Name: Technosoft Laundry Management System
Author: Arjun Singh

1. Executive Summary

Project Overview

The Technosoft Laundry Management System is an enterprise-grade desktop application designed to revolutionize laundry business operations in India. Built with Microsoft Access and VBA, this sophisticated solution provides complete automation for order management, GST-compliant invoicing, membership programs, expense tracking, and comprehensive business analytics.

100%

GST Compliant

90%

Error Reduction

75%

Time Savings

40%

Retention Boost

Key Achievements

✓ Automated end-to-end laundry business operations from order booking to delivery
✓ Implemented GST-compliant invoicing system with automatic tax calculations
✓ Developed membership management system with KG-based benefit tracking
✓ Created real-time business analytics dashboard with performance KPIs
✓ Implemented secure licensing system with hardware fingerprinting

2. Core Features and Capabilities

🛍️ Smart Order Management

Single-screen order entry with automatic price calculations
GST invoice generation (Invoice format: TS000001INV)
Order status workflow: Open → In Progress → Completed → Closed
Dynamic pricing based on product categories and quantities
Delivery date scheduling and tracking
Payment mode integration (Google Pay, Cash, Card, UPI)
PDF invoice generation with company branding

👥 Membership and Loyalty Program

Multiple plan types (Wash Dry Fold, Premium, etc.)
KG-based benefit system with prepaid packages
Automatic benefit deduction during order booking
Plan expiry management with auto-notifications
Real-time remaining KG balance tracking
Membership renewal and upgrade functionality
Tax-exempt membership purchases

💰 Financial Management

Comprehensive expense tracking by category (Detergent, Staff, Utilities)
Expense invoice generation with reference numbers
Revenue vs. Expenses analysis with graphical trends
Period-wise financial reports (Daily, Weekly, Monthly, Quarterly, Yearly)
Outstanding payment management and tracking
Multi-payment mode support with transaction logging

📊 Business Analytics Dashboard

Real-time KPI monitoring (28 overdue orders, ₹22,563 value displayed)
Today's performance metrics (bookings, completions, cancellations)
Membership statistics and expiry alerts
Top performing products analysis
Top 50 customers by revenue contribution
Growth trend analysis and forecasting
Auto-refresh dashboard (5-minute intervals)

👤 Customer Intelligence (360° View)

Complete customer profile with personal details
Revenue analytics: Total revenue, average order value
Order history tracking (Total 10 orders, ₹13,222)
Membership status and benefit tracking (54 KG remaining)
Email verification with OTP system
Birthday and anniversary tracking for marketing
Customer value scoring (Premium Customer classification)

3. Installation & System Requirements

⚙️ System Requirements

Software Requirements

Microsoft Access 2016 or later (64-bit must)
Windows 10/11 (64-bit must)
Microsoft Excel 2016+ (for export features)
PDF Reader for invoice printing
Outlook with app password (for email notifications)

Hardware Requirements

D: Drive with 500MB free space
4GB RAM (8GB recommended)
Screen Resolution: 1366x768 or higher
Stable system for hardware fingerprinting

📦 Installation Steps

1

Download & Extract: Download Technosoft_LMS.zip and extract directly to D:\ drive root (mandatory location)

2

Verify Folders: Extraction automatically creates 6 specialized folders on D: drive

3

Launch Application: Navigate to D:\Laundry_Management_App\ and double-click Technosoft_Laundry.accde

4

Create Account: Click "Create Account?" on login screen and set up your credentials

5

Activate License: Complete online or offline license activation process

6

Configure System: Set up company details, products, and begin operations

📁 Folder Structure (Auto-Created on D: Drive)

D:\
├── Laundry_Management_App\ [Main Application Files]
└── Technosoft_Laundry.accde [Launch this file]
├── Laundry_BE_Main_DB_Dont_Touch\ [Database - Do Not Modify]
└── Laundry_Managment_Backend_Database.accdb
├── Laundry_BE_Backup_DB_Dont_Touch\ [Automated Backups]
├── Laundry_Excel_Template\ [Import/Export Templates]
├── Laundry_Output_Invoice\ [Generated PDF Invoices]
└── Laundry_Output_Reports\ [Business Reports]

⚠️ Important: Do NOT modify or delete files in folders marked "Dont_Touch" - these contain critical database files with automated backup systems.

