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.