Make your numbers work
Your Tally, Excel and billing numbers, cleaned once, joined up, and turned into reports and forecasts that arrive on their own.
- What it is
- We take the numbers already sitting in Tally, Excel and your billing software and fix what is wrong with them once. Then we set up reports and forecasts that arrive without anyone building them.
- Who it is for
- Owners who get the monthly report too late to act on it, or who no longer trust the stock and outstanding figures their team shows them.
- What it typically returns
- A report on the first morning of the month instead of the fourth day. One figure for each customer and item. Early notice of stock running short or customers slipping.
Cleaning up your data
Duplicate customers, misspelt items and mismatched codes fixed once, then kept clean.
Most businesses we meet do not have a data problem they can see. They have a report that never quite matches Tally. A stock count that shows shortages of items sitting in the godown. A customer who appears three times with three different outstanding balances. Each of these traces back to the same thing: one fact typed slightly differently in two places.
We go through your customers, items, prices and codes, find every place where two records mean the same thing, and merge them into one. Your accounts person confirms the doubtful ones. Then we put a small check in front of every new entry so the same mess does not grow back. Where a fix needs to reach Tally or your billing software, we write it back there, so the clean version is the one your team uses every day. Where the numbers are kept, and how, is explained on Your data.
Scroll sideways to see all the columns: What it looks like and What it costs you.
| Problem | What it looks like | What it costs you |
|---|---|---|
| Duplicate customers | ABC Traders, A B C Traders and ABC Trading Co are one shop with three ledgers. | Outstanding is split three ways, so the credit limit is never applied and the reminder goes to the wrong entry. |
| Misspelt items | One product under four names, each with its own stock count. | Stock reports show shortages that do not exist. Someone reorders, and the godown fills up with what you already had. |
| Mismatched codes | Code 4471 in billing, TLY-4471 in Tally, item code SKU4471 on the online store. | Nothing joins up on its own, so every report starts with a day of matching by hand in Excel. |
| Prices in three places | One price list in Excel, another in Tally, a third in last month's WhatsApp broadcast. | Quotations go out at last quarter's price. Margin leaks a little on every order and nobody sees it. |
| Blank or misplaced fields | No GST number on the customer, the phone number in the address line, the pin code missing. | E-way bills and deliveries wait while someone phones to ask again. Invoices bounce back for correction. |
Typical of the distributors, clinics and exporters we talk to. Your own list is usually shorter, and the fixes are the same.
- Who it is for
- Businesses with two or more years of records in Tally or Excel, where a report needs a day of matching before anyone trusts it.
- What you receive
- One list of customers, items and prices, with every duplicate merged
- The fixes written back to Tally or your billing software
- A check on new entries so the list stays clean
- A short note on what was wrong and why
- How long
- 2 to 4 weeks for the first clean-up. Keeping it clean is part of a support plan.
- How it is priced
- A Sprint, ₹1.5 to ₹4 lakh, fixed before we start. Keeping it clean comes under a support plan from ₹15,000 a month. See pricing.
Forecasts and analysis you can act on
Which items will run short next month, which customers are slipping, where margin is leaking.
Once the numbers are clean, they can start answering questions. Not the questions a standard sales chart answers, like sales by month. The ones you ask your manager on a Saturday. Which of the top forty items will run short before the next lorry? Which regular customer has quietly halved their orders? Which product line sells well but makes nothing?
We agree three or four questions like that with you, work out what your history says, and set the answers up to refresh themselves every week. Each one comes as a short list with a plain reason next to every line, so your team can act on it in the Monday meeting without opening a spreadsheet. Where the history is too thin to say anything useful, we tell you that too.
Questions we set up most often
- Which items run short in the next four weeks, at current order rates
- Which customers ordered less than usual for two months in a row
- Which items sell well but earn less than the freight to deliver them
- How much cash comes in over the next thirty days, going by who actually pays on time
What arrives each week
A one-page note every Monday morning: the items to reorder this week, the customers worth a call, and the two or three numbers that moved since last week. Each line says why it is there.
Once a quarter we sit with you for an hour and check whether the forecasts were right. The ones that were not get adjusted or dropped.
- Who it is for
- Owners and operations heads who decide reorders, credit and pricing from memory because the numbers arrive too late.
- What you receive
- Three or four questions answered every week, as a short list with reasons
- A quarterly check on how accurate the forecasts were
- The workings, in a sheet your team can open
- How long
- Three to four weeks for the first set of questions, once the data is clean.
- How it is priced
- A Sprint (₹1.5 to ₹4 lakh) for one set of questions. When it grows into stock, credit and pricing together across branches, it becomes a Project (₹5 to ₹25 lakh), scoped after a readiness check.
Reports that build themselves
The monthly report that took three days, ready on the first morning of the month.
In many businesses the monthly report is the most expensive document nobody reads in time. Four people spend the first three days of the month exporting from Tally, pasting into Excel, fixing the formulas that broke, and arguing over which version is right. By the time it reaches you, the decisions it was meant to inform have already been made.
