Billing a diverse client base meant ops team spending 10 days every month on invoicing alone, working through individually managed files for each client relationship
Case StudyB2B Tech Rental & IT Services
How Prime Asset Source replaced their manual stack with AI agents built for their business operations.
A B2B technology company managing device rental, managed IT services, and hardware manufacturing under their own brand PowerX. Three business lines, each with its own workflows, teams, and data, running on a combination of spreadsheets, Tally, and WhatsApp.
AICraft Labs
Five processes that were costing more time than they should.
Every growing business hits a point where manual processes can't keep up. This is what that looked like —
With inventory moving rapidly across locations, maintaining accurate stock visibility became increasingly challenging.
Without visibility into device age and location across inventory, the assembly team couldn't easily prioritize which units to fulfill first
Each dispatch required manual Delivery challan and eWay Bill creation in Tally, resulting in operational effort increasing linearly with order volume
Key business numbers — receivables, device-level IRR, monthly payables — lived in different systems, making real-time answers hard to come by.
THE SOLUTIONSix systems improving operational efficiency
Six systems improving operational efficiency
Built around how Prime Asset Source already works.
AI agent for your business operations
What we did
An AI agent that answers any question about receivables, payables, device IRR, and sales instantly.
Why it worked
Questions that once took significant time now take seconds. Leadership runs on current information.
AI Agent
What's our total outstanding from this quarter?
, Q3 FY26
₹12.4LInvoiced
₹8.2LCollected
₹4.2LOutstanding
2 invoices overdue 14d. Auto-reminder sent March 28.
How many ThinkPads left in Bangalore DC?
47
Bangalore DC32 ThinkPad T14 · 15 T14s Gen 3
Next dispatch for on April 16.
Which contracts renew next month?
Ask about operations, receivables, stock...
Recurring invoice engine
What we did
Automated billing across monthly and quarterly cycles for every client, grouped by PO, GST-compliant, zero manual input.
Why it worked
10 days of manual work became an hour of review. The billing cycle now runs itself.
Invoice NoAccountCycleDevicesAmountStatus
INV-2627-041Monthly Adv12₹4,82,400GST Pending
INV-2627-040Monthly Adv8₹2,64,000Sent
INV-2627-039Quarterly Adv15₹5,31,000Sent
INV-2627-038Monthly Arr6₹1,98,000GST Failed
INV-2627-037Monthly Adv22₹7,26,000Sent
INV-2627-036Quarterly Arr4₹1,32,000GST Failed
INV-2627-035Monthly Adv9₹2,97,000Sent
184 invoices8 GST exceptions
Live stock & quotation layer
What we did
Replaced nightly Excel updates with real-time inventory. Sales builds quotes from live stock, including vendor availability.
Why it worked
Quotes are built on what's actually available. Errors on committed stock disappeared.
DeviceAvailableAllocatedIn TransitMaint.Total
ThinkPad T1412100224
Latitude 55401440018
ProBook 45030317
PowerX P1530110142
EliteBook 840460111
ThinkPad L1418120131
412 in stock289 allocated6 in transit7 maintenance
DC & eWay Bill on scan
What we did
Stock team scans devices as they pack. DC and eWay Bill auto-populate instantly. No Tally, no waiting.
Why it worked
Any member of the dispatch team can now generate DC and eWay Bills independently. Logistics documentation is no longer a specialized task.
DC-2627-0847Generated
DeviceThinkPad T14
Account
eWay BillEWB-41928
BillingAuto-mapped
Payment collection & receivables
What we did
Real-time receivables dashboard with ageing brackets, overdue flags, and automated collection follow-ups per account.
Why it worked
Outstanding days dropped 65%. Collections became systematic instead of reactive.
AccountOutstanding0-60d60d+Follow-up
₹5,12,000₹3,02,000₹2,10,000Escalated
₹2,84,000₹2,84,0000Reminder sent
₹4,20,000₹4,20,0000Collected
₹3,68,000₹3,68,0000Reminder sent
₹7,26,000₹7,26,0000Collected
₹1,32,000₹44,000₹88,000Escalated
₹24.4L total outstanding₹2.98L overdue 60d+4 auto follow-ups sent
FIFO stock assembly
What we did
A stock management layer that surfaces the oldest inventory first and shows exactly where each device is at assembly time.
Why it worked
Devices go out in the right order. Idle stock no longer sits unnoticed while newer units ship.
SerialDeviceLocationIdleStage
PX-L14-0182ThinkPad L14A1 · Shelf B2148dPick Next
PX-T14-0091ThinkPad T14A3 · QA Bench121dAssembling
PX-5540-0047Latitude 5540C2 · Bin C189dQueued
PX-PB450-0118ProBook 450D1 · Dispatch54dReady
PX-P15-0304PowerX P15B2 · Rack R341dQueued
PX-840-0067EliteBook 840B2 · Shelf A128dAssembling
2 over 120 days4 in queueFIFO enforced
THE RESULTS
From 45-day payment cycles to under two weeks.
10 days
of every month freed from manual invoice generation
65%
Reduction in outstanding payment days
0
Renewals missed since go-live across 300+ accounts
<30s
For the MD to get any business answer
Let's look at your
operations together.
Book a free audit. We'll map how your business actually runs and show you where the biggest wins are hiding.