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Case study 03 / TSMWA

Digital association management system

One platform for two stone and quarry associations to manage members, payments, vehicles, labour records, meetings, leases, invoices, and administration.
Industry
Stone, quarry and trade association
Platform
Association management system
Timeline
5 months
Status
Live and maintained
TSMWA membership listing
TSMWA membership fee entry

From registers and files to one traceable system

TSMWA replaced scattered paperwork with a custom platform for the Tandur Mandal Quarry Owners Welfare Association and the Tandur Stone Merchants Welfare Association. The system keeps daily administration searchable, structured, and easier to maintain.

Starting point
Member records, payments, vehicles, labour, meetings, invoices, and leases lived across physical files.
What we built
A member portal and admin platform with payments, WhatsApp, GST, reports, and operational modules.
Main change
Administrators and members now work from one source of association information.

The challenge

The associations needed to replace manual record-keeping without making daily work harder for administrators or members.

Older records often required checking registers, files, or separate sources. Payment dues, vehicle details, meeting history, labour information, and lease documents were difficult to search quickly.

The platform had to preserve the associations' real workflows while adding structure: clear records, online member actions, faster searches, and reliable communication.

Records were difficult to searchImportant information could be misplacedRoutine administration needed more manpowerPayment dues were harder to monitorMembers depended on staff for updatesHistorical records were not easily accessible

One system for two associations

The platform supports shared association operations while keeping space for industry-specific workflows such as quarry leases, vehicles, labour, and GST records.

01

Members

Registration, approval, member profiles, dues, payment history, and WhatsApp login.

  • Registration
  • Approvals
  • Dues
  • Portal access
02

Operations

Vehicles, labour records, leases, meetings, document history, and searchable daily records.

  • Vehicles
  • Labour
  • Leases
  • Meetings
03

Finance

Online payments, membership fees, GST, invoices, payment approvals, and financial reports.

  • Invoices
  • GST
  • Payments
  • Reports

Membership records became searchable

Administrators can add, edit, review, approve, and monitor members with their payment status and historical activity in one place.

Member portal and admin control

Members can access information, make payments, and receive updates without relying entirely on manual communication. Admin teams can verify records, track dues, and review member history.

  • Member registration and approval
  • Membership status and fee tracking
  • Online payments and payment history
  • WhatsApp reminders and authentication
TSMWA membership management listing
Detailed TSMWA member profile with history

Finance, GST and online payments in one workflow

The finance module centralizes dues, invoices, member payments, approvals, GST handling, and financial reports.

TSMWA membership fee entry form

Payment flow

  1. Fee or invoice is created
  2. Member receives an update or reminder
  3. Payment is made online or recorded by admin
  4. Approval and transaction history are stored
  5. Reports show dues and financial activity

Labour, vehicles, meetings and leases stay traceable

Beyond membership and finance, the platform holds the operational records that make the associations different from a generic member database.

TSMWA labour record creation form
TSMWA labour record edit screen

Operational modules

Vehicles, trips, labour records, meetings, lease allotments, renewals, expiry dates, invoices, and notifications can be managed through the same system.

  • Vehicles
  • Labour
  • Meetings
  • Leases

Core modules delivered

  • Membership records
  • Member registration and approval
  • Fee tracking and pending dues
  • Online payments
  • Payment history
  • Vehicle records
  • Trip and payment history
  • Labour register
  • Meeting management
  • Lease management
  • Invoice generation
  • GST and e-invoicing
  • WhatsApp authentication
  • WhatsApp reminders
  • Central reports
  • Operational notifications

From paperwork to a working digital system

The project started in September 2024 and reached production in approximately five months.

  1. UnderstandExisting registers, approvals, payment records, member needs, and staff workflows.
  2. StructureModules, roles, member actions, admin screens, data relationships, and communication flow.
  3. BuildMember portal, admin platform, payment integration, WhatsApp integration, GST and reports.
  4. MaintainProduction deployment, issue handling, improvements, and continued platform support.

Our involvement

  • Understanding existing paperwork and workflows
  • Product and system planning
  • UI and UX design
  • Member portal development
  • Administrative platform development
  • Backend and database architecture
  • Online payment integration
  • WhatsApp integration
  • Invoice and GST workflows
  • Production deployment
  • Ongoing maintenance

The result

TSMWA transformed paper-heavy administration into a connected platform used by members and association administrators.

2 associations
Managed through one connected platform
5 months
From planning to production deployment
Online access
Authentication, payments, and records through a member portal
Custom system
Built around quarry, stone merchant, and association workflows
TSMWA complete member record