LETTER MANAGEMENT & BILLING SOFTWARE

Letter
Management
Billing Software

Simplify letter registration, document management, inward and outward correspondence, dispatch tracking, billing and staff coordination. Manage letter records efficiently with dedicated access for Super Admin, Admin and Staff.

Web App
Letter Records
Inward / Outward
Billing
Centralized Records
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FLEXIBLE & TRANSPARENT PRICING

Choose a Plan for Your Organization

Basic Letter Management

For small offices and organizations

Organize letter entries, document references, inward and outward correspondence, dispatch details and basic billing records in one centralized system.
One-time plan price
₹12,000
Lifetime Use
What's Included
  • Letter Registration Maintain incoming and outgoing letter details.
  • Document Records Organize letter references, dates and subjects.
  • Dispatch Tracking Record dispatch methods and tracking references.
  • Basic Billing & Reports Maintain billing entries and review basic records.
Renewal Charges ₹6,000 per branch / per year
For everyday office correspondence Keep letter records organized and accessible.
Get a Custom Quote
RECOMMENDED PLAN

Advanced Management

For offices with multiple users

Coordinate Super Admin, Admin and Staff accounts with organized correspondence, document references, follow-up status, billing and reporting workflows.
Multi-User Role-Based Access Separate responsibilities for your team
One-time plan price
₹24,000
Lifetime Use
What's Included
  • Super Admin, Admin & Staff Manage users and their assigned permissions.
  • Inward / Outward Registers Track incoming and outgoing letters in one place.
  • Follow-Up & Status Tracking Monitor letter progress, pending actions and responses.
  • Billing & Reports Manage billing records and generate useful summaries.
Renewal Charges ₹6,000 per branch / per year
Get a Custom Quote
SMART DOCUMENT WORKFLOW

Everything You Need
In One Software

Manage letters, correspondence, dispatch details, document records, billing and user responsibilities through a centralized system.

01

Inward Letter Management

Register incoming letters with reference numbers, received dates, sender details, subjects and assigned departments.

02

Outward Letter Management

Record outgoing letters, recipients, dispatch dates, reference numbers and delivery details.

03

Document Management

Organize letter information, subjects, document references and related files where file storage is enabled.

04

Reference Number Tracking

Use reference numbers to locate correspondence and identify the relevant letter record quickly.

05

Dispatch Management

Maintain dispatch methods, postal or courier details, tracking references and delivery status.

06

Follow-Up & Pending Actions

Track letters that require a reply, approval, additional documents or further action.

07

Billing & Payment Records

Maintain invoices, service charges, payment entries and outstanding balances relevant to your workflow.

08

Reports & Register Summaries

Review inward and outward letter records, dispatch activity, pending correspondence and billing summaries.

09

Role-Based User Access

Separate responsibilities for Super Admin, Admin and Staff so each user can access the functions assigned to them.

All Your Letter Records in One Place

Keep correspondence, dispatch information, follow-ups and billing organized with a streamlined office workflow.

Request a Demo →

How It Works

Follow a consistent process from receiving a letter to tracking its response and closing the record.

01

Register Letter

Enter the letter details
and reference number

02

Assign Responsibility

Assign the record
to the relevant user

03

Track Progress

Monitor status
and pending actions

04

Dispatch / Respond

Record outgoing details
or response information

05

Close & Report

Update final status
and review records

USER MANAGEMENT

Dedicated Access for Every Team Member

Super Admin

Super Admin

Oversee the complete system, user accounts, access permissions, configurations and overall reporting.

Admin

Admin

Manage letter registers, document details, assignments, dispatch records, billing and daily office operations.

Staff

Staff

Access assigned letter records, update permitted details, follow up on pending work and maintain task status.

User Roles & Responsibilities

Super Admin

Purpose

Oversee the letter management system, configure user access and monitor overall office records.

Main Responsibilities

  • Manage organization details and system settings.
  • Create and manage Admin and Staff accounts.
  • Assign access permissions according to responsibilities.
  • Configure letter categories and record settings.
  • Review inward and outward correspondence registers.
  • Monitor pending letters, follow-ups and dispatch activity.
  • Review billing records and management reports.
  • Oversee overall system usage and data organization.

Typical Workflow

  1. 1Log in to the Super Admin dashboard.
  2. 2Configure organization details and system settings.
  3. 3Create Admin and Staff accounts.
  4. 4Assign permissions and responsibilities.
  5. 5Review letter registers and pending correspondence.
  6. 6Monitor billing and overall reports.

Admin

Purpose

Manage daily correspondence, letter assignments, dispatch entries, billing records and office workflows.

Main Responsibilities

  • Register incoming letters and assign reference numbers.
  • Record outgoing letters and dispatch information.
  • Maintain sender, recipient, subject and date details.
  • Assign letters to relevant staff members.
  • Update letter status and follow-up information.
  • Maintain permitted document and attachment records.
  • Manage billing entries and payment details where authorized.
  • Review daily registers and pending correspondence.

Typical Workflow

  1. 1Open the Admin dashboard.
  2. 2Register incoming or outgoing correspondence.
  3. 3Assign the letter to the relevant staff member.
  4. 4Update follow-up and dispatch information.
  5. 5Record permitted billing and payment details.
  6. 6Review pending letters and daily records.

Staff

Purpose

Handle assigned correspondence and update letter progress according to the permissions provided by Admin.

Main Responsibilities

  • View letters assigned to them.
  • Update permitted letter details and progress.
  • Track pending actions and response requirements.
  • Record permitted follow-up notes.
  • Assist with preparing outgoing correspondence.
  • Update dispatch or delivery information where authorized.
  • Notify Admin about pending or completed tasks.
  • Access only the records allowed by their assigned role.

Typical Workflow

  1. 1Log in using the assigned staff account.
  2. 2Review assigned letters and tasks.
  3. 3Review the required action or response.
  4. 4Update permitted status and follow-up details.
  5. 5Complete the assigned task.
  6. 6Inform Admin of progress or completion.

Keep Your Office Correspondence Organized

Manage letter records, inward and outward registers, dispatch references,
pending actions and billing information in one place.

Inward Letters

Incoming Register

Outward Letters

Dispatch Register

Document Records

Organized Information

Billing

Payment Records

Multi-User Access

Role-Based Permissions

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