How Vardhman Fabrics Reduced Multi-Warehouse Stock Mismatches by 88% with InfiBis
From handwritten lot registers across 3 Ring Road godowns to unified cloud inventory and instant GST e-way bills.
Client Profile & Snapshot
Vardhman Fabrics is a major synthetic fabric trader and converter based in the Ring Road textile market of Surat. With three distributed godowns across Surat and Bhiwandi, managing piece-wise meterage, shade lots, and multi-state e-way bills had become an operational bottleneck that was bleeding margin and causing order delays during festival peak seasons.
The Challenge: Disconnected Godowns and Blind Lot Allocation
Like many Indian textile wholesalers, Vardhman Fabrics relied on a single-computer desktop accounting software in their main trading office, while warehouse supervisors tracked physical bale dispatches in manual registers. This created critical operational friction:
- Stock Count Lag: Salesmen on Ring Road had no live view of inventory at the Udhna and Bhiwandi godowns, frequently booking orders for fabric rolls that were already promised to other parties.
- Complex Fabric Lot/Shade Tracking: Desktop accounting could not handle variable meterage per bale and dye lot numbers, leading to shade mismatch returns from garment factories.
- E-Way Bill & E-Invoice Bottlenecks: Generating multi-vehicle e-way bills during festival dispatch rush caused transport trucks to wait for hours at the godown gate.
- Uncontrolled Credit Limits: Brokers booked deliveries for overdue buyers because credit limits were not enforced at the point of invoice generation.
The InfiBis Solution: Centralized Multi-Branch Inventory & Instant WhatsApp Invoicing
Vardhman Fabrics deployed InfiBis across all three godowns and the sales trading office. InfiBis was configured specifically for textile wholesale workflows:
- Batch & Lot Level Tracking: Every grey fabric lot, mill finish, and bale meterage was tagged with barcode roll identifiers, giving real-time visibility down to the exact shelf.
- Multi-Location Sync: Sales staff can check live godown availability from mobile phones, preventing double-selling of premium rolls.
- 1-Click GST E-Way Bill & E-Invoice: Direct NIC portal API integration allowed warehouse dispatchers to generate e-invoices with IRN and Part-A/Part-B e-way bills in under 45 seconds.
- Automated Credit Lock: InfiBis automatically halts invoice printing if a buyer’s outstanding ledger balance exceeds their approved 45-day payment term without partner override.
The Rollout: 8 Days to Complete Cloud Migration
The transition was structured to avoid stopping daily dispatches during regular trading hours:
Measurable Business Results & ROI
Within 60 days of deploying InfiBis, Vardhman Fabrics eliminated godown stock discrepancies, accelerated daily dispatch volume by 35%, and recovered over ₹18 Lakhs in overdue receivables.
| Key Metric | Before InfiBis | With InfiBis | Outcome |
|---|---|---|---|
| Dispatch Invoicing Time | 25 mins per consignment | 6.5 mins per consignment | 74% reduction |
| Inventory Reconciliation Lag | 3-4 days (manual count) | Real-time (instant ledger sync) | 100% real-time |
| Shade & Lot Return Rate | 6.8% of shipments | 0.4% of shipments | 94% error drop |
| Average Payment Collection Cycle | 68 days | 46 days (automated WhatsApp reminders) | 22 days faster |
Key Financial & Operational Takeaways
- ✓100% compliance with zero GST scrutiny notices for the entire financial year.
- ✓Expanded from 3 to 4 godowns without needing any additional administrative billing staff.
- ✓Saved ₹4.2 Lakhs monthly in dead/unsold fabric salvage losses.
“Before InfiBis, our biggest nightmare during Diwali was dispatching the wrong shade or roll to Delhi, and finding out 4 days later. With InfiBis, every bale is scanned at the godown gate, the e-way bill is ready before the truck driver starts the engine, and payment reminders go automatically on WhatsApp.”
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