Assets, procurement, AMC, approvals and the new-campus build — one intelligent system on top of your existing Tally, which stays untouched as the book of record.
What we're building
Replace spreadsheets and paper-based tracking with one platform that runs asset and cost tracking, procurement and the new-campus spend end to end. Your accounts team keeps working in Tally; the platform feeds it one-way.
- 1Asset register, tracking & cost of ownership
- 2AMC contracts, renewals & recurring costs
- 3Procurement with AI invoice & PO capture
- 4Duplicate-payment detection before payout
- 5New-campus construction & vendor cost control
- 6Vendor / architect / PMO project portal
- 7Plain-language AI reporting assistant
- 8Cross-platform mobile app
- 9Approvals, budgeting & full audit trail
- 10One-way sync to your existing Tally
The platform runs operations. Tally stays the book of record.
All day-to-day work — procurement, assets, AMC, budgets, approvals, construction bills, TDS — happens in the platform. On submit, a voucher is built and posted to Tally. Tally is never written back to, so the accounts team's books stay exactly as they are, and the platform keeps running even if Tally is offline.
- One-way only
- Platform → Tally. No conflicts.
- Idempotent
- A stored reference means no double posting.
- Resilient
- Queued; the platform works even if Tally is down.
- Mapped masters
- Account → ledger, cost centre → cost centre.
It runs across the whole system — answering questions, reading documents, and catching problems before they cost you money.
- 01
Ask and get answers
Directors, trustees or staff ask in plain language — “this month's construction spend”, “overdue maintenance” — and get the report instantly.
- 02
Scan and digitise
Every invoice, PO and document is read, extracted, recorded and filed. No manual data entry.
- 03
Flag and prevent
Before any payment, AI checks for duplicate invoices and repeat billing for the same material — advances reconciled, nothing paid twice.
What's inside
Every module below is shaped to how the institution actually runs, then built on the same record of assets, vendors and cost centres — so approvals, bills, AMCs and the construction project all see the same truth.
- Module 01
Financial accounting
An operational ledger that captures every transaction and feeds Tally one-way.
- Configurable chart of accounts and cost-centre tree
- Journal, payment, receipt and contra entries
- Bank and cash reconciliation
- TDS handling on payments
- Period controls; one-way posting to Tally
- Module 02
Procurement & invoice processing
From request to payment — controlled, matched, every document captured by AI.
- Material request → PO → receipt → invoice → payment
- Three-way matching (PO ↔ receipt ↔ invoice)
- Approval workflow and budget check on every PO
- TDS auto-calculated on applicable vendor payments
- Scan any invoice or PO → draft entry; duplicate-payment check before payout
- Module 03
Asset management & cost tracking
A live register of every asset — what comes in, where it's deployed, what it costs to keep.
- Register with categories, locations and custodians
- Intake, deployment and movement tracking
- Automated depreciation in the operational ledger
- Recurring cost of ownership per asset
- QR / barcode tagging and physical verification
- Module 04
AMC & maintenance
Never miss a renewal or a service — contracts, recurring costs and preventive maintenance in one place.
- AMC contracts: vendor, coverage, value, renewal date, SLA
- Recurring monthly costs per contract and campus
- Preventive-maintenance schedules per asset
- Due / completed / overdue logs with automated reminders
- Covers lifts, gensets, AC, fire, CCTV, IT and lab gear, water, housekeeping
- Module 05
Financial planning & budgeting
Plan by department, then enforce it automatically at the point of spend.
- Annual budgets by cost centre and account, phased monthly
- Budget-vs-actual variance reporting
- Warn or block POs over budget
- Departmental dashboards and multi-year forecasting
- Module 06
Approvals & workflow designer
Configurable, multi-level approvals with a full audit trail — drawn on a canvas, owned by your administrator.
- Amount-based escalation across the hierarchy (bands fully configurable)
- Maker-checker, segregation of duties, delegation when away
- Drag-and-drop designer: stages, arrows, rules, who is notified
- A requester can never approve their own request
- Immutable audit trail; past approvals never altered
- Module 08 · New campus
Construction & capital project
Plan, track and control every rupee of the new campus build — across all vendors and work packages.
- Budget by work package: civil, interiors, painting, electrical, networking
- Estimated vs committed vs actual spend, live
- Running-account (progressive) bills per work order
- TDS on works contracts (194C / 194J), ready for 26Q; retention held and released on schedule
- AI payment guardian: duplicate invoices and repeat material billing flagged before payout
- Assets capitalised on completion
- Module 08 · Collaboration
Vendor & project portal
Vendors, architects and the site team work directly in the system — no email chains, no lost documents.
- Vendors submit bills and quotes, track payment and retention status
- Architects push drawings and revisions; approvals tracked
- PMO logs daily progress and flags site issues
- Every incoming document scanned and recorded
- Module 08 · Handover
Handover QC — checklists, snags, certificates
Take over every classroom, AV room and lab from contractors with proof, not promises.
- QC templates per facility type; pass / fail / NA with photos and video
- Failed items become a snag list sent to the contractor; re-inspection cycles
- Sign-off generates a handover certificate linked to vendor, package and assets
- Option: release retention only after QC acceptance
- Optional add-on
Service-vendor loop
IT, AC, electrical, networking, lifts — complaint to quotation to payment in one tracked flow.
