Ashan Enterprises is a Sri Lankan distribution business that sells goods to shops and customers on credit and recovers the money through field collection officers. W3S Solutions designed and built a custom credit & collection management system that replaced the cash books, notebooks and Excel sheets with one connected platform - from the moment a sale is made to the day the cash is reconciled in the bank.
Built on Laravel with a mobile-ready API for field staff, the system gives the office real-time visibility over every customer balance, every officer's route, every cheque and every deposit - closing the gaps where money used to quietly disappear.
Distribution and wholesale businesses across Sri Lanka live and die by credit. But when that credit is managed on paper and collected in cash by staff on the road, the owner is effectively flying blind.
Customer balances lived in notebooks - disputes, errors and forgotten dues Cash collected in the field with no real-time record or accountability Collection officers handling cash created theft and leakage risk Cheques and bank deposits reconciled by hand, days behind reality Product returns and overdue accounts slipped through the cracks The owner had no live view of who owed what, or what was collected todayAshan didn't need off-the-shelf accounting software. It needed a system built around exactly how the business sells, collects and banks its money. So we built one.
We built a single system that follows every rupee from the shop counter to the bank statement. A credit sale creates a customer balance; an assigned officer collects against it on their route; the cash, cheques and deposits are logged and reconciled - and the office sees all of it as it happens.
Each stage hands cleanly to the next, so the same figure is never re-entered twice and nothing slips between sale, collection and bank.
Cash, credit and bulk sales recorded against a product catalogue, with a live, accurate balance for every shop and customer.
Officers assigned to customers and routes record every collection in real time from the field, the moment cash changes hands.
Cash-collection theft and shortfall tracking holds each officer accountable for exactly what they collected and handed in.
Cheque approval and bank-deposit reconciliation match collected money to the bank daily, across multiple accounts.
Product returns are handled cleanly and a dedicated recovery workflow keeps overdue accounts from being forgotten.
Officer-wise, route-wise and business-wide reports give the owner a live, exportable picture of money out and money in.
Field collection is where credit businesses lose the most money - and where they have the least visibility. We gave officers a mobile-friendly interface in Sinhala and English so every collection is logged at the point of contact, not from memory at the end of the day.
Shortfalls are flagged, every officer is accountable for their own route, and the office can see today's collections before the officer is even back - closing the gap where cash used to quietly disappear.
Ashan Enterprises now runs its entire credit operation from one screen - turning a trust-based paper business into a controlled, accountable one.
Customer balances accurate to the rupee - no more ledger disputes Every field collection logged the moment cash changes hands Cheques and deposits reconciled against the bank, daily Officer-level accountability that deters cash leakage Overdue accounts surfaced and actively recovered One live dashboard in place of a drawer full of notebooks
