Contact person: Offline-Capable Web Billing System

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Location: Hyderabad, India

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"Web-Based Ambulance Billing System — Project Scope Document

Purpose: To develop a clean, responsive web-based billing application for SVIMS ambulance operations that also works offline.


Required Modules and Features
1. Login System
Roles: Super Admin, Sub Admin


Super Admin can:


Add/manage staff, vehicles


Cancel or reprint bills


Export reports


Configure charges


Sub Admin can:


Generate and print bills only



2. Wizard-Style Billing Flow
Each billing input is shown screen-by-screen (one field per page with large font for better visibility). Inputs include:
Patient Name


SVIMS Patient ID


Address


Attendant Mobile Number


Vehicle Number (dropdown)


Type of Ambulance:


PTA / BLS / ALS / Neonatal / Running Freezer


Driver (dropdown)


Paramedic (dropdown)


Drop Location


Start KM (before trip)


End KM (post drop)


Distance auto-calculated (Up & Down)


Remarks


Estimated Bill Generation for advance payment


Collect 50% advance amount, rest payable at drop location


Final bill shows full details with note:
“This is a digitally generated bill. No signature required.”



3. Billing Calculation Logic
First 20 km: Minimum Base Charge


After 20 km: Per KM Rate (both values configurable)


Additional Requests (Tick & enter custom amount)


Extra Driver


Extra Paramedic


Extra Manpower


Doctor


At-home Freezer Box


Rates selectable per km or per trip



4. Invoice Output
A5 Landscape (Auto-duplex, one page front + Terms on back)


PDF Generated with:


Logo


Three copies: Original / SVIMS Copy / File Copy


HSN Code (999315) and GST % (0%) only shown near service line


Final amount in words and numbers


Notes on advance, balance, and vehicle return policy


Auto-saved to dated folders with proper naming



5. Terms & Conditions (Back Side of Print)
Charges are calculated based on Odometer Reading (not Google Maps).
Final amount may vary if KM exceeds estimate.
Additional charges for manpower, doctor, or freezer box are billable.
50% advance required. Balance must be paid upon trip completion.
This is a computer-generated bill; no physical signature required.
M/s Tirupati Ambulance is not responsible for any extra amount voluntarily given to drivers/staff. We neither encourage nor recommend such actions.
Charges are applicable only till one destination.
Change of Destination will attract new bill.
All disputes subject to Tirupati jurisdiction
Any person(s) will not be allowed to travel on a return trip after dropping paitent
Service is strictly for Transport of Patients / deceased person only.
After starting of trip if it is cancelled by any condition, the total bill amount has to be paid.
This booking does not ensure a rerun trip at any cost.



6. Reports & Dashboard
Daily Billing Summary


Staff/Vehicle Utilization Logs


Cancelled Bill Logs


Estimated vs Final Bill Differences



7. Excel Export
Daily log auto-generated:
Format: C:/SVIMS/BILLING/{Month Name}/[login to view URL]


Inside each date folder: one Excel file + PDFs subfolder



8. Offline + Online Mode
System must work offline in case of internet failure.


Sync with online server when internet is available.



9. WhatsApp Integration
Button to manually send PDF to attendant's mobile via WhatsApp Web


Whats app to be scanned manually by the operator



Technology Stack
Frontend: HTML/CSS/JavaScript (Bootstrap/Responsive)


Backend: Python (Flask or FastAPI preferred)


Database: SQLite (local) with optional sync to cloud


PDF: fpdf2


Excel: openpyxl


Packaging: PyInstaller for offline EXE (if needed for fallback)


Hosting (optional): Local server or intranet-based deployment



Timelines
Project Completion Required in: 5 Days


Including: UI design, billing logic, PDF, Excel, user roles, basic dashboard



Additional Notes
A minimal CRM is already available, but its billing system is not sufficient.


The new system should focus on clean large font UI and screen-by-screen wizard input for better staff usability." (client-provided description)