Jai Matadi Creation Inquiry

Business systems proposal

One plan, reviewed one module at a time.

This proposal covers the website, sales systems, growth systems and operational systems. The page is sequenced so the team can review the foundation first, then expand into the systems that run and grow the business.

At a glance

Start with the foundation. Add systems as the business is ready.

Recommended first scope: Modules 1 + 2 minimum. Module 3 should follow closely once tracking and CRM are ready.
Read one layer at a timeStart with the four module cards. Open only the module you are discussing in that meeting.
Every item has a jobThe deliverables are not decorations. Each one captures leads, improves follow-up, increases visibility or reduces operational leakage.

Module 1

The Website

The working website: lead generation, product catalogue, forms, WhatsApp routing, SEO and analytics foundation.

What this means in plain language

The website is not just a prettier version of the old site. It becomes the place where buyers can see fabrics, filter the catalogue, shortlist products, ask for samples, contact on WhatsApp, and enter the business as trackable leads. This module creates the foundation that every sales and marketing system depends on.

Client decision for this module Confirm whether Phase 1 includes only the public website or also the product catalogue, forms, WhatsApp Business API, SEO, analytics and legal setup. A basic website without these systems will look better, but it will not fix lead handling.
11Core page designs
200+Products migrated
38+Category pages
90+Mobile speed target
Website DesignHomepage, catalogue, category, product, enquiry, about, FAQ and design system

The design work defines how the business will be judged before a buyer calls. It covers the public-facing pages, catalogue experience, trust signals, product detail flow and reusable component system so the site can grow without becoming inconsistent.

Homepage designHero, category grid, trust strip, how-to-order section, testimonials, FAQ and final CTA for desktop and mobile.
Catalogue designProduct grid, faceted filters, shortlist bar, grid/list toggle and mobile filter flow.
Category templateOne SEO-ready category layout that can scale across 38+ fabric categories.
Product detail templateImage gallery, price range, MOQ badge, specs table, shortlist, WhatsApp CTA, related products and sample request.
Trust pagesAbout/profile, testimonials, FAQ, footer, legal links and franchisee page if applicable.
Design systemColors, typography, spacing, buttons, form states, component rules, favicon and app icon.
Website DevelopmentWordPress, WooCommerce, responsive build, performance and security

Development turns the approved design into a stable WordPress and WooCommerce website that is fast, secure and easy to manage. It includes the technical pieces that buyers never see but that protect speed, trust and future maintenance.

WordPress setupClean installation, SSL, staging environment and WooCommerce-compatible foundation.
Theme buildDesign system applied to a maintainable starter theme with responsive templates.
NavigationLogo, category menu, desktop mega menu, mobile hamburger, sticky WhatsApp and footer links.
PerformanceImage compression, lazy loading, CDN and Core Web Vitals target of 90+ mobile PageSpeed.
SecuritySecurity headers, login protection and daily automated backup configuration.
QACustom 404 pages, breadcrumbs, Chrome/Safari/Firefox/Edge and mobile browser testing.
Product CatalogueStructured products, specs, images, shortlisting and stock status

The catalogue is where the current site is weakest. Buyers need to inspect products quickly, compare specs, save options and ask about the exact fabrics they care about. This turns 200+ scattered products into a structured buying interface.

Product migrationAll 200+ products moved into WooCommerce with names, categories, descriptions, GSM, width and price ranges.
Category architecture38+ categories organized into parent/child structure with SEO-ready descriptions.
Image managementExisting product images imported and assigned. Prototype placeholders only where real photos are missing.
Specification tablesFabric type, GSM, width, pattern, finish, MOQ, price range and stock status on product pages.
ShortlistingBuyer can shortlist products, see a sticky count and send the list to WhatsApp in one formatted message.
Inventory signalsIn Stock, Low Stock and Under 10 Days Lead Time labels, plus related products and MOQ badges.
Filtering, Forms & WhatsAppWP Grid Builder, WS Forms Pro, shortlist flow and shared inbox

This is where the website stops being a brochure. Filters help buyers find the right fabric. Forms capture structured data. WhatsApp integration turns casual messages into trackable conversations the sales team can manage.

WP Grid BuilderFilters for fabric type, price range, color family, GSM, MOQ suitability and stock status with no page reload.
Search and sortingSearch product names, specs and descriptions. Sort by popular, price, newest and alphabetical.
WS Forms ProEnquiry, sample request, franchisee and shortlist-to-WhatsApp forms with validation and spam protection.
Contextual WhatsAppEvery product and page opens WhatsApp with a pre-filled message specific to that buyer’s context.
Shared team inboxWhatsApp Business API with multiple team members, routing, conversation tags and templates.
SLA and opt-outResponse timers, escalation notifications, business/off-hours replies and compliant broadcast opt-out.
SEO, Analytics & LegalSlimSEO, content, tracking, dashboards and compliance pages

SEO and analytics are included because traffic without measurement creates guesswork. The client should know which products attract buyers, which sources convert, and which pages need improvement.

