A comprehensive, purpose-built ERP system that transforms every facet of your import logistics operations — from first booking to final invoice.
Prepared for
CeeKay Logistics Pvt. Ltd.
Mumbai
Document Type
Solution Proposal & BRD Summary
Date
May 2026
01 Executive Summary
One system. Your entire operation.
CeeKay Logistics handles complex, high-volume import shipments daily. Managing bookings across spreadsheets, chasing container status over calls, and manually generating invoices introduces costly delays and human error. This proposal outlines a tailor-made ERP that unifies every workflow into a single, powerful platform — designed specifically around how your team works.
We propose a fully integrated logistics ERP — covering booking management, container lifecycle tracking, automated billing, party directories, real-time dashboards, and Excel import workflows — engineered to handle CeeKay's scale today and beyond.
70%
Reduction in manual data entry & paperwork time
0
Billing gaps with automated invoice generation
100%
Container lifecycle visibility, end-to-end
02 The Problem
What's costing you today
Without a unified system, your operations carry hidden costs in time, errors, and missed opportunities.
01
Fragmented Data
Booking details scattered across Excel sheets, WhatsApp messages, and paper forms — no single source of truth.
02
Container Blind Spots
No real-time tracking of free days remaining, in/out dates, or overdue containers — leading to demurrage costs.
03
Billing Delays
Manual invoice creation per container causes delays, inconsistencies, and revenue leakage across jobs.
04
No Visibility for Management
Leadership cannot see active bookings, billing status, or operational KPIs without chasing the operations team.
05
Duplicate Entry
The same data entered multiple times across different stages — booking creation, container update, billing — with no automation.
06
Error-Prone Imports
Bulk data from shipping lines arrives in Excel. Manual re-entry introduces typos, wrong BL numbers, and data mismatches.
03 The Solution
Eleven integrated modules
Every feature is purpose-built around how CeeKay operates — not generic software you have to adapt to. Three of these — GST e-Invoicing, Google Workspace sync, and an AI assistant — come included at no additional cost.
Booking Module
Create, edit, and manage import bookings with auto-generated job numbers, BL validation, vessel tracking, and multi-party assignment.
BL ValidationJob Auto-IDMulti-party
Container Lifecycle
Track every container from arrival to return. Monitor free days, In/Out/Return dates, and get alerts before demurrage kicks in.
Free Day AlertsLifecycle DatesWeight Sync
Billing & Invoicing
Per-container billing with base rate, rebates, and collected amount. Smart logic auto-fills rates from historical records.
Auto Rate FillRebate TrackingInvoice PDF
Party Management
Master directory for consignees, shipping lines, CHAs, forwarders, CFS yards, and sales persons — linked to every booking.
Master DirectoryAuto-link
Operations Dashboard
Live KPIs: active bookings, containers in-yard, billing pending, confirmed jobs. Filterable by date, party, and shipment type.
Real-time KPIsExcel ExportMIS Reports
Excel Import Module
Upload shipping line Excel files and automatically match BL numbers, update container data, and sync dates — zero re-typing.
BL MatchingBulk UpdateError Report
Document & Print Module
Generate formatted booking printouts, attach document remarks, and output branded PDFs with your company details.
Print-ready PDFBranded Output
Automation Engine
Scheduled jobs, email triggers on status changes, and automatic status updates — your operations run themselves.
Email TriggersCron JobsStatus Alerts
INCLUDED FREE
GST E-Invoicing
Generate IRN-compliant e-invoices directly from the ERP. Auto-submit to the IRP portal, embed QR codes, and stay fully GST-compliant — no separate software needed.
IRN GenerationIRP SubmissionQR CodeGST Compliant
INCLUDED FREE
Google Workspace Integration
Two-way Gmail sync — send booking confirmations, invoices, and alerts directly from the ERP. Emails auto-link to the relevant job. No copy-pasting between systems.
