Use cases

What one system changes, industry by industry.

Deployed projects and implementations, described by industry rather than by company name. Each one shows the starting point, what the system took over, what stayed outside, and how long it took. Pick the industry closest to yours.

14use cases
13industries
4deployed by Mobinea
3–12weeks to first go-live
What changed Deployed
Leisure & hospitality 1 pipeline venue bookings and B2B sales

A UK outdoor leisure venue that also manufactures its slope surface for other venues. Two kinds of customers, one inbox, no follow-up system.

EU-hostedown instance, own data
8stages
Read the case
Deployed by Mobinea Implementation (ERPNext project)
Leisure & hospitality Deployed

Leisure centre with its own production line: one CRM for every enquiry

A UK outdoor leisure venue that also manufactures its slope surface for other venues. Two kinds of customers, one inbox, no follow-up system.

1 pipelinevenue bookings and B2B sales
EU-hostedown instance, own data
Read the case
Leisure & hospitality Deployed

Leisure venue: bookings, waivers, vouchers, rentals and parties in one system, with far less work at reception

Sessions, lessons, equipment hire, parties, café and bar on one customer account. Guests book and rebook themselves, sign waivers before they arrive, and promotions run on the data the venue already has.

Minutesto book or move a session, by the guest
Receptionfreed from the phone queue
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Services · Public relations Deployed

PR agency: project settlement cut from two man-days to two hours

Hours pulled from external time trackers into one settlement per client, plus a register of company equipment and the test devices lent out to media.

2 MD → 2 hmonth-end project settlement
Every devicetest equipment with a return date
Read the case
IT services · Cybersecurity Deployed

Cybersecurity company: a full Discovery, a clickable PoC, and an in-house team that deployed the system itself

We mapped how the company really works, built a working proof of concept on its data, then supported the client's own developers while they implemented and rolled out the system.

1map of the whole company
In-houseteam ran the implementation
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Energy · Photovoltaics Implementation

Photovoltaic installer: from lead to installed system and service call in one flow

Leads from portals and partners, quotes with components and grant lines, crews and stock per job, warranty tickets after handover.

1 recordper customer, lead to service
Marginvisible per installation
Read the case
Manufacturing · Food & drink Implementation

Food & drink producer, team of ten: recipes, batches and traceability without the spreadsheets

Recipes as bills of materials, batch and expiry on every lot, Shopify and wholesale orders in one queue, audit answers in minutes.

~10people
8 weeksto go-live
Read the case
Manufacturing · Pharma & cosmetics Implementation

Pharma & cosmetics contract manufacturer: formulations, batch records and QC in one system

Versioned formulations, electronic batch records, quarantine and release by status, customer-specific specs and full genealogy for every batch.

Batchgenealogy end to end
QChold and release by status
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Manufacturing · Furniture, windows & doors Implementation

Furniture, windows & doors maker: configure, quote, produce and install from one order

Configurable items, quotes with pricing rules, a bill of materials and cutting list per order, deposits and installation crews scheduled from the same record.

Per orderBOM and cutting list
Depositstracked per order
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Manufacturing · Upholstered furniture Implementation

Upholstered furniture manufacturer: over 100 hours of manual work a month recovered

From scattered spreadsheets to one system for production, B2B sales and 23 distributors with their own portal.

100–120 hrecovered per month
9 monthspayback
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Wholesale · Building materials Implementation

Building materials wholesaler: 10,000+ SKUs, 4 warehouses, no more licence fees

Migration from a running ERP with no interruption to sales: tiered B2B price lists, 450 discount agreements, warehouse locations and transport integration.

~PLN 50ka year in licence fees, gone
12 weeksto go-live
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Trade · Export Implementation

Furniture exporter: three days shorter order cycle, 120 hours a month saved

Multi-currency sales, stock in four locations, customs documents and courier integrations for a 20-person exporter to Western markets.

120 hsaved per month
3 daysshorter order cycle
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IT services · Hosting Implementation

Hosting and managed services provider: 60% faster response, 95% SLA compliance

Tickets with SLA and escalations, automatic tickets from monitoring alerts, recurring invoicing and a client portal for 200+ customers.

60%faster response
95%SLA met
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Services · Insurance Implementation

Insurance broker: 85% more policy renewals, no deadline missed

Central client and policy base, automatic renewal reminders, commission reports and a timeline of every contact for 15 agents.

85%more renewals
4 monthsto go-live and payback
Read the case
Professional services · Law & consulting Implementation

Law firm or consultancy: every hour recorded, every hour invoiced

Matters as projects, timesheets with individual rates, client statements and invoices generated from recorded time, profitability per matter and per person.