Technical SEOSlimSEO, XML sitemap, robots.txt, canonical URLs, schema, Open Graph, Twitter Cards and Search Console.
SEO contentHomepage copy, 38+ category pages, 200+ product descriptions, title tags, meta descriptions and alt text.
Tracking stackGA4, GTM, Meta Pixel, Clarity, UTM standards and conversion verification.
DashboardsLooker Studio dashboard and weekly report template for traffic, top products, WhatsApp clicks and conversion.
Legal pagesPrivacy, terms, shipping, returns, sample policy, cookie banner and cookie policy for DPDP compliance.
TrainingAnalytics training so one internal person knows how to read and escalate performance issues.

Module 2

Sales Systems

Systems that capture every lead, route it properly, follow up on time and show management what is happening.

Why this matters after the website launches

A better website can create more enquiries, but enquiries still leak if they stay inside personal WhatsApp chats, are not assigned, are not followed up, or cannot be reviewed by management. This module creates the sales operating system behind the website.

Client decision for this module Decide whether the team is ready to move from informal lead handling to a shared CRM-backed workflow. This requires training and discipline, not just software setup.
7Pipeline stages
5Nurture sequences
2Training tracks
CRM SetupPlatform recommendation, pipeline, fields, scoring and routing

The CRM becomes the shared memory of the sales team. Every lead has an owner, source, status, history and next action. This prevents leads from disappearing after the first WhatsApp message.

CRM recommendationEvaluate Zoho, HubSpot, Freshsales or LeadSquared based on team size, process complexity and budget.
Pipeline stagesNew Enquiry, Qualified, Quoted, Sample Sent, Ordered, Repeat and Dormant with clear entry criteria.
Lead fieldsName, mobile, city, product interest, shortlisted fabrics, source, score, buyer type, owner, stage and notes.
Lead scoringAuto-score signals like MOQ mentioned, category specificity, city, shortlist count, WhatsApp source and repeat-buyer status.
Assignment rulesAuto-assign by product category, language or round-robin with override access for team lead.
Activity historyEvery message, call, note, stage change and follow-up visible on the contact timeline.
AutomationFollow-up, quote recovery, sample check-in and repeat-buyer loops

Automation is not meant to replace the sales team. It makes sure obvious follow-ups happen on time, so the team does not lose interested buyers because someone forgot to message them.

First follow-upTriggered 4 hours after a new lead if no response or action has happened.
Quote follow-upTriggered 48 hours after a quote is sent, with a 3-message sequence over 96 hours.
Post-sample check-inTriggered 14 days after sample dispatch to confirm receipt and invite order discussion.
Re-engagementTriggered after 60+ days of inactivity with a polite win-back and opt-out path.
Repeat buyer loopTriggered 45 days after delivery to encourage reorders and share relevant new arrivals.
Template libraryApproved WhatsApp templates for quote follow-up, dispatch, sample updates and new arrivals.
Broadcast & PerformanceSegmented WhatsApp broadcasts, dashboards and sales coaching

Management should be able to see who is responding fast, which sources produce orders, where quotes stall, and which salesperson needs coaching. Broadcasts also become targeted instead of one message to everyone.

Broadcast segmentationNew arrival and seasonal broadcasts segmented by buyer type, category history, location and engagement.
Broadcast analyticsTrack open rate, click rate and response rate by campaign so weak messages can be improved.
Leaderboard dashboardWeekly view of response time, conversion rate, leads managed, AOV and repeat orders by salesperson.
Individual dashboardEach salesperson sees their own funnel and conversion rate across stages.
Coaching scriptsObjection handling for price, MOQ and delivery, plus follow-up and closing message templates.
TrainingCRM training for sales team, admin training for management and quarterly sales refresh workshop.

Module 3

Growth Systems

The traffic and retargeting layer: search, social, email and ongoing SEO once the website and tracking foundation are reliable.

Why this should come after tracking is ready

Paid traffic can create enquiries quickly, but it becomes wasteful if the website cannot track WhatsApp clicks, shortlist actions, form submissions and product interest. This module should run after Module 1 measurement is working and Module 2 can handle the incoming leads.

Client decision for this module Confirm priority product categories, target geography and campaign sequencing.
3-5Ads per ad group
30dVisitor retargeting
4Quarterly SEO posts
Google AdsCategory campaigns, keywords, landing pages and conversion tracking

Google Ads targets buyers who are already searching for a fabric supplier. Campaigns should go to relevant category pages, not the homepage, so the buyer sees the fabric they searched for immediately.

Campaign structureOne campaign per category such as velvet, satin, cotton and georgette for cleaner performance review.
Keyword researchSupplier, wholesaler, manufacturer, Gujarat, Surat and MOQ-based search terms by category.
Ad groups and copyTight ad groups with 3-5 ad variations and responsive search ads for testing.
Landing pagesEach ad group mapped to a relevant catalogue or category page instead of generic traffic routing.
Tracking and UTMsWhatsApp clicks and form submits tracked as conversions with consistent UTM tagging.
OptimizationWeekly keyword review, negative keyword updates, bid changes and monthly performance report.
Meta & RetargetingProduct catalog, DPA, prospecting and warm-audience follow-up

Meta and Instagram are useful for showing fabric visuals and retargeting people who viewed products but did not enquire. The goal is not random posting; it is category-aware follow-up.