Gmail SyncAuto-link to JobSend from ERP
INCLUDED FREE
AI Operations Assistant
Ask questions in plain English and get instant answers — "Show me all containers with free days expiring this week" or "What's the billing status of Rajshree Industries?"
Natural LanguageInstant QuerySmart Insights
Extraaaz exclusive — included at no extra cost
GST E-Invoicing + Google Workspace + AI Assistant
₹0
Extra cost
3
Bonus modules
04 Feature Coverage
What you get, in detail
Every item in your Business Requirement Document is covered — and then some.
Requirement
Description
Included
Auto Job Number
System-generated, padded job IDs (e.g. JB-2026-0241) on booking creation
✓
BL No Uniqueness
Real-time duplicate BL validation with clear error messaging
✓
Multi-container Booking
Add, edit, or remove multiple containers per booking with type and size
✓
Container Free Day Tracker
Visual countdown of free days remaining with overdue alerts
✓
Weight Logic
Distribute total booking weight across containers or sum from individual weights
✓
Billing Auto-fill
Missing rates fetched from previous similar records; propagate across container types
✓
Customer & Internal Rebates
Per-container rebate tracking with net billing calculation
✓
Role-Based Access
Admin, Operations, Accounts, and Management roles with scoped permissions
✓
Excel Data Import
Upload shipping line Excel files; system matches BL and updates containers
✓
Excel Export / MIS Reports
Download booking lists, container summaries, and billing reports
✓
Soft Delete & Audit Trail
No hard deletes; full record of who did what and when
✓
Email Automation
Triggered emails on booking confirmation, container arrival, and billing completion
✓
Concurrent User Support
Designed for multiple simultaneous users with fast booking list performance
✓
Booking Print Format
Branded, printable booking sheet with company details and remarks
✓
05 Included at No Extra Cost
Three features that set this apart from every other ERP
Most vendors charge separately for e-invoicing compliance, integrations, and AI. We include all three — because we believe your software should work for you out of the box, not be nickel-and-dimed.
GST E-Invoicing — IRP Integrated
Fully compliant · IRN + QR Code · No extra software
₹0 add-on cost
How it works — E-Invoice Flow
Billing
Job confirmed in ERP
›
Auto-generate
Invoice JSON payload
›
IRP Portal
Submitted via API
›
IRN + QR Code
Returned & saved
›
Print / Email
PDF with QR to client
Mandatory Compliance
For businesses above ₹5 Cr turnover, GST e-invoicing is legally mandatory. Built right in.
Zero Manual Entry
Invoice data flows directly from the booking — no re-entry, no mismatches, no human error.
Audit-ready Always
Every IRN stored with timestamp, job reference, and submission status. GST audit-ready at any time.
Google Workspace — Gmail Sync
Two-way sync · Auto job-linking · Send directly from ERP
₹0 add-on cost
How it works — Gmail Integration Flow
ERP Action
Booking confirmed, invoice raised, or container alert triggered
→
Gmail
Email sent from your Google Workspace account — branded, templated, with PDF attached
→
Replies Sync Back
Client replies auto-linked to the job — full email thread visible inside the ERP
Your Domain, Your Brand
Emails go from your @ceekaylogistics.com address — not a generic system sender.
No Tab Switching
Your team never needs to leave the ERP to send an email, follow up, or check correspondence.
Full Correspondence Log
Every email against every job — a complete communication audit trail inside your ERP.
AI Operations Assistant
Ask in plain English · Instant answers · Works across all modules
₹0 add-on cost
Sample queries your team can ask
Which containers are expiring free days this week?
OP
AI
3 containers are expiring within 2 days — HLCU882371-0 (1 day), MSCU481920-3 (2 days), COSU991023-1 (2 days). Shall I draft alert emails to the consignees?
What's the total billing pending for Rajshree Industries?
OP
AI
Rajshree Industries has ₹4.2L pending across 5 jobs — oldest outstanding is JB-2026-0198 from 12 days ago. Want me to generate a payment reminder?