- Tickets route to the contracted vendor; vendor opens a link with photos attached
- Online quotes, two vendors compared side by side
- Approved quote becomes the work order; every step timestamped
- Per-vendor scorecards: response and turnaround vs contract
- Module 09
Mobile app — field team and leadership
One cross-platform app: a working tool for maintenance, a glance-and-approve view for directors.
- Assigned jobs and work orders; scan an asset tag to log work
- Preventive checklists on site; works offline, syncs later
- Live spend and budget-vs-actual; new-campus cost at a glance
- Ask the AI assistant for any report; approve on the go
- My Work
One page that runs your day
Everyone opens one screen and knows what needs them — and where their own requests stand.
- Needs my attention: approvals waiting, jobs at risk
- Tasks in three buckets — Overdue · Today · Upcoming
- My requests: live status of every complaint raised
- One calendar and a morning digest email
- Communications
Reminders and vendor messages, on the record
Send POs, reminders and queries by email or WhatsApp from inside the system — every message logged.
- Send a PO or payment advice straight from that document
- Email from day one; WhatsApp and SMS switch on after telecom registration
- Replies attach to the same record; delivery status tracked
- Automatic reminders and polite escalation
- Module 07 · Attendance
Biometric attendance with your existing devices
Your fingerprint devices keep working exactly as today — attendance flows into payroll by itself.
- Punches collected from your existing attendance server; nothing changes at the gate
- Late marks, half-days and leave applied by your rules
- Connector offline? Punches back-fill, never duplicated
- A parallel-month check before payroll relies on it
- Module 07 · Phase 2 · Optional
HR & payroll
Staff payroll and statutory compliance — added when you're ready, scoped separately.
- Staff records, leave and attendance; salary structures
- PF, ESI, Professional Tax, TDS on salary; Form 16
- Expense claims with approval and reimbursement
- Payroll posts to accounts and Tally one-way
Plain captions, zero accounting jargon. Director and deputy see all campuses and drill into any one; managers see the same view scoped to their work; guards and technicians get their simple screens only.
Month spend
₹1.42 Cr
across 7 campuses
Budget used
61%
Aug · on track
Retention held
₹38.6 L
4 vendors · new campus
Open tickets
23
6 overdue
Approvals waiting
9
2 above ₹1 L
AI smart suggestions
- Two AMCs for Campus 2 gensets overlap by a month — ₹42,000 avoidable.
- Painting vendor's RA bill #4 repeats 180 L of primer billed in #3.
- Projector breakdowns up 3× in Block B since March — check power conditioning.
Why a purpose-built system
- AI where it counts — reporting, capture, duplicate checks
- Tailored to your processes, not a template you bend to
- Construction-ready: running-account bills, TDS, retention
- Controls on every transaction — approvals, budgets, audit
- You own it — no per-seat licence fees
Phased, indicative ~5–6 months
Phases overlap deliberately: value early, risk kept low. Durations are finalised after discovery. AI capture and the portal are built once the core platform is in place.
- 1
Wk 1–2
Discovery & setup
Requirements, cost-centre design, infrastructure plan
- 2
Wk 2–5
Core accounting & Tally sync
Platform live, cost centres, TDS, one-way posting
- 3
Wk 4–9
Construction cost control
Budgets, vendors, work orders, running-account bills, retention
- 4
Wk 7–12
AI capture & payment checks
Document capture, duplicate-payment detection
- 5
Wk 9–13
Vendor & project portal
Vendor / architect / PMO logins, uploads, progress
- 6
Wk 11–15
Assets, cost tracking & AMC
Register, cost of ownership, depreciation, AMC
- 7
Wk 13–18
Mobile app
Field app for maintenance; glance & approve for leadership
- 8
Wk 16–20
AI reporting & dashboards
Ask-in-plain-language reports, budgets, variance
- 9
Wk 18–23
UAT, training, go-live
Sign-off, documentation, hypercare
Designed around you
Three environments — development, staging, production. Module-by-module rollout with your feedback.
Validated migration
Masters and opening balances reconciled to Tally. UAT sign-off before each go-live.
Hypercare
Hands-on training for staff and vendors; close support immediately after go-live.
Secure by design. Two copies of the truth.
The platform and Tally hold independent copies of the same data, so a total failure of either one never loses your records.
Role-based access
Each person sees only what they should — staff, maintenance, vendors, architects, leadership.
Single sign-on
Your existing workspace identity or directory.
Scoped external portal
Vendors and architects get their own view, nothing more.
Full audit trail
Version history on every record and approval.
Encrypted, India-hosted
Data residency in an India region.
Backups & recovery
Daily offsite copies (3-2-1), point-in-time recovery, one immutable copy, tested restore drills. RPO minutes, RTO hours.
Hosting & commercials
Managed hosting, by Hivelinks
Fastest to stand up. Hands-off updates and backups. Predictable monthly subscription.
Or your own infrastructure
Your VM in an India region; full control and data residency. Tally and the sync agent stay on-premise.
No per-seat licence fees — you own your deployment. One-time: implementation, AI, portal, mobile app, custom development. Recurring: managed service (hosting, support, app updates). Detailed commercials come in a separate proposal, sized to the final scope.
Scope sign-off, a discovery workshop on assets, vendors and the construction project, then Phase 1. Your accounts team's Tally stays exactly as it is today.