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About Udawat Engineering
Founded in 1996, Udawat Engineering Company manufactures grain cleaning and milling machinery, pneumatic conveying systems, cleaning equipment, accessories, and complete turnkey plant solutions for the food processing industry.
Headquartered in Hosur, Tamil Nadu, with a 24,000 sq. ft. manufacturing facility in Bommasandra, Bengaluru, the company serves customers across India and international markets. Its solutions are widely used in wheat, rice, maize, pulses, coffee, spices, malt, and millet processing industries.
Over the years, Udawat Engineering has installed machinery in more than 500 grain processing plants, earning a reputation for designing customized milling solutions that match each customer's production requirements.
However, as the business grew, managing enquiries, customer visits, and highly customized quotations using Excel-based processes became increasingly difficult.
Company Snapshot
| Field | Value |
|---|---|
| Company Name | Udawat Engineering Company |
| Founded | 1996 |
| Headquarters | Hosur, Tamil Nadu, India |
| Manufacturing Facility | Bommasandra Industrial Area, Bengaluru, Karnataka |
| Industry | Grain Cleaning & Milling Machinery Manufacturing |
| Company Size | 51-200 employees |
| Manufacturing Facility Size | 24,000 sq.ft. |
| Flour Mill Capacity | 150 MTPD |
| Machines Installed | 500+ Roller Flour Mills & Grain Processing Plants |
| Hosting Frappe | Cloud |
| Migrated From | Excel & Tally |
| ERP Platform | ERPNext |
| Framework | Frappe Framework |
Challenges Before ERPNext
Before ERPNext, Udawat ran its business on Excel and Tally — no centralized system connected sales, field operations, and expense tracking.
1. Quotations were built from scratch, every single time.
Udawat's machines are turnkey a single quotation could involve dozens of items grouped by process (cleaning, milling, refraction grinding, electrical, erection labor), each needing motor specifications and either a per machine price or a per section total, depending on what the customer wanted to see. There was no way to save and reuse a configuration for a repeat project like a standard maize or wheat plant. Every quotation meant retyping the same items, recalculating totals by hand, and rebuilding the print layout from the previous one, a process that took an entire day, start to finish, per quotation.
2. Field engineers had no mobile friendly way to log their work.
With engineers spread across multiple states, visit details, customer information, and site data were captured inconsistently, if at all often just in a notebook or a phone call back to the office. There was no coverage report to show management which districts had been visited, how many customers existed in each area, or when an engineer had last been to a given site. If leadership wanted to know whether a territory was being worked, there was no way to check without asking the engineer directly.
3. Expenses and fund allocation weren't tracked against actual spend.
Field engineers received cash for travel, fuel, food, lodging, mobile or internet, and other costs, but there was no ledger showing how much had been allocated to a given engineer versus how much they had actually spent. Reconciling this happened after the fact, if at all money tied up in the field was hard to account for in real time.
4. Quieter problem: Competitive intelligence from the field went unrecorded.
When an engineer visited a mill and found a competitor's machine installed, or noticed a new technology being used, that information had nowhere to go it stayed with the engineer instead of feeding back into the business.
The breaking point: quotation turnaround was too slow for a 500+ installation business that needed to respond to customers quickly, and management had no visibility into where its field team was actually working or how field money was being spent.
Pain, at a Glance
| Area | What Was Happening | Who Felt It | Cost |
|---|---|---|---|
| Quotation generation | Every quotation rebuilt manually items, totals, print layout | Sales or quotation team | 1 full day per quotation |
| Field visits | No mobile logging; visit data captured inconsistently or not at all | Field engineers, management | No visibility into territory coverage |
| Expense & fund tracking | Cash allocated to engineers with no live ledger of spend | Finance, field engineers | Reconciliation only after the fact |
| Competitive intelligence | Field observations (competitor machines, new tech) had no home | Sales & leadership | Market intelligence lost |
Why Udawat Chose Girman Technologies
Udawat needed more than software they needed a partner who could build a genuinely custom field operations system on top of a standard ERP, without the cost or rigidity of a closed, license-heavy platform.
ERPNext and Frappe Framework fit because the same platform could handle standard sales operations (quotations, customers, pricing) and support a fully custom Field Marketing workspace visit logs, expense tracking, fund allocation, coverage mapping, and competitive intelligence none of which exist as out of the box ERPNext features. Girman Technologies built this as a custom Frappe app running alongside ERPNext, tailored specifically to how Udawat's field engineers and quotation team actually work, rather than forcing the business to adapt to a generic template.