🔧 Troubleshooting Common Issues

Application won't start: Ensure extraction to D: drive root (not D:\Downloads or subfolders)

Database errors: Do not modify files in *_Dont_Touch folders; restore from backup if needed

Invoice printing issues: Verify PDF reader installation and default printer settings

Performance slowdown: Regular database maintenance recommended; contact support for optimization

Data export failures: Check Microsoft Excel installation (2016 or later required)

License activation issues: Use offline activation method if online fails; contact support with hardware ID

4. Technical Architecture

Technology Stack

Frontend Layer

MS Access Forms (.accde compiled format)
Custom VBA form controls and events
Responsive UI with dynamic data binding
Professional color schemes and branding

Backend Layer

MS Access Database Engine (ACE)
VBA business logic implementation
Stored procedures and queries
Data validation and integrity constraints

Database Schema

tbl_Customers

Customer profiles, contact information, membership status, revenue analytics

tbl_Orders

Order details, invoice numbers, status tracking, payment information, delivery dates

tbl_Memberships

Subscription plans, KG benefits, purchase dates, expiry dates, benefit utilization

tbl_Products

Service catalog, product categories, pricing, units, GST classifications

tbl_Expenses

Expense transactions, categories, amounts, payment modes, reference numbers

tbl_Employees

Staff management, access control, login credentials, role-based permissions

5. Module-wise Functionality

Order Management Module

New Order Entry: Quick order booking with automatic calculations, customer search, product selection

Order Details: View/update order status, print invoices, track delivery dates, manage payments

Status Updates: Change status from Open → Closed, record payments, update delivery dates

Invoice Export: PDF generation, email sending, Excel export for bulk analysis

Membership Management Module

Plan Purchase: Buy new plans (WASH DRY FOLD: ₹6000 for 70 KG), tax-exempt purchases

Benefit Tracking: Real-time KG balance updates, automatic deduction during orders

Expiry Alerts: Dashboard alerts for plans expiring in 7 days

Plan Changes: Warning system for plan type changes with balance carryforward rules

Expense Management Module

Expense Entry: Record expenses by category (Detergent, Staff, Utilities), payment modes

Invoice Generation: Create expense invoices (TS161120253556 format) with full details

Analytics: Revenue vs. Expenses comparison graphs, monthly trend analysis

Reports: Period-wise expense summaries, category breakdowns, cost optimization insights

Analytics and Reporting Module

Dashboard View: Real-time KPIs with auto-refresh (5-minute intervals), key business metrics

Performance Data: Today ₹35,574 (74.72% orders, 25.28% membership, 5.32% expenses)

Product Analysis: Top products: DRY CLEANING ₹11.3L, Express Service ₹10.4L

Customer Ranking: Top 50 customers by revenue (Arjun Singh: ₹39,096 as #1)

6. User Guide and Workflows

Order Booking Workflow

1

Search Customer: Enter mobile number (8149090364) and click Search

2

Select Products: Choose category (BAGS), product (BACKPACK MEDIUM), quantity (1)

3

Add Items: Click "Add" button to add to order, repeat for multiple items

4

Review Details: Check subtotal (₹1,450), GST 18% (₹252), total (₹1,652)

5

Apply Benefits: System auto-applies membership benefits if available (54 KG remaining)

6

Book Order: Click "Book Order" to generate invoice (TS00008IINV)

Payment Collection Workflow

1

Open Order Details: Search customer and click "Update" on pending order

2

Update Status: Change invoice status from "Open" to "Closed"

3

Enter Payment: Enter paid amount (₹11000), select payment mode (Google Pay)

