Role - UX/UI Designer
Timeline - 2 months
Tools - Figma, FigJam
Project Scope - Desktop App
Industry - IT Rental Services
Collaboration - Team (2 Designers)
CASE STUDY
Guru Gowtham Infotech – IT Rental Operations Platform
Project use case
Guru Gowtham Infotech, a real IT rental company, approached InnogenX directly for a full operations platform to run their rental business — not a single tracking tool, but a system spanning Procurement, Inventory, CRM, and Operations, with a Masters section underneath holding the setup data everything else runs on. I worked on this with one junior designer, with input from the CEO, over about two months.
Problem Statement
Before this, the business ran on Excel spreadsheets — hard to track products and details, and managing the day-to-day operation was the real problem. Procurement, inventory, sales leads, and delivery all needed to live in one connected system instead of scattered sheets, with role-based access so admin and staff each see what's relevant to them.
- No structured way to track products, stock, or rental status across the business.
- No visibility into procurement, sales leads, or delivery status in one place.
- No role-based access — anyone with the spreadsheet could see or change everything.
- Accounting and quotations depended on manual entry, prone to error.
Goals
- Fewer accounting errors and faster quotations.
- Better visibility into what's rented out, to whom, and its current status.
- Role-based access so admin and staff each see only what's relevant to them.
- Staff tracking and performance visibility across the operation.
Process
Four connected pillars — Procurement, Inventory, CRM, and Operations — designed to work as one system rather than four separate tools.
Define
Understood from the client that spreadsheets couldn't handle a growing rental operation, and that procurement, inventory, sales, and delivery needed to work as one connected system.
Research
Worked from the client's actual Excel-based records rather than starting from assumptions, and built the structure from what the client described rather than referencing other rental tools.
Ideate
Mapped how a request moves from procurement through inventory to a client order, and back out again as a delivery, invoice, and service record.
Prototype & Testing
Reviewed with the CEO throughout rather than after a full build, since CRM and the Masters/setup-data structure were new territory for both designers on the project.
Visual Design
Skipped low-fidelity and went straight into high-fidelity Figma alongside a junior designer — I led visual design, user flow, and prototyping in full, with the remaining screens split between us. Around 250 screens in total, 55–60 of them main screens.
Structure
Split the system into four core areas — Procurement, Inventory, CRM, Operations — plus a Masters section holding the setup data (roles, departments, locations, tax rules, checklists) the rest of the system runs on.
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Research
Worked directly from the client's existing Excel records rather than starting from assumptions — seeing what they were already tracking, and where it broke down, shaped the structure more than any outside reference did. No other rental or inventory-management tools were studied; the four-pillar structure (Procurement, Inventory, CRM, Operations) came from mapping the client's actual process, not a competitor's product.
Challenges
CRM and Masters were new territory. This was the first time designing CRM functionality — deciding what a lead pipeline should even look like — and the first time working with a Masters-style setup-data structure, where admin-defined data feeds into everything else in the system. Both took some working through before they clicked.
Keeping four systems feeling like one. Procurement, Inventory, CRM, and Operations each have their own data and their own users, but needed to read as one connected platform rather than four bolted-together tools — a request moving from a purchase order through inventory into a client order, delivery, and invoice.
Splitting the work cleanly. With two designers on one system, ownership of visual design, user flow, and prototyping stayed with me in full, while the remaining screens were split with shared input on the underlying ideas — important for keeping around 250 screens consistent across two people.
Competitor Analysis
No formal competitor analysis here — the client's own process, and where their spreadsheets fell short, was the real reference point. This wasn't a category with an obvious product to benchmark against; the system is built specifically around how Guru Gowtham Infotech runs its rental operation.
Outcome
The platform is live and in use — both the design and development sides are complete. The project ran smoothly from start to finish, without the direction changes that come up on some client work.
Working across four connected business functions, rather than a single flow, was the real growth here — getting comfortable with a domain not designed for before (CRM, setup/config data), and figuring out how two designers keep 250 screens consistent without stepping on each other.
User Flow
A request starts in Procurement — RFQ, purchase order, receiving — and the item flows into Inventory as stock. From there, CRM handles the client side: contacts, leads, and quotations that turn into orders. Operations closes the loop with delivery challans, invoices, GRNs, and service records, so the same product can be tracked end-to-end from purchase through to client delivery.
Final Design
The final platform is organized around four connected areas. Procurement manages suppliers, requests for quotation, and purchase orders through to receiving stock. Inventory tracks products down to individual items, assets, and variants, organized by brand, category, and stock location. CRM covers contacts, leads, and quotations that convert into client orders. Operations closes the loop — delivery challans, invoices, GRNs, service records, and a client journey view showing where a given client stands across the whole process.
Underneath all four sits Masters — the setup data (roles, departments, locations, tax rules, checklists, service statuses) the rest of the system is built on, with role-based access so admin and staff each see only what's relevant to their part of the operation.
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