Show me all 40HC bookings arriving next week
OP
AI
Found 7 bookings with 40HC containers arriving 19–25 May — total 18 containers across MSC ELENA, EVERGREEN ACE, and CMA CGM TITAN. Displaying now.
🔍
Smart Search
Find any booking, container, or party instantly
⚠️
Proactive Alerts
AI flags issues before they become problems
📊
Instant Reports
Ask for any summary — get it in seconds
✉️
Draft Emails
AI drafts follow-ups, alerts & reminders for you
05 Interface Preview
Designed for your team
Clean, fast, and intuitive — built so your operations staff can use it from day one without training overhead.
Live preview of the Operations Dashboard — exactly as your team will see it.
06 Implementation Plan
From kickoff to go-live
A structured, phased rollout that minimises disruption to your daily operations while delivering value at every milestone.
1
Week 1–2
Discovery & Architecture
Deep-dive workshops with your operations, accounts, and management teams. Database design, system architecture, and UI wireframes finalised.
2
Week 3–5
Core Module Development
Booking module, container management, and party directory built and unit-tested. Internal demo at end of this phase.
3
Week 6–8
Billing, Reporting & Imports
Billing logic, invoice generation, Excel import engine, and MIS dashboard built. Data migration plan executed.
4
Week 9–10
UAT & Training
User Acceptance Testing with your team. Issues resolved, role-based access configured, and all staff trained on the system.
✓
Week 11
Go-Live & Hypercare
System goes live. Dedicated support for the first two weeks post-launch to ensure a smooth transition for your entire team.
07 Investment & Pricing
Transparent pricing. No surprises.
Everything is broken down clearly — development cost, hosting, third-party services, and annual maintenance. You know exactly what you're paying for, and when.
Booking, containers, party directory, CRM & website delivered
Milestone 3
₹1,05,000
30% · Finance ready
Billing & Reporting
Billing, GST e-invoicing, Excel import, dashboard & MIS reports
Milestone 4
₹70,000
20% · Go-live
UAT & Launch
User testing, training, go-live, and 2-week hypercare support
Hosting & Third-Party Charges — Billed separately, not included above
These are infrastructure and API costs charged by external providers. Figures below are tentative estimates based on typical usage — actual charges depend on your traffic and usage volume.
Tentative estimates — actual costs vary by usage. Payable directly to the service provider or reimbursed monthly.
Service
Provider
Est. Cost
Frequency
Web & App Hosting
AWS / DigitalOcean / Hostinger
₹1,500 – ₹4,000
Monthly
Domain Name
GoDaddy / Namecheap
₹800 – ₹1,500
Annual
SSL Certificate
Let's Encrypt (free) / DigiCert
₹0 – ₹3,000
Annual
Google Workspace (Gmail)
Google
₹125 – ₹250 / user
Monthly
GST / IRP API Access
GSP Partner (e.g. Karvy / Masters India)
₹1,000 – ₹3,000
Monthly
AI Assistant (LLM API)
OpenAI / Anthropic / Google
₹500 – ₹2,500
Monthly (usage-based)
Annual Maintenance Contract
₹87,500 / year
25% of development cost · Starts after go-live
→ Bug fixes & patches (unlimited)
→ Minor enhancements & UI tweaks
→ Server monitoring & uptime checks
→ GST / compliance updates
→ Priority support response
Year 1 (Go-live)
AMC kicks in after project delivery. No AMC charge during the development & warranty period.
What's NOT in AMC
New major modules, redesigns, or third-party API costs — these are quoted separately as per scope.
Monthly equivalent
₹7,292 / month
For full-stack support of your entire business platform.
Cost Summary at a Glance
One-Time Dev Cost
₹3,50,000
ERP + CRM + Website + AI
Annual AMC
₹87,500
25% · Starts post go-live
Hosting + 3rd Party
~₹5–12K
Tentative · Monthly est.
08 About Extraaaz
We're not a dev agency. We're product builders.