4

Add Reference: Optional payment reference number and notes

5

Save Transaction: Click "Save" to record payment and update status

Membership Purchase Workflow

1

Search Customer: Enter mobile number and click Search

2

Select Plan: Choose plan (WASH DRY FOLD - 1 Year - ₹6000 - 70 KG)

3

Review Warning: Check for plan type change warning (balance carryforward rules)

4

Select Payment: Choose payment mode (Google Pay) and add optional reference

5

Complete Purchase: Click "Buy Plan" to activate membership

7. Pricing & Licensing

💰 Pricing Plans

Free Version

₹0

3 Months Trial

Features:

✓ All core features included
✓ GST invoicing enabled
✓ Basic analytics dashboard
✓ Customer management
⚠️ Maximum 100 total records
(Orders + Membership + Expenses combined)

Perfect for testing & evaluation

RECOMMENDED

Premium Version

₹11,800

₹10,000 + 18% GST

Lifetime License

Features:

✓ Unlimited records - no restrictions
✓ All advanced features unlocked
✓ Full business analytics suite
✓ Priority technical support
✓ Free lifetime updates
✓ Online or offline activation
✓ One-time payment, lifetime use
✓ Hardware-locked license

Best for serious laundry businesses

🔑 License Activation Process

Online Activation (Instant)

1

Purchase license key from official website

2

Launch application and click "Activate now"

3

Enter company details and license key

4

Click "Save Information" for instant activation

5

System binds license to hardware fingerprint

Offline Activation (24-48 hours)

1

Click "Offline License Key Activation"

2

Fill company details and click "Save Information"

3

System generates WIN.ZIP file with hardware data

4

Email WIN.ZIP to contact@arjunsingh.org

5

Receive license file via email within 24-48 hours

🔒 Hardware Fingerprinting Security

Each license is securely bound to your specific computer system. The system captures hardware identifiers during activation to ensure your license is protected and cannot be used on unauthorized systems.

💳 Payment & Purchase Information

Premium License Price: ₹10,000 + 18% GST = ₹11,800

Payment Methods Accepted:

Bank Transfer / NEFT / RTGS
UPI Payment (Google Pay, PhonePe, Paytm)
Online Payment Gateway

What You Get:

Lifetime license key (no recurring fees)
Instant online activation OR offline activation within 24-48 hours
Free lifetime software updates
Priority technical support
GST invoice for your purchase

8. Security and Data Privacy

🔒 License Management

Hardware fingerprinting for secure system-bound licensing
Online and offline activation processes
Lifetime premium license with one-time purchase
Anti-piracy protection with automated system validation
License expiry date: Lifetime (31-Dec-2099)

🛡️ Data Security

Local database storage for complete data privacy and control
Role-based access control: Employee vs. Administrator privileges
Data export controls for business intelligence
Automated backup capabilities for data protection
Secure password management with change/reset features

9. Business Impact and ROI

📈 Operational Efficiency

90% reduction in manual calculation errors
75% time savings in order processing
100% accuracy in tax compliance
Instant invoice generation

😊 Customer Experience

Instant professional invoicing
Transparent pricing breakdowns
40% increase in customer retention
Automated communication

💼 Financial Control

Real-time revenue tracking
25% reduction in operational costs
30% improvement in cash flow
Better decision making with analytics

📊 Key Performance Metrics (Based on Dashboard)

Annual Performance: ₹72.28 Lakhs total revenue (₹63.91L orders + ₹11.98L memberships - ₹3.60L expenses)

Revenue Mix: 84.21% from orders, 15.79% from memberships, 4.76% expense ratio

Customer Base: 5,722 total customers with 17 new customers added recently

Peak Performance: Best day generated ₹48.7K revenue (06-Jun-25)

Growth Trend: Monthly trend showing -60% (indicating seasonal variation)

10. System Walkthrough

📸 Visual System Documentation

All system screenshots are available in the dedicated gallery section below. This includes complete visual walkthrough of dashboard, order management, customer profiles, analytics, and all other modules.

View All Screenshots →