Input Supply and Distribution

The Dealer Network Running on Personal Relationships

An input supply and distribution company with 60 dealers across three districts manages its dealer network through the personal phones of four sales representatives. Each representative knows their dealers personally. Order histories, credit balances, seasonal preferences, and outstanding amounts exist in notebooks, WhatsApp chats, and the sales representative memory.

When a sales representative leaves, the company does not just lose an employee. They lose the operational knowledge of 15 dealer relationships, the context of ongoing credit arrangements, and the informal understanding of which dealers are reliable and which need closer follow-up. The incoming representative starts from scratch.

Where the Revenue Leaks

Credit management is the most significant gap. Dealer credit limits exist on paper but are enforced through individual sales representative judgement. A dealer who has been a good customer for three years and is temporarily overextended receives different treatment from different representatives. Outstanding credit balances accumulate inconsistently. Month-end collections require personal calls from the sales head to dealers who have not received a systematic reminder.

Order visibility is the operational gap. The production team needs reliable weekly demand signals from the dealer network to plan output. What they receive is a combination of WhatsApp orders, phone orders, and walk-in orders that are consolidated manually by the sales coordinator every few days. Demand planning happens on incomplete information.

What Changes After Deployment

Clarivis builds a dealer management system that centralises all dealer information, order history, and credit records, automates credit limit monitoring and collection reminders, and gives the sales head live visibility of orders, outstanding balances, and dealer activity across the full network.

Before and After

Before: A dealer in District B has Rs 2.4 lakh outstanding against a Rs 2 lakh credit limit. The sales representative is aware but has been managing the relationship informally. The representative leaves. The incoming representative does not know about the outstanding amount. The dealer places another order. It ships.

After: The dealer credit utilisation is visible on the system. When it exceeds the limit, the system flags the account and holds new orders for approval. The collections reminder goes out automatically. The sales head sees the flag and makes one informed call.

90-Day Outcome

Within 90 days, input supply companies typically see outstanding dealer balances reduce as automated reminders eliminate the collections follow-up gap, order visibility improve as digital order capture replaces WhatsApp and phone orders, and sales representative transition cost reduce as dealer knowledge lives in the system rather than in personal notebooks.