Most software vendors are service providers — they take your requirements, write code, and hand it over. Extraaaz is different. We are a SaaS product company. We've built, launched, and scaled our own products. That's a fundamentally different kind of experience — and it shows in everything we deliver.
"
When a service agency builds your product, they're guessing what scale looks like. When we build it, we already know — because we've lived it.
Extraaaz — SaaS Product Owners
✕
A typical dev agency
—
Writes code to spec, then moves on
—
No skin in the game — bugs become billable hours
—
Architecture decisions made for delivery speed, not scale
—
No understanding of product-market fit or user retention
—
You own the headache of maintaining it alone
EXTRAAAZ
✓
SaaS product owners
→
We've shipped live products — we think in outcomes, not tickets
→
We treat your product like our own — quality is personal
→
Architecture built for growth from day one — not retrofitted later
→
We know what makes users adopt, return, and rely on software
→
Long-term partnership — your success is our product's success
Trusted by Tata Consultancy Services for contractor field assessment & stock control at enterprise scale.
Indian Railways
Public Infrastructure · Pan India
Contractor team management platform for workforce coordination & operational reporting across project sites.
Puneri Amruttulya
Tea Café · 160+ Outlets · Maharashtra
Centralised inventory & trade intelligence across all 160+ outlets of Maharashtra's iconic tea brand.
Maharashtra Govt. Plantation
Government · Agriculture · DMO
Built & deployed a plantation management system integrated with the complete Maharashtra DMO.
CeeKay Logistics
Logistics ERP · Surat, Gujarat
Your name belongs on this list. The ERP we build together will be the next flagship reference in the logistics vertical.
09 Our Values
What we stand for
These aren't words on a wall. They're the principles that shape every product decision, every line of code, and every client relationship we build.
Craft Over Speed
Value #1
We take the time to build things right. A rushed feature that breaks at scale costs ten times more to fix than building it correctly the first time. Every module we deliver is engineered to last.
Client as Co-founder
Value #2
We don't take orders — we partner. We push back when something won't work and proactively suggest improvements. Your business outcomes are our KPI, not just a project delivery date.
Scale-First Thinking
Value #3
We know what it takes to go from 10 users to 10,000. We've been there. Every architectural decision we make for your product anticipates growth — so you never have to rebuild from scratch.
Radical Transparency
Value #4
No hidden scope creep, no surprise invoices, no "that wasn't in the spec." We communicate clearly, show progress early, and flag issues before they become problems. Always.
Delivery You Can Count On
Value #5
Deadlines are commitments. We structure projects in milestones so you see progress continuously — and there are no "big bang" launches where everything is a surprise on day 90.
Security Without Compromise
Value #6
Your data — your customers, your rates, your operations — is sensitive. We build role-based access, audit trails, and data encryption as a baseline, not as an add-on. Non-negotiable.
extraaaz
www.extraaaz.com
Recognition
Silicon India Top 10 — 2025
Security
ISO 27001 · PCI DSS · GDPR
Notable Clients
TCS · Indian Railways · Monginis
Scale
10+ Products · 14+ Verticals
10 Why Choose Us
A partner who understands logistics
Extraaaz doesn't build generic software. We embed with your team, understand your workflows, and deliver a system that fits like it was always yours — backed by our experience running real SaaS products in production.
Domain-Specific Expertise
We've built for logistics — we understand free days, CFS yards, CHAs, and BL workflows, not just software.
Your BRD, Fully Delivered
Every single requirement in your Business Requirement Document is scoped, prioritised, and committed to.
Modern, Fast Interface
A web application your team will actually enjoy using — fast, responsive, and designed with real operator feedback.
Built to Scale
The architecture supports hundreds of concurrent users and thousands of bookings — your growth is never blocked by technology.
Security & Compliance
Role-based access, soft deletes, full audit trail, and data security best practices built in from the start.
Dedicated Support
Post-launch support, bug fixes, and enhancement requests handled by the same team that built the system.
Ready to transform your operations?
Let's schedule a demo walkthrough and discuss how we tailor this system specifically to CeeKay Logistics.