by dozens of companies, and every single unit carries a serial or batch number. That number is not a formality: it is how a warranty claim gets honoured, how a service call gets traced back to the right unit, and how the company knows exactly what left its warehouse and when.

They purchase in bulk from their manufacturers. A single purchase invoice can carry hundreds of drives or panels — and every one of them has to land in the inventory system with its serial number intact, or warranty tracking falls apart.

The Problem

Serials everywhere, and no two suppliers alike

Here is where it got painful. No two suppliers sent serial numbers the same way. A few printed them directly on the invoice, woven between line items. Others sent the invoice as usual — and then a separate Excel file with over a thousand serial numbers that somehow had to be matched back to the right items on the right bill.

All of it funnelled down to one person: the accountant. Each entry was keyed in one by one — item by item, serial by serial — because the inventory and service records had to be perfect. A routine bill took 40 minutes. For the suppliers who sent the big serial spreadsheets, one bill could swallow close to 2 hours. And a single mistyped digit meant a warranty lookup that would fail months later, when a customer was standing at the counter with a faulty drive.

The Turning Point

We didn't just automate it — we studied it

When they came to us, we didn't start by selling software. We started by sitting with the problem — making a deep study of how their suppliers actually billed them, in every format they received.

Then came detailed R&D. We refined our engine against their real documents, batch after batch, until the results weren't just "good" — they were 100% accurate. However the serials arrived, they landed in the right place, every time.

The Result

Ten seconds. Every serial. Zero retyping.

Today, the same invoices that once consumed entire mornings go into the ERP in about 10 seconds each. The accountant drops in the PDF — and the supplier's serial file, if there is one — and BILLVIL does the rest: items, quantities, taxes, and every serial number, verified and posted.

Inventory is current the moment a bill arrives. Warranty claims resolve in seconds because every serial is exactly where it should be. And the hours that used to disappear into typing now go into the analysis and follow-up an accountant is actually meant to do.