Project proposal · Draft for review

DueBook

Payment collection app for Rushabh Enterprise

A simple app, used on both phone and computer, that tracks every invoice until it is fully paid. Each salesman knows what to collect and from whom. The office keeps the numbers correct. You see what is outstanding at any moment.

8salesmen 300dealers ~25invoices a day

For Sujal Contractor, Rushabh Enterprise Prepared by Pritish Maheta October 2026

The problem today

Each brand gives dealers a different number of days to pay. Whirlpool gives 45 days and Mitsubishi only 7, so keeping track of due dates by hand is hard.
One dealer can have several invoices open at once, one for each brand.
A salesman visiting a dealer has no quick way to see what is due, how much, and since when.
Partial payments, cheques and disputed invoices are difficult to follow up on.

What the app will do

Read the daily invoice Excel you already export, so nobody types invoices again.
Work out the due date of every invoice from that brand's payment days.
Put each invoice under the right salesman, using your dealer-to-salesman list.
Show each salesman his own dealers: what is due, how much, and how late.
Record payments, including part payments and any payment method, and have the office confirm them.
Send reminders and alerts so nothing is forgotten.

Who uses it

Phone

Salesman

Sees only his own dealers and their pending invoices. Records what he collects.

Computer

Office / Accounts

Uploads the daily Excel, confirms payments, marks disputes, and keeps the dealer, brand and salesman lists up to date.

Phone or computer

Owner

Sees everything: total outstanding, overdue amounts, and collections by brand and by salesman.

No login

Dealer

Does not use the app and gets no messages from it. Dealers appear only as the parties who owe payments.

How a payment moves through the app

Office uploads the day's invoice ExcelThe app adds the new invoices. If an invoice number is already in the app, it is skipped, so uploading the same file twice does no harm.
The app sets the due date and the salesmanDue date = invoice date + that brand's payment days. The salesman comes from the dealer's name.
The salesman sees it on his phoneEach morning he gets the list of dealers to visit: overdue invoices first, then the ones due soon.
The salesman records the paymentAmount, method (cash, cheque, UPI, NEFT/RTGS or other), reference number and an optional photo of the receipt or cheque.
The office confirms itThe office checks the money has arrived and chooses which invoices it pays off. If a cheque bounces, the office rejects the payment and the salesman is told.
Balances updateInvoice balances and the owner's dashboard change only after the office confirms. Until then the money is shown as "awaiting confirmation".

Due dates by brand

Each brand has a fixed number of payment days. The app adds those days to the invoice date.

Brand	Payment days	Invoice date	Due date
Whirlpool	45	01 Oct 2026	15 Nov 2026
Mitsubishi	7	01 Oct 2026	08 Oct 2026

Example dates. You will give us the full brand list with payment days.

Invoice status

Nobody has to set the status by hand. The app works it out from confirmed payments and the due date. Only "Disputed" is set by the office.

UnpaidNo payment confirmed yet.

Partially paidSome money received, balance still due.

PaidFully paid. Nothing left to collect.

OverdueDue date has passed and a balance is still pending.

DisputedOn hold because of a disagreement. The office adds a note, and reminders stop until it is cleared.

What a salesman sees

Shree Electronics Outstanding ₹1,12,000 · 1 overdue

Mitsubishi · INV-20414 days late

Due 08 Oct₹42,000

Whirlpool · INV-2038Part paid

Due 15 Nov · Bill ₹50,000₹20,000

Whirlpool · INV-2052Unpaid

Due 22 Nov₹50,000

Record payment

Example data

When a salesman opens a dealer, he sees every pending invoice for that dealer, across all brands, with the overdue ones on top.

The Whirlpool bill above was ₹50,000. The dealer has already paid ₹30,000, so the salesman sees only the ₹20,000 still to collect.

If the dealer pays one amount covering several bills, the salesman records the full amount and the office decides which bills it goes against.

What the owner sees

One screen with the full picture: how much is outstanding, how much is late, and which brand and which salesman need attention.

Owner dashboard

Collections overviewAs of 12 Oct 2026 · Example data

Total outstanding₹38,45,200All unpaid balances

Overdue₹6,12,400Past due date

Collected in October₹21,30,000Confirmed by office

Awaiting confirmation₹1,85,0006 payments

How late is the overdue money?

