Cold Room Management & Construction Tracking System
A contractor building and maintaining cold storage rooms for agricultural clients was running every project — quotation, material issue, site progress, labour and billing — across shared spreadsheets and a WhatsApp group. CRMCTS is the system that replaced all of it.
- Client
- Agro & Cold-Chain Contractor
- Region
- India
- Discipline
- Enterprise Systems
- Dashboard
- Sites
- Stages
- Materials
- Labour
- Billing
- Reports
Interface recreated from the delivered system. Client data is illustrative and non-identifying.
The problem
Cold room construction is a long-tail job: a single build runs across procurement, fabrication, site work, insulation, machinery commissioning and handover, often for months, often at a site nobody from the office visits that week.
Every one of those stages was tracked somewhere different. Material issue lived in one spreadsheet, labour attendance in another, and actual site progress lived in photos posted to a WhatsApp group. Nothing reconciled.
- No single answer to "what stage is site 14 at, and what has it cost so far?"
- Material issued against a site was recorded after the fact, if at all — so stock on paper and stock in the yard diverged constantly.
- Client billing was reconstructed at month end from memory and chat history, which meant delayed invoices and disputed line items.
- Only the owner had the full picture, which made them the bottleneck for every decision.
The approach
We started from the physical process rather than the software. Two days of shadowing produced a stage model that site engineers recognised — because it was theirs, not an ERP vendor's idea of construction.
That stage model became the spine of the data design: every material movement, labour entry, expense and progress update hangs off a specific stage of a specific site, which is what makes costing fall out of the system for free instead of being a separate exercise.
- Mapped the real build lifecycle into named, ordered stages with defined entry/exit conditions.
- Modelled sites, stages, materials, labour and expenses as one relational graph rather than parallel logs.
- Designed field entry for a phone on a construction site — few taps, works on bad signal, no desktop-first forms.
- Phased the rollout so the office team moved over first, then site engineers, so no one had to learn everything at once.
What we built
A single operational system covering the build from quotation to handover, with a role-appropriate view for each person who touches it.
- Site and project registry with stage-wise progress, planned vs actual dates, and a full activity timeline per site.
- Material master and stock ledger, with issue-to-site transactions that move stock the moment they are recorded.
- Cold room specification module — dimensions, insulation spec, machinery selection — carried from quotation through to commissioning.
- Labour and expense capture against a site stage, so job costing is a query rather than a month-end reconstruction.
- Role-based access: owner, office admin, store keeper and site engineer each see and can edit only what their role owns.
- Client-facing progress summaries and costed reports exportable to PDF and Excel.
- Mobile-first site update flow with photo attachments against the specific stage they document.
Tech stack
Frontend
Backend
Data
Infra
Outcome
Site status and site cost now come from the same record, so the question that used to take a round of phone calls is a page load.
- One system of record for every active build — no parallel spreadsheets left in the loop.
- Stock on paper matches stock in the yard, because issuing material to a site is the same action as recording it.
- Invoices are raised from recorded stage completion instead of reconstructed at month end.
- Site engineers update from the field, which removed the owner as the single point of truth.
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