0unbilled hours lost
1 clickstatement to invoice
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All use cases
Leisure & hospitality Deployed Conversational CRM · Open Mercato · Frappe CRM

A leisure centre that also runs a production line: one CRM for every enquiry.

Conversational CRM for an outdoor leisure venue in the UK that manufactures its own slope surface and sells it to other venues. Enquiries, quotes and follow-ups in one place, with an assistant you can simply talk to.

TeamSmall venue team + workshop
TimelineCRM live in weeks, ERP as next stage
HostingOwn instance, EU data centre

At a glance

1 inbox

Web forms, e-mail and phone notes land in one pipeline

8 stages

From qualification to won or stalled, shared by venue and workshop sales

2 customer types

Visitors, schools and groups on one side, B2B venues buying matting on the other

0 licence fees

Open-source platform, hosted on the company's own instance

Starting point

The venue sells sessions, lessons, group bookings and events to schools, clubs and companies. Alongside it runs a workshop that makes the slope matting and sells it to other leisure operators. Enquiries arrived by e-mail, phone and website forms; who had promised what to whom lived in people's heads. Both kinds of customer shared one mailbox.

What slowed the company down

  • Enquiries spread across a shared mailbox, personal inboxes and paper notes
  • No shared view of which group bookings or matting quotes were waiting for an answer
  • Follow-ups depended on memory, so quiet deals went quiet for good
  • Two very different sales motions (consumer bookings vs. B2B equipment) mixed together
  • Updating a classic CRM felt like a chore, so it would not have been kept up to date

What the system does now

  • Conversational CRM tell it what happened after a call, ask what needs chasing today; records get updated from the conversation
  • E-mail channel the mailbox connected to the CRM; inbound mail matched to contacts, organisations and deals
  • One pipeline, two lanes venue bookings and matting sales share stages but are filtered and reported separately
  • Organisations & contacts schools, clubs, companies and partner venues imported from existing lists
  • Tasks & reminders follow-up dates on every deal, daily list of what is due
  • Own instance deployed on a dedicated server in an EU data centre, backups included

Standard

  • Contacts, organisations, deals and pipeline
  • E-mail channel (IMAP/SMTP)
  • Tasks, notes and reminders
  • Reports on open and stalled deals

Configured or built

  • Pipeline stages shaped around bookings and equipment sales
  • Separate views and reports for the two customer types
  • Assistant playbooks: what to ask, what to update, what to draft
  • Import and clean-up of existing contact lists

Integrations

  • Company mailbox (IMAP/SMTP)
  • Website enquiry forms
  • Calendar for follow-up tasks

What this stage does not cover

  • Bookings and tillsthe venue's booking and till systems stay as they are; the CRM handles enquiries and relationships, not ticket sales
  • ERP comes nextquotes, orders, production planning, stock and invoicing for the matting business are scoped as the next stage, with UK grant funding for small manufacturers explored for it

How it was delivered

  1. Week 1

    Discovery

    How enquiries arrive, who answers them, what a good follow-up looks like for groups vs. venues

  2. Weeks 2–3

    Instance and data

    Dedicated instance, mailbox connected, contacts and organisations imported, pipeline configured

  3. Week 4

    Training and go-live

    Short sessions with the team; the assistant used on real enquiries from day one

  4. Ongoing

    Next stage

    ERP scoping for the manufacturing side: quotes, orders, production and invoicing on the same data

Running a venue, a club or a service business with a sales side? Let's look at your enquiries flow.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
Leisure & hospitality Deployed Online booking · Waivers · Vouchers · Rentals · Food & drink · Parties

Leisure venue: every booking, waiver, voucher and party in one system.

Deployed for an activity venue with a seasonal peak and a small reception team: sessions and lessons, equipment rental, birthday parties and groups, waivers, vouchers and gift cards, café, bar and shop, on one account per guest or family.

Venue sizeSmall reception team, one site, strong seasonal peaks
TimelineOnline booking live first, the rest in stages over ~3 months
ScopeBooking, waivers, vouchers, rentals, parties, food & drink, promotions

What changes for the venue

Minutes not phone calls

A guest books, pays, signs the waiver and later moves the slot from their phone, without calling reception

1 account per family

Parents, children, memberships, waivers, vouchers and past visits on one record

0 re-keying

Rental, party add-ons, café and bar land on the same booking and the same bill

Targeted promotions

Off-peak offers, lapsed-guest campaigns and birthday reminders driven by real booking data

Starting point

Sessions are sold through a booking widget, parties by e-mail and phone, equipment hire at the desk, waivers on paper or in a separate app, vouchers in a spreadsheet. Reception spends most of the day moving bookings, re-issuing vouchers and chasing missing waivers. Marketing sends the same newsletter to everyone because nobody can tell who has not been back since last winter.