1–7 days ₹2,10,400 8–15 days ₹2,14,000 16–30 days ₹1,32,000 Over 30 days ₹56,000

By brand

Brand	Outstanding	Overdue
Whirlpool	₹18,20,000	₹2,10,000
Mitsubishi	₹9,75,200	₹2,48,400
Daikin	₹6,40,000	₹98,000
Blue Star	₹4,10,000	₹56,000

By salesman

Salesman	Outstanding	Overdue	Collected in Oct
Ramesh	₹6,20,000	₹1,42,000	₹3,10,000
Suresh	₹5,85,200	₹38,400	₹2,95,000
Mahesh	₹5,40,000	₹96,000	₹2,80,000
Kiran	₹4,95,000	₹1,20,000	₹2,60,000
Vijay	₹4,60,000	₹24,000	₹2,75,000
Nilesh	₹4,25,000	₹88,000	₹2,55,000
Hitesh	₹3,90,000	₹62,000	₹2,40,000
Jignesh	₹3,30,000	₹42,000	₹2,15,000

Most overdue invoices

Dealer	Brand · Invoice	Balance	Late by	Salesman
Patel Home Appliances	Whirlpool · INV-1890	₹86,000	21 days	Kiran
Jay Ambe Traders	Daikin · INV-1934	₹54,000	15 days	Mahesh
Om Sai Electricals	Whirlpool · INV-1958	₹62,000	12 days	Hitesh
Krishna Cooling Centre	Mitsubishi · INV-2007	₹38,400	9 days	Suresh
Shree Electronics	Mitsubishi · INV-2041	₹42,000	4 days	Ramesh

Example data only. Brands other than Whirlpool and Mitsubishi, and all names and amounts, are placeholders.

What the office sees

The office starts the day here: upload the invoice Excel, fix anything the app could not match, and confirm the payments salesmen have recorded.

Office dashboard

Today's work12 Oct 2026 · Example data

To confirm₹1,85,0006 payments

Added today24New invoices

Needs fixing1Dealer name not found

Disputed₹1,24,0003 invoices on hold

Last upload: invoices_12-10-2026.xlsx Today, 10:15 AM · 27 rows read

24 added 2 duplicates skipped 1 needs fixing

Upload today's Excel

Row 14: dealer "Shree Ganesh Elec." is not in the dealer list.
Blue Star · INV-2063 · ₹36,500

Match to a dealerAdd as new dealer

Payments waiting for confirmation

Salesman	Dealer	Amount	Method	Recorded	Action
Kiran	Patel Home Appliances	₹50,000	Cheque 004512	1 day ago	ConfirmReject
Vijay	Ganesh Electronics	₹24,000	NEFT	1 day ago	ConfirmReject
Mahesh	Jay Ambe Traders	₹20,000	Cash	1 day ago	ConfirmReject
Ramesh	Shree Electronics	₹42,000	Cash	Today 11:40	ConfirmReject
Suresh	Krishna Cooling Centre	₹38,400	UPI	Today 10:05	ConfirmReject
Nilesh	Sai Krupa Agencies	₹10,600	UPI	Today 09:30	ConfirmReject

Payments waiting more than a day are flagged. When confirming, the office chooses which invoices the money pays off.

Disputed invoices

Dealer	Brand · Invoice	Amount	Note	Action
Maruti Enterprises	Whirlpool · INV-1872	₹48,000	2 units damaged in delivery	Clear dispute
Rajlaxmi Electronics	Daikin · INV-1911	₹41,000	Rate difference, waiting for brand	Clear dispute
Ambica Sales	Mitsubishi · INV-1995	₹35,000	Short supply of 1 unit	Clear dispute

Example data only. All names, files and amounts are placeholders.

Reminders and alerts

When	Who gets it	What it says
Every morning, 8 AM	Each salesman	Today's collection list: overdue invoices and those due in the next 3 days
When a payment is recorded	Office	A new payment is waiting for confirmation
Every evening, 6 PM	Office	Payments still waiting for confirmation after 24 hours
When a payment is confirmed or rejected	Salesman	The result, with the reason if it was rejected
Every morning, 8 AM	Owner	Invoices overdue by 7 days or more
Every Monday, 9 AM	Owner	Weekly summary: collected, outstanding, and overdue by brand and by salesman

The first version sends these by email and shows them inside the app. WhatsApp comes in phase 2 (see below).

Running cost

Item	Monthly cost
App hosting	₹0
Database, email alerts, receipt photo storage	Free at your size
WhatsApp messages (phase 2)	Small charge per message, billed by Meta

This is planned for about 8 salesmen, 300 dealers and 25 invoices a day. It has plenty of room to grow before costs change.

Plan

Phase	What is included
Phase 1	Everything above: Excel upload, due dates, salesman screens, payment recording and confirmation, disputes, owner dashboard, email and in-app alerts, logins with username and password.
Phase 2	WhatsApp alerts for salesmen, office and owner.
Later	Credit notes and returns, reminders sent to dealers, Gujarati or Hindi screens.

Already agreed

Each dealer has one salesman. A salesman can have many dealers.
Payment days are fixed for each brand.
Dealers can pay in parts, by any method.
The salesman records a payment and the office confirms it.
"On hold" means the invoice is disputed.
Alerts go to salesmen, office and owner, not to dealers.
The app is in English for now.

What we need from you

A sample of the daily invoice Excel. We especially need to know whether it shows the brand on each invoice.
The salesman–dealer list you already keep in a spreadsheet.
All brands with their payment days.
The people who will log in: name, role, mobile number and email of each salesman, office staff member and owner.
For phase 2: a Meta Business account and a separate mobile number for WhatsApp messages.