Solution Implemented
Girman Technologies implemented ERPNext's Selling module for quotations and customer management, and built a custom Frappe Field Marketing application on top of it for territory operations all delivered on Frappe Cloud.
| Pain Point | Solution Implemented |
|---|---|
| Every quotation rebuilt manually | Product Template system - Automatically populates machines, quantities, and specifications into new quotations, eliminating repetitive manual entry. |
| No consistent turnkey print format | Custom Turnkey print format with process-wise grouping, section totals, and motor specifications, switchable between per-item and per-section pricing |
| No mobile visit logging or coverage visibility | Field Marketing workspace - Visit Log, Coverage Map, and Coverage by State & District report, all tied to state/district/customer |
| No live fund vs. spend tracking | Fund Allocation ledger tracks allocated funds, expenses, and remaining balances for field engineers |
| Competitor/market intelligence lost | Intelligence doctype capturing competitor activity, new technology, and contact details reported from the field |
To solve the quotation bottleneck, each standard plant configuration such as wheat, rice, or maize setups is saved as a Product Template with predefined machines, process groupings, quantities, and horsepower specifications. When creating a new quotation, users simply select the appropriate template, and the entire item list is automatically populated section wise, replacing the manual, item by item process that previously took an entire day. This standardized approach enables Udawat Engineering to efficiently generate quotations using a catalog of more than 522 machine components.
To improve field visibility, the Field Marketing workspace gives engineers a mobile friendly place to log visits, track schedules, submit expenses, and capture customer information. Every visit is linked to the corresponding state and district, providing management with coverage reports and an interactive map of field activities.
To solve the fund tracking gap: the Fund Allocation doctype tracks money issued to each engineer against actual field expenses across 6 expense categories (Travel, Fuel, Food, Lodging, Mobile/Internet, Misc), giving a running closing balance instead of an end-of-month reconciliation.
Apps, Modules & Workflows Implemented
| Module / Workflow | What It Does | What It Changed |
|---|---|---|
| ERPNext Selling (Quotations) | Standard ERPNext quotation engine, extended with a custom Turnkey print format | Replaced manual quotation building and formatting |
| CRM (Enquiry Tracking, Customer Management) | Centralizes customer and prospect records | Data no longer lives only in an engineer's notebook or memory |
| Product Template (custom doctype) | Automatically populates predefined machine configurations and item details into new quotations | Reduced quotation preparation time from 1 day to 10–15 minutes |
| Quotation Pricing View (Individual / Section Total) | Toggles between per machine and per-section pricing on the same quote | Removes the need to rebuild a quote for different customer formats |
| Quotation Tracker (report) | Single view of every quotation's status, value, and next follow-up date | Replaces informal follow up tracking in Excel |
| Visit Log & Visit Tracker | Captures every field visit customer, place, state, district, purpose, type | Standardizes what used to be inconsistent, manual logging |
| Field Expense Tracker & Fund Allocation | Tracks allocated funds against expenses for each field engineer | Provides a live running balance for better expense control and faster decision making |
| Coverage Map & Coverage by State/District (report) | Visual map and tabular report of visited states and districts | Gives management territory level visibility for the first time |
| Intelligence (custom doctype) | Captures competitor activity and new technology sightings from the field | Market intelligence is recorded instead of lost |
Key Benefits
Faster Quotation Creation with Reusable Product Templates
Preparing quotations no longer requires engineers to build every machine configuration from scratch. By using reusable Product Templates, commonly used machinery configurations can be selected with a single click, automatically populating machines, quantities, and specifications into the quotation. This significantly reduces repetitive work, improves consistency, and enables the sales team to respond to customer enquiries much faster.
Flexible Turnkey Quotations for Different Customer Requirements
Every customer has different pricing and documentation preferences. The customized quotation print format allows the team to present quotations with either individual item pricing or section wise totals, along with process wise grouping and machine specifications. This flexibility helps create professional, customer-ready quotations without additional manual formatting.
Centralized Field Operations in a Single Workspace
Field engineers can now record customer visits, schedules, expenses, and follow up activities from one centralized workspace instead of relying on notebooks or spreadsheets. This gives both field teams and management complete visibility into customer interactions and daily activities while ensuring that important information is captured consistently.
Better Territory Coverage and Field Visibility
Management can easily monitor field activities through coverage reports and interactive maps that display customer visits by state and district. This provides a clear view of territory coverage, identifies regions that require additional attention, and supports better planning of future field visits.
Improved Control Over Field Expenses
The Fund Allocation and Field Expense Tracker provide real time visibility into funds allocated to each field engineer, expenses incurred, and the remaining balance. This helps improve expense monitoring, simplifies reconciliation, and gives management greater financial control over field operations.
Better Follow-up Management for Sales Opportunities
The Quotation Tracker enables the sales team to monitor quotation status, upcoming follow up dates, and the latest customer updates from a single report. This ensures timely follow ups, reduces the risk of missed opportunities, and improves visibility into the sales pipeline.