Business setupFacebook and Instagram profile optimization, Meta Business Manager and product catalogue setup.
Dynamic Product AdsRetarget visitors based on the fabrics they viewed or shortlisted.
ProspectingTarget textile shop owners, garment manufacturers and fashion designers in priority regions.
Creative strategyFabric close-ups, color variety, new arrivals, warehouse content and initial creative set.
Retargeting audiences30-day visitors, 14-day visitors, category viewers, shortlist abandoners and high-intent visitors.
Frequency controlMonitor ad frequency so warm prospects are reminded without becoming irritated.
Email & SEO OngoingMailchimp, welcome sequence, buyer guides and competitor monitoring

Email and ongoing SEO keep the business visible after launch. The content should answer buyer questions, support search rankings and bring previous prospects back when new stock arrives.

Email captureEmail field added to forms with clear opt-in and compliant consent language.
Mailchimp setupList, segments, tags, branding and welcome sequence configured.
Email sequencesWelcome, nurture, new arrivals, monthly newsletter and win-back campaigns.
SEO reportingMonthly report on organic traffic, rankings, impressions, indexed pages and clicks.
Content calendarQuarterly buyer guides such as GSM education and fabric selection guides.
Competitor monitoringTrack competitor rankings and refresh top product pages quarterly.

Module 4

Operational Systems

Everything after a lead becomes a customer. This module should be scoped after a factory visit because it depends on real team workflows.

Why this needs a factory visit

Inventory, order handling, accounting and staff workflows depend on how the business actually operates day to day. A factory visit is required so the system matches the team’s real process instead of forcing them into a generic software workflow.

Scoping rule: Module 4 should be finalized only after observing the current stock, order, accounting and staff process.
Inventory & OrdersStock database, sync, alerts, quote generator and dispatch tracking

Inventory and order systems answer basic questions fast: what do we have, what can we quote, when can it ship, and what has already been promised to a buyer.

Inventory recommendationEvaluate Zoho Inventory, WooCommerce inventory or a more integrated setup based on actual operations.
SKU databaseFabric type, variants, color, width, GSM, stock quantity, reorder point, cost and selling range.
Stock syncWebsite stock labels reflect inventory: In Stock, Low Stock or Under 10 Days.
Alerts and reportsLow stock WhatsApp alerts, supplier lead times, stock value, fast movers, slow movers and dead stock.
Order workflowEnquiry Received, Quote Sent, Order Confirmed, Payment Received, Processing, Dispatched and Delivered.
Quote and dispatchGenerate formatted quotes, track stale quotes, add courier details and send delivery updates.
Finance & TeamInvoices, revenue reports, SOPs, onboarding and task management

Finance and team systems reduce dependency on memory. They document what has to happen, who owns it and how management checks whether it was done.

Accounting evaluationAssess current Tally or accounting setup and recommend invoice/payment integration options.
GST invoicingGenerate invoices from order data with customer details, quantities, rates, GST and total.
Payment and reportsPayment reconciliation, revenue by category, customer and salesperson, profitability and receivables.
Team onboardingCRM access, WhatsApp Business access, script library, training and first 30-day checklist.
SOP documentationHow to handle enquiries, quotes, samples, complaints, inventory updates and dispatch messages.
Task managementInternal system for product updates, dispatch notifications, follow-ups and non-conversation work.
RetentionRepeat prediction, VIP buyers, health score and complaint workflow

Retention systems help the business stop treating every order as a one-time event. Repeat buyers should be identified, supported and contacted before they drift away.

Repeat predictionUse order history and purchase frequency to predict when a buyer may reorder.
VIP buyer programIdentify top buyers and offer priority dispatch, dedicated support or early access to new arrivals.
Customer health scoreScore customers by recency, frequency and order value to identify at-risk buyers.
Referral programOptional structured incentive for existing buyers to refer new buyers.
Complaint workflowAcknowledge quality issues, investigate, resolve and record root cause to prevent repeat problems.
Post-delivery follow-upAutomatic check-in after delivery to improve repeat buying and capture product feedback.

Optional add-ons

Choose only if they support the confirmed business model.

Franchisee systemFranchisee inquiry form, dedicated CRM pipeline and optional portal for franchisees to place orders, track dispatch and view statements.
AI integrationOptional WhatsApp chatbot, AI product description workflow, AI sales coaching from conversations and AI analytics summaries.
Website expansionBlog, buyer education, case studies, video testimonials, virtual warehouse tour, wishlist, dealer portal and Hindi pages if needed later.

What happens next

A clean decision path.

  1. Proposal approvalConfirm which modules are in scope for Phase 1.
  2. Factory visitUnderstand current operations, team structure, process gaps and Module 4 requirements.
  3. Contract + kickoffFinalize responsibilities, timelines, assets and access.
  4. Prototype reviewReview website prototype, real assets, WhatsApp number and launch details.
  5. Testing, training and handoverQA all flows, train team and document the operating system.