The Customer
Nibir Motors Pvt. Ltd.
Nibir Motors operates across seven branches spread through West Bengal — Berhampore (head office), Kalyani, Krishnagar, Chakdah, Plassey, Raghunathganj, and Kandi. Their operations span automotive sales, service workshops, and parts distribution — three distinct expense streams, multiplied across seven physical locations, totaling over 200 vouchers per month at monthly transaction volumes north of ₹4.8 lakh.
Before PayMint, expense management at Nibir followed the pattern most multi-branch Indian SMEs would recognise: branch managers submitted petty-cash vouchers via WhatsApp and email, head-office finance keyed them into Tally manually, and reconciliation lived in a 60-tab Excel workbook one accountant maintained. Month-end took three days. Audit trail was a stack of paper.
The Problem
Six leaks they couldn't ignore.
- Voucher numbering conflicts: two branches occasionally issued the same number for different transactions, creating reconciliation disputes that took days to resolve.
- Real-time visibility was nonexistent. The CFO learned about an over-spending branch only after the books closed — too late to intervene.
- WhatsApp-based receipts got lost. Photos went missing in scrolling chats. Some vouchers were paid against verbal approvals that left no audit trail.
- Tally entry was a bottleneck. One accountant spent two-to-three full days a month just keying vouchers, with periodic errors that surfaced only at year-end audits.
- Branch managers couldn't act fast. A workshop needed parts urgently, but procurement waited 36 hours for head-office approval over phone tag.
- When auditors asked who approved a specific voucher in March, the answer was: 'Probably the branch manager. Let me check the WhatsApp.' Not good enough.
The Solution
A multi-branch operating system, not a tool.
We built PayMint specifically for this shape of operation: multi-branch SMEs in India that have outgrown spreadsheets but can't justify SAP. The deployment at Nibir went live across all seven branches within 14 days — three days of configuration and onboarding for the first branch, then 90-minute spin-ups for each subsequent branch. Branch managers were submitting real vouchers on day three.
Branch-coded voucher numbering
Real-time multi-device sync
Five-role approval workflow
Tally-ready exports — 20 minutes vs 3 days
The Results
What changed in the first 90 days.
“Every fuel bill, workshop invoice, and petty-cash voucher across 7 branches now flows through one audited pipeline. We see everything, real-time. The CFO sleeps better. The auditor finishes faster. The accountant reclaimed two-and-a-half days a month.”
What's Next
The roadmap, in their words.
Nibir is now live on PayMint as their canonical expense system. The next expansion conversations are about three threads: deeper integration with their existing DMS (Dealer Management System) for cross-system reconciliation, addition of vehicle-level fuel tracking (cost-per-km monitoring across the company fleet), and onboarding a regional sister business that operates four additional branches.
The pattern that emerged from the deployment is one we're seeing repeatedly at AEGIBIT: multi-branch Indian SMEs don't need lighter spreadsheets — they need an operating system. One that respects branch autonomy, gives head office real-time oversight, and produces clean Tally inputs at the press of a button. PayMint is built to be exactly that.
Technical Notes
For the buyers in due-diligence mode.
- Stack: Capacitor wrapping a React + Vite SPA, served from Firebase Hosting via the Vercel-grade CDN edge. Backend on Firestore (Native mode) with persistent local cache and multi-tab persistence.
- Auth: Firebase Auth (email/password) with browserLocalPersistence so users stay signed in across app restarts. Device binding requires admin approval for new devices on a previously-active account.
- Security: Firestore Security Rules enforce all role-based permissions server-side. Client-side checks exist for UX only. Append-only audit log; even super admins cannot delete or modify historical entries.
- OTA updates: Capacitor app loads the live web URL inline, so deploys reach every installed phone within ~5 seconds of next app open. A version-checker polls /version.json every 90 seconds when foregrounded; users running an outdated build see a banner offering one-tap refresh.
- Data residency: Firestore region is Asia-South1 (Mumbai). Customer data never leaves the chosen region. SOC 2 / ISO 27001 documentation packages available on request.
- Backup: Service-account-driven export script archives Firestore snapshots to a private bucket on a configurable schedule. Restore path is documented in the data-integrity playbook.
The Bottom Line
What this means for similar operations.
If you operate 3 or more branches and are still running expense management on Excel + WhatsApp + manual Tally entry, the math is straightforward: you are losing two-to-three days per month to data entry, a meaningful percentage of your reconciliation accuracy to manual error, and your audit position to missing provenance.
PayMint at ₹999 per branch per month is roughly 50× cheaper than hiring a dedicated finance staffer to do the same job — and it does it in real time, with full audit trail, across every branch, on every device, 24/7. Nibir Motors is one customer. The pattern repeats.
If your operation looks anything like this — book a 20-minute walkthrough. We'll demo PayMint live, against your specific branch shape, and provide a sandbox link the same day.