We rebuild the report so it builds itself. Every night the numbers are pulled from Tally, your billing software and the sheets your team already keeps, cleaned, and put in one place. On the morning of the first, the report is in your inbox as a PDF and a sheet. Same layout every month, and the same numbers whichever way you add them up. Your team's three days go back to running the business.
In words
- Every evening the day's Tally export and the sheets your team already keeps are copied out.
- Overnight, duplicates, misspellings and mismatched codes are fixed the way your accounts person agreed.
- On the morning of the first, the report is built from the clean numbers and sent to your inbox as a PDF and a sheet.
- Who it is for
- Any business where a monthly, weekly or daily report is put together by hand from more than one system.
- What you receive
- The report, delivered on a schedule as a PDF and a sheet
- The same numbers every time, with a note on anything that changed
- A page your team can open on any day for the figures so far
- The old report kept beside it for one month, so you can compare
- How long
- 2 to 4 weeks. The first month runs alongside the old report.
- How it is priced
- A Sprint (₹1.5 to ₹4 lakh) for one report. Most businesses add the weekly version later from the improvement hours in their support plan.
Up close
The three-day report, before and after
Slide the divider. On the left, the first three days of the month: three spreadsheets, four people and a report still mostly blank. On the right, the same report on the morning of the first, built overnight from one clean sheet.
Before
Three days, four people, one spreadsheet that breaks whenever someone adds a column. Two versions of the same number, and a meeting to decide which is right.
After
Ready on the first morning, same numbers every time. The people who built it by hand now read it and act on it.
The example above, in numbers: built by hand, the report takes three days and ties up four people each month. Built overnight, it arrives on the first of the month, with one figure for each customer and item wherever it appears. A typical picture, not a promise. We measure your own figures in the first two weeks.
How it fits together
From your Tally file to Monday morning
The three pieces are one route. Your numbers are copied out every night, matched and cleaned, and kept in one place. The report and the weekly note are drawn from that place, and the few lines that need a human go to your accounts person once.
Scroll sideways to see the whole route. The list below says the same thing in words.
In words
- Every night the Tally export and the Excel sheets are copied out, exactly as your team keeps them.
- Customers, items, codes and prices are matched against the clean list and corrected.
- The clean set of numbers is kept in one place, and the report and the weekly note are built from it.
- Anything that does not match goes to your accounts person, who fixes it once.
- The fix is kept as a rule, so the same problem never comes back.
For your technical teamWhere the data lives, nightly jobs, matching, reports
- Where the data lives
- A standard business database on a server in Mumbai that you hold the main login to. Tally stays the book of record; we never write to it without a person approving the batch.
- Nightly jobs
- Scheduled jobs pull the Tally export, the billing export and the Excel sheets from shared drives, and load them exactly as they arrive before any cleaning, so every fix can be traced back to its source row.
- Matching
- Exact keys first (GST number, phone, item code), then name matching with a review list. Every confirmed match becomes a stored rule and is re-applied on the next run. A rented AI model, used with no training on your data, proposes matches for free-text item names only.
- Reports and forecasts
- Rendered on a schedule as PDF and Excel, with a click-around reporting view when you want one. Forecasts start with plain seasonal averages; anything cleverer is added only when the quarterly accuracy check says it earns its place.
- Access and backups
- Per-person logins, nightly encrypted backups to a second location in India, restore tested every quarter.
The tools themselves are named on the How it's built pages: Your data and Doing the work.
Worksheet
How many hours go into your numbers each month?
Count the people who export, paste, match and check before a report or a stock figure can be trusted. Rough numbers are fine; we measure properly in the first two weeks.
Hours a month given back
85 hours
That is about 11 working days a month given back.
Worth about ₹1.2 lakh a year in staff time. A Sprint costs ₹1.5 to ₹4 lakh, so it pays for itself in about 15 to 40 months.
An estimate, not a promise. We measure it properly before you rely on it.
Questions
What owners ask about their numbers
No. We read what your team already enters and write clean versions back where it helps. Your team keeps working in Tally, the billing software and the sheets they know. The only new habit is a quick check when a new customer or item is created, so duplicates do not creep back.
We have not met one yet. Two years of Tally records and a few Excel sheets are enough. The first two weeks tell us how much is wrong and how much of it matters. Usually a small share of the records causes most of the trouble.
The same figures as before, with fewer surprises. Nothing changes in your books without a person on your side approving it, and every merge or correction is recorded so it can be explained and reversed.
Yes, and it is usually where the biggest gains are. We agree one list of items and customers across the branches, then map each branch's habits onto it. The report shows the branches side by side for the first time.
Some will be, especially in the first quarter. Every forecast comes with the reason behind it, so your team can judge it before acting. We check accuracy every quarter and drop anything that does not earn its place.
You do. The clean list, the report templates and the workings sit in systems you hold the logins to. If you stop working with us, everything keeps running and stays yours.
Start with the report that takes longest
Tell us which report or figure your team builds by hand each month. We reply within one working day with a plain view on whether it is worth fixing.
Monday to Saturday, 9:30 am to 6:30 pm IST