Case Study · Live deployment
For Pranav Doors & Windows, we replaced registers, spreadsheets and WhatsApp threads with a single live workflow platform — from the first enquiry to the signed handover document.
- Client
- Pranav Doors & Windows
- Industry
- Premium doors & windows
- Live since
- 2024
- ArchFlow role
- Design, build, deploy, evolve
- 0
- Departments on one platform
- 0+
- Employees working live
- 0
- Product series tracked in parallel
- 0+
- Lifecycle stages per order
The problem
scattered everywhere.
Pranav Doors & Windows is a premium doors-and-windows manufacturer. Before the platform, an order's life was scattered: enquiries in notebooks, quotations in Excel, approvals over calls, factory status on whiteboards. Projects combining more than one product line were the hardest — one series would stall while another moved, and nobody had one honest picture of a project.
No single source of truth
Enquiries in notebooks, quotations in Excel, approvals over calls, factory status on whiteboards. Every department kept its own records — and none of them agreed.
Product lines tangled together
A home ordering aluminium and uPVC together was the worst case: a delay in one product line hid the progress of the others. Nobody had one honest picture of a project.
No accountability trail
Who did what, when, and how long it took was unrecoverable. When something slipped, there was no record to learn from — only memory.
The solution
is built on.
Every product line moves on its own
Each project tracks aluminium, uPVC, and premium series as separate parallel pipelines. One series can be in production while another is still in quotation — each with its own progress bar, documents, and approvals.
Work moves through gates
An order can only move forward through defined checkpoints — quotation, client approval, accounts verification, drawings, sales order, payments, materials, finishing, production, dispatch, installation, closure. Every gate is recorded with who and when.
A screen for every role
Twelve tailored dashboards — each department sees exactly its own queue and nothing else, including five focused views for the production floor itself.
Everything is a document
Drawings, quotations, signed orders, material lists, challans, gate passes, handover papers — uploaded once, named consistently, and visible to every stage that needs them.
Live by default
Every screen in the company updates in real time. When we ship an improvement, every open screen upgrades itself within seconds — nobody works on a stale view.
The order journey
signed handover.
Fourteen stages, every one gated and recorded — this is the actual path an order takes through the platform.
Stage 01
Enquiry
Sales logs the client, source, architect, and chosen product series into their own pipeline.
Stage 02
Presentation & site visits
Visits are checked in at the client's site with location and photos; every remark is saved against the enquiry.
Stage 03
Project creation
One click turns an enquiry into a project — managers can watch its progress from day one.
Stage 04
Drawings & estimation
Supporting documents go to the estimation team, series by series.
Stage 05
Quotation
Per-series quotations with a full cost breakup — material, glass, installation, freight, packaging — with every revision kept.
Stage 06
Negotiation & verification
Sales records the final negotiated value and discount; accounts verifies the quote, signed documents, and token payment.
Stage 07
Position drawings
Engineering assigns site engineers and uploads site measurements — unlocking the sales order.
Stage 08
Sales order
Versioned per series, with finish planning and the client-signed order captured.
Stage 09
Payment milestone
Verified once at project level — unlocking materials and production paperwork in parallel.
Stage 10
Materials & procurement
Every material — profile, glass, hardware, mesh — tracked per series and per batch, from requirement list to signed purchase order to receipt.
Stage 11
Surface finishing
Powder coating and anodising per batch, with quality checks and mandatory challans before release to production.
Stage 12
Production floor
Gate passes for every batch, production start to finish, quality approval, and dispatch with documents.
Stage 13
Site installation
Unloading, five tracked installation milestones, and the final handover with a signed document.
Stage 14
Closure
Final payment verified and each series closed by accounts — the project completes only when every series is done.
What the platform does
and the customer.
Sales & pipeline
Enquiry-first sales flow
Every salesperson runs their own enquiry pipeline — presentation remarks, linked site visits, convert to project, or mark lost with a reason. Nothing is ever deleted; everything stays reportable.
Site visits with location & photos
Check-in and check-out at client sites, linked to enquiries and projects, exportable to Excel with photo links.
Architect relationship insights
Every architect's enquiries, visits, win rate, and pipeline in one place — for sales, marketing, and management.
Money & reporting
Active pipeline report
For every quoted project: the list value, the negotiated value, and the discount floor — with the differences between all three. Filter by salesperson, stage, or month; export to Excel with full revision history.
Sales targets & incentives
Monthly targets per salesperson, achievement tracked from verified values, and incentives computed automatically.
Turnaround tracking
Every task has a time target. When something runs late, the reason is captured at that moment — so delays are visible and explainable, not forgotten.
Factory & operations
Five production-floor roles
Profile pass, hardware pass, production, quality, and dispatch — each a focused screen over its own work units, with mandatory gate-pass documents.
Surface-finish management
Powder coating and anodising run as their own batches, with quality loops and challans required before anything returns to production.
Material tracking for procurement
Every material tracked per series and per batch — requirement lists, signed purchase orders, vendor approvals, stock-versus-purchase splits, and receipt confirmation.
Trust & visibility
Progress bars everywhere
An 11-stage tracker per product line on every project, and a 6-stage tracker on every enquiry — anyone can see exactly where things stand.
A permanent history of everything
Every action records who did it and when. Nothing is overwritten — versions accumulate, so the history is always truthful.
A tracker for the customer too
Clients can follow their own order's status on a phone-verified page — no login, no phone calls to the office.
Rollout timeline
never a big-bang deploy.
Week 1
Discovery on the floor
Days with the operators — design desk, dispatch yard, site visits. We mapped the real workflow before writing a line of code.
Week 2
Quotation module live
The revenue engine moved first: per-series quotations with full cost breakups and versioned revisions — in production within days.
Week 3
Sales pipeline live
Enquiries, site visits, negotiation, and accounts verification went live across the sales team.
Week 4
Production, dispatch & installation live
Gate passes on the shop floor, surface finishing, dispatch, and site installation closed the loop — full deployment inside a month.
Ongoing
Evolving with the business
Reports, targets, the customer tracker, and refinements from the floor — the platform keeps growing as Pranav grows.
The result
Pranav Doors.
- One live source of truth across all 10 departments — no more parallel registers.
- Multi-series projects finally move independently; a stalled series no longer hides the others.
- Management sees the full pipeline — every enquiry, every value, every stage — in real time, with exportable reports.
- Every rupee of negotiated discount and every turnaround delay is now visible and attributable.
- The factory floor runs on gate passes and challans instead of verbal handoffs.