Ledgerly: Multi-Branch Retail Operations & Automated Financial Reconciliation
Strata Retail spent 35 hours a week reconciling supplier invoices by spreadsheet. We built one ops portal for 24 branches.
Numbers from after launch
Recorded in production, with real users, after the new system was live.
What was broken, and what we built
First the workflow that was failing. Then the product and the technical choices that made the change hold.
What was broken: paper receipts versus the spreadsheet
With 24 physical stores receiving daily shipments from dozens of suppliers, branch managers were manually cross-checking paper delivery receipts against ERP purchase orders. Discrepancies took weeks to uncover, resulting in uncollected supplier credits and stock count inaccuracies.
Store managers lacked a unified interface to view stock levels in neighboring stores, hindering inter-branch inventory transfers.
What we built: a photo of the delivery note, checked against the order
Viswana built an automated ingestion pipeline using structured OCR and entity validation. When branch managers upload supplier delivery notes via phone photo or scan, the system extracts SKU quantities, unit prices, and tax lines, validating them against open purchase orders.
A centralized PostgreSQL database with transactional isolation and Redis pub/sub keeps inventory levels synchronized in real time across all 24 branches, enabling instantaneous inter-branch stock lookups and transfers.
- Automated two-pass OCR and structured schema invoice validation with numerical checksums
- Real-time inter-branch inventory lookup with fine-grained staff permission tiers
- Comprehensive immutable audit logging for all inventory adjustments and price changes
- Fast CSV and PDF financial reporting exports for executive leadership
Stack in production
Libraries, databases and infrastructure on this product today.
Services used on this build
Custom SaaS Platform & Complex Management Systems
The work is running on spreadsheets and three subscriptions. We replace that with one SaaS product: tenants, billing, roles and the workflow your team already knows.
Applied AI Integration & Enterprise Workflow Automation
If a person is copying invoices, hunting SOPs or answering the same ticket, we put AI on that job. Structured output, a human check when confidence is low, and privacy defaults that keep your data out of shared models.
Cloud & DevOps Engineering, Scalability & SRE
We run infrastructure like an engineering product: infrastructure as code, GitOps delivery on Kubernetes, automated CI/CD and SRE practice. When the product is already slow or old, we find the bottleneck and migrate without downtime.
Want a result like this? Tell us what is breaking.