Custom Hoarding Management ERP Software Development

Popway Software Pvt Ltd developed a comprehensive Hoarding Management ERP software for a leading hoarding and outdoor advertising business in Navsari. This solution streamlines quotation management, sales order processing, field operations ERP, inventory tracking, and reporting, helping the business operate more efficiently and make data-driven decisions.

Industry
Outdoor Advertising

Project Description

The Hoarding Management ERP software was designed to digitize and automate the entire workflow of the hoarding business. From generating quotations to tracking fieldwork, managing duration-based pricing, discounts and inventory, the system provides real-time visibility into all hoardings, revenue and client deals. By integrating cloud-based solutions, location mapping and automated reporting, the project aimed to improve operational efficiency, customer satisfaction and provide actionable insights for management..

The Client

Our client is a top-tier hoarding and outdoor advertising company with extensive experience in managing large-scale hoardings across multiple locations. They cater to corporate clients and local businesses and deliver high-quality advertising services while handling complex operations involving multiple durations, locations and custom pricing structures. Their goal was to digitize and automate manual processes to increase efficiency, transparency and profitability.

The Challenges

Inefficient Quotation & Order Management

The client struggled with manual quotation generation and order processing which was slow, error-prone and difficult to scale. Their handling multiple pricing tiers, durations and customized customer rates caused frequent miscalculations, delayed approvals and lost revenue opportunities.

Lack of Real-Time Field Operations Tracking

Monitoring field staff during hoarding installations and maintenance was largely manual and unstructured. Without photo-based verification, location tracking and instant updates, management had little visibility into field operations, leading to delays, missed deadlines and accountability issues.

Complex Duration & Discount Management

Managing duration-based pricing and multi-month discounts for different clients was highly complex. Manual calculations often resulted in errors, inconsistent billing and strained customer relationships.

Billing Integrations with Tally

We undertook a critical task when it came to integrating the billing systems of more than 28+ branches throughout India into a single Tally system at the branch office. This required smooth cooperation and complex procedures to ensure reliable and consistent financial reporting across all branches.

Solutions Delivered

Quotation & Sales Management

Dynamic Quotation Generation:

Flexible pricing which includes printing and mounting charges with customer-specific rates.

Duration-Based Pricing:

Automated rate calculations for 1, 3, 6, or 12 months with discount logic.

Quotation Attachments:

Digital copies of quotations stored for approval and audit purposes.

Sales Order Automation:

Orders generated automatically upon quotation approval and integrated with inventory to block hoardings.

Field Operations Management

Assign field staff for installation or maintenance tasks.

Upload photos, location data and remarks for verification.

Real-time synchronization of field updates into the field operations ERP for management visibility.

Inventory & Availability Tracking

Dashboard showing free, booked and under-maintenance hoardings.

Occupancy rate and revenue utilization visualizations for decision-making.

Real-time reporting of available hoardings by size, location and category.

Renewal & Expiry Alerts

Automated notifications for hoarding renewal or expiry periods.

Option to send renewal quotations directly from the ERP.

Location-Based Mapping

Google Maps integration for quick visualization of hoarding locations and status.

Quick filtering by available, booked or maintenance status.

Vendor & Expense Management

Track vendors for printing, mounting or maintenance activities.

Expense entry linked to each hoarding job for profitability tracking.

Advanced Analytics & Reporting

Dashboard for revenue by location, size and duration.

Customer purchase history and lifetime value tracking.

Exportable PDF/Excel reports for management review.

Functionality

Interactive Dashboards

Visual representation of key metrics such as occupancy, revenue and field progress.

User-Friendly Interface

Intuitive design with easy navigation for creating quotations, tracking orders and managing inventory.

Cloud Integration

Centralized cloud-based ERP ensuring accessibility, real-time updates and secure data storage.

Multi-user Management

Supports multiple profiles for sales, field staff and management with customizable access permissions.

Automated Notifications

Alerts via email, SMS or ERP notifications for renewals, order updates and field task completions.

Advanced Search & Reporting

Quick retrieval of hoarding records, orders and field reports with customizable reporting options.

Value to Our Client

Streamlined Processes

The ERP system automated quotation, order and field operations which saves time, reduces errors, and improves overall operational efficiency.

Enhanced Field Transparency

Real-time updates, photo verification and location tracking improved accountability and let them manage to monitor field staff performance effectively.

Optimized Inventory Utilization

Accurate tracking of available and booked hoardings prevented booking conflicts, maximized revenue utilization and improved profitability.

Improved Customer Experience

Faster quotations, automated renewal alerts and transparent communication increased customer satisfaction and loyalty.

Our Tech Stack

During this project period, we leveraged state-of-the-art technology. Take a look at the methodologies and technologies that upheld our client’s business.