Efficient Back Office Software Development

Hi,
My name is Rushi. I run a chemical trading business and I am looking to develop a simple but efficient back office software to manage quotations, orders, and data operations.

Currently, most of our work is manual, involving copy-paste from PDFs, Excel files, and websites. This process is time-consuming and prone to errors. We want to automate this workflow to improve speed, accuracy, and overall efficiency.

Core Objective

To build a system that can:

Generate quotations quickly

Fetch and compare data from multiple sources

Manage multiple companies, products, and clients

Track orders and important timelines efficiently

Key Features Required
1. Data Fetching and Automation

Ability to extract data from:

PDF files

Excel files

Online web links

Reduce manual copy-paste work

Ensure fast and accurate data extraction

2. CAS Number-Based Search (Very Important)

Each chemical has a unique CAS number

System should allow:

Search by CAS number

Fetch data from multiple company sources

Display comparative data (price, brand, etc.)

3. Multi-Company Product Management

Manage multiple companies and their product lists

Data sources may include:

PDF

Excel

Websites

All data should be organized in a centralized system

4. Quotation and Proforma Invoice

Easy quotation creation

Include:

Product details

Pricing

Discount

GST calculation

Save quotation history

Generate Proforma Invoices

5. Client Management

Store and manage customer data

Track:

Previous quotations

Discounts offered

Order history

6. Order Management System

Handle multiple:

Clients

Orders

Products

Brands

Provide detailed tracking

Filters required:

Client-wise

Chemical-wise

Brand-wise

Date-wise

7. Smart Tracking and Reminder System

System should automatically track:

Last date of supply

Material arrival dates

System should provide reminders for:

Order continuation

Follow-ups

Cancellation decisions

8. Quick Data Access

One-click access to:

Customer history

Product performance

Order details

9. Order Tracking and Material Status System (Very Important)

The system should handle real-world complexity involving multiple customers, brands, and timelines.

Tracking Requirements:

Multiple customers

Multiple brands per order

Different delivery timelines

System should track:

Material status:

Not dispatched

In transit

Arrived

If arrived:

Storage location (godown/warehouse)

If not arrived:

Expected delivery time

Timeline Intelligence:

Compare expected arrival date with customer required date

Identify delays in advance

Action Automation:

Generate follow-up emails

Generate delay notifications

Generate cancellation letters with proper reasons

Platform Requirement

Web-based software (preferred)

Fast and user-friendly interface

Technical Expectations

Experience with:

Data extraction (PDF, Excel, web scraping)

Database management

Clean UI/UX

Scalable architecture for future upgrades

Budget and Timeline

Budget: open to discussion based on scope

Timeline: 30–45 days

Additional Notes

This is a long-term project with future enhancements

Preference for developers who understand business workflows

Demo or similar past work will be preferred

Deliverables

Fully working software

Source code

Basic training and support