Centralized Market and Competitor Intelligence
Engineers can capture competitor information, customer feedback, and industry developments during site visits using a dedicated Intelligence module. Instead of valuable market insights remaining with individual employees, the information is stored in a centralized repository, helping the business make informed product and sales decisions.
Business Impact
The implementation of ERPNext Sales and the custom Field Marketing solution has delivered measurable improvements in Udawat Engineering's day to day operations. By replacing manual quotation preparation and spreadsheet based field management with centralized workflows, the company has reduced repetitive work, improved operational visibility, and enabled faster customer response times.
Although the project is currently in its final training phase, the business has already begun experiencing significant operational benefits.
Reduced Quotation Preparation Time
One of the most noticeable improvements has been in quotation generation. Preparing a customized quotation for a turnkey grain processing plant previously required an entire working day because machines, pricing, and technical specifications had to be entered manually for every enquiry.
With reusable Product Templates and automated quotation generation in ERPNext, the same process now takes approximately 10–15 minutes, enabling the sales team to prepare and share 8–10 quotations per day.
Impact
- Reduced quotation preparation time from 1 day to 10–15 minutes
- Increased quotation capacity to 8–10 quotations per day
- Faster response to customer enquiries
Reduced Manual Work and Improved Accuracy
The Product Template system eliminates repetitive data entry by automatically populating predefined machine configurations into quotations. This reduces the chances of manual errors while maintaining consistency across customer proposals.
Impact
- Less repetitive manual work
- Improved quotation consistency
- Reduced risk of data entry errors
- Higher productivity for the sales team
Better Visibility into Field Operations
Field engineers now record customer visits, follow ups, locations, and expenses directly within the Field Marketing Workspace instead of maintaining separate spreadsheets or handwritten notes.
Management can monitor field activities through centralized reports and coverage maps, providing a clearer view of customer engagement across territories.
Impact
- Centralized tracking of customer visits
- Improved engineer accountability
- Better visibility into field activities
- Easier territory planning and monitoring
Improved Financial Control Over Field Activities
Fund Allocation and Field Expense Tracking provide real time visibility into the amount allocated to field engineers, expenses incurred during visits, and the remaining available balance.
Instead of manually reconciling expenses at the end of the month, management can monitor spending throughout ongoing field operations.
Impact
- Better expense monitoring
- Transparent fund utilization
- Reduced manual reconciliation
- Improved financial accountability
Centralized Business Information
Customer records, quotations, visit history, expenses, follow ups, and market intelligence are now maintained within a single platform instead of being scattered across Excel sheets and manual records.
This gives management immediate access to business information and supports faster, more informed decision making.
Impact
- Single source of business information
- Improved collaboration between sales and field teams
- Better reporting and operational visibility
- Greater readiness for future business growth
Client Testimonial
"As Udawat Engineering Company expanded its grain milling machinery business from Hosur, Tamil Nadu, managing field sales activities, customer enquiries, turnkey quotations, and field expenses through manual processes was becoming increasingly challenging. Partnering with Girman Technologies for our ERPNext implementation helped us build a customized ERP solution tailored to our business needs. Today, we manage CRM, field operations, customer visits, expense tracking, and complex turnkey quotations from a single integrated platform. Features like product templates, GPS enabled visit tracking, custom quotation formats, and real time dashboards have significantly improved team productivity, operational visibility, and decision making. The Girman Technologies team understood our requirements, delivered the right customizations, and provided excellent support throughout the implementation, helping us build a scalable system for our growing manufacturing business."
Manvender Singh Rathore Sales Director, Udawat Engineering Company, Hosur, Tamil Nadu, India
Future Plans
The implementation is functionally complete the Field Marketing app, Product Templates, and quotation workflow are all live, with only user training remaining. Accounting is still handled in Tally rather than Frappe, which points to accounting as a natural next module to bring onto the same ERPNext platform, extending the single source of truth benefit Udawat is already seeing across its 522-item catalog and 2 workspaces. As the field team grows beyond its current 5-state, 9 district footprint, the existing Coverage Map and reporting structure is already built to scale with it.
Conclusion
For manufacturers of customized industrial machinery, speed, accuracy, and visibility are critical to delivering a better customer experience. Before implementing ERPNext, Udawat Engineering relied on manual quotation preparation, spreadsheets, and disconnected field records that consumed valuable time and limited operational visibility.
By partnering with Girman Technologies, the company introduced a business platform built on the Frappe Framework with the ERPNext Sales Module, combining quotation management, customer information, field operations, expense tracking, and reporting within a single system.
Today, quotations that once took an entire day can be prepared in 10–15 minutes, field activities are tracked in real time, and management has better visibility into sales, customer interactions, and operational performance. Rather than simply replacing spreadsheets, the implementation has created a scalable foundation that supports Udawat Engineering's continued growth while allowing its teams to focus more on customers and less on repetitive administrative work.
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