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Harin Biotech International is one of India's leading producers and exporters of Extra Virgin Coconut Oil. The company started in the agro-industry in 1995 with contract farming and consulting. Today it manufactures and exports Extra Virgin Coconut Oil, Double Filtered Coconut Oil and Coconut Flakes, along with a range of pure, natural and dehydrated food products.
Its manufacturing hub is in Samanur, in the coconut-growing belt of Dharmapuri District, Tamil Nadu. Its office is in Indiranagar, Bengaluru.
Harin's accounts are managed by one in-house accountant, Avinash, who maintains the books for two companies in TallyPrime 6.1.
Every purchase bill had to be typed into Tally at the desk
Before AI Accountant, Harin's purchase bills were uploaded and entered into Tally manually.
“Initially I was uploading bills manually and entering the bills manually.”Avinash, Accountant, Harin Biotech International
For every bill, Avinash had to read the document and identify the vendor, invoice number and date. He then checked the line items, quantities and GST, chose the ledger and typed it all into Tally. For one accountant maintaining two companies, that is a steady stream of repetitive entry.
Bills also don't arrive only at the desk. They come in from vendors, from the factory and from the field. Each one had to wait until Avinash was back at his system with Tally open.
Questions from the office had the same problem. When someone needed the bank balance, a supplier's outstanding amount or what was pending from a customer, the answer sat in Tally on Avinash's computer.
Looking for a way to work outside the office
Harin wanted purchase bills to reach Tally as soon as they arrived, without changing the accounting system the team relied on and without adding another person.
Purchase bills and Tally figures, through WhatsApp
Harin connected AI Accountant to its existing TallyPrime 6.1 setup for both companies. There was no migration. Tally stayed at the centre, and WhatsApp became the way bills go in and figures come out.
Sending a purchase bill
AI Accountant reads the bill and extracts:
- Vendor name and details
- Invoice number and date
- Line items and quantities
- Taxable value and amounts
- GST details
It uses Harin's existing Tally masters to predict the ledger and GST treatment. The prepared entry lands in the Purchase module for review, and Avinash approves it before it posts to Tally.
Asking a question
When the office needs a figure, Avinash asks the bot in plain words, such as “bank balance”, “outstanding payables” or “pending receivables”. The bot replies with figures from Tally.
“If my office wants the data, I can tell them.”Avinash, Accountant, Harin Biotech International
The accountant reviews instead of re-typing
AI Accountant prepares each bill entry, and Avinash checks it before it posts. The final accounting decision stays with him. His work shifts from typing every field to reviewing prepared entries and fixing the few that need it.
Work that no longer waits for the desk
A bill that arrives while Avinash is out can be sent from his phone straight away. A question from the office can be answered on the spot. For a one-person accounts function running two companies, the work no longer depends on being in one place.
Since going live
This change is not about replacing Tally or the accountant. It removes the desk from the process: bills go into Tally and figures come out of Tally, wherever Avinash is.