What slowed the company down

  • Every change to a booking goes through reception: a phone call, a search, a manual refund or re-book
  • Waivers signed on paper or in a separate tool; group arrivals held at the desk while staff check who has signed
  • Vouchers and gift cards tracked in a spreadsheet; double redemptions and expired codes go unnoticed
  • Parties and group bookings assembled by e-mail: room, slots, food, instructors and deposits in different places
  • Rental equipment issued and returned from memory; no link between a booking and the kit handed out
  • Café, bar and shop on a separate till, so the venue never sees spend per guest or per visit
  • Promotions sent to the whole list, with no way to target off-peak slots or guests who have lapsed

What the system does now

  • Online booking sessions, lessons, courses and time slots with live capacity; the guest books, pays and receives tickets without reception
  • Self-service changes guests move, cancel or upgrade a booking themselves within the venue's rules; refunds and credits follow automatically
  • Family accounts one account for a parent with children, memberships and consents; a booking for the whole family in one go
  • Digital waivers signed at booking or from a link before arrival, valid for a set period, checked automatically at check-in
  • Vouchers & gift cards issued online or at the desk, redeemable across sessions, rentals and food; balance and expiry tracked per code
  • Equipment rental kit sizes and quantities reserved with the session, issued and returned against the booking, damage and deposits recorded
  • Parties & groups a package picks the room, slots, instructors, food and add-ons; deposit, guest list and waivers collected from the organiser's link
  • Café, bar & shop one till connected to the guest account: tabs for parties, meal deals in packages, spend visible per visit
  • Promotions off-peak pricing, early-bird and last-minute offers, lapsed-guest and birthday campaigns driven from booking history
  • Front desk view today's arrivals, who has signed, what kit to prepare, which parties are in which room

Standard

  • Session, course and slot booking with capacity
  • Online payment, refunds and credits
  • Customer and family accounts
  • Vouchers and gift cards
  • Point of sale for café, bar and shop
  • Reports: occupancy, revenue per slot, spend per guest

Configured or built

  • Venue rules for self-service changes (cut-off times, fees, credits)
  • Waiver templates per activity with age and guardian logic
  • Party and group packages with room and instructor allocation
  • Rental kit matrix (sizes, quantities) tied to sessions
  • Promotion rules for off-peak and lapsed guests

Integrations

  • Website booking widget
  • Card payments and online payment gateway
  • E-mail and SMS for confirmations, reminders and campaigns
  • Accounting export
  • Access control or turnstiles where the venue has them

What stays outside

  • Staff rota and payrollinstructor availability is used for scheduling; shifts and pay stay in the venue's HR or payroll tool
  • Accounting ledgerthe system issues receipts and invoices and exports daily takings; the books stay with the accountant
  • Lift or ride controlslope lifts, ride systems and safety equipment are not controlled by the booking system

How it was delivered

  1. Weeks 1–2

    Discovery

    Session types, capacity rules, party packages, waiver wording, how vouchers and rentals work today

  2. Weeks 3–6

    Booking and waivers

    Online booking with payments, family accounts, digital waivers, front desk view; first sessions sold from the system

  3. Weeks 7–10

    Rentals, parties, food & drink

    Equipment matrix, party packages with deposits, café and bar till on the guest account, vouchers and gift cards

  4. Weeks 11–12

    Promotions and reporting

    Off-peak and lapsed-guest campaigns, occupancy and spend reports, training and full go-live

Running a venue where reception spends the day moving bookings? Let's look at how much of it the guest can do alone.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
Services · Public relations Deployed ERPNext · Projects · Time-tracking integrations · Assets

PR agency: project settlement cut from two man-days to two hours.

A 12-person agency running dozens of client projects at once: retainers, campaigns, launches. Consultants log time in external trackers, finance settles projects at month-end, and a cupboard full of test devices travels between journalists. One system now holds all of it.

Company size12 people, dozens of concurrent client projects
TimelineDelivered in stages, first month-end from the system within weeks
StackERPNext projects, invoicing, asset register, time-tracking connectors

What changed

2 MD → 2 h settlement

Month-end project settlement across all clients, previously two days of a project manager and finance

1 import

Hours from the external time-tracking tools land on the right project and rate automatically

Every test device

Which product is with which journalist, since when and when it is due back

Per client margin

Hours against retainer and campaign budgets visible during the month, not after it

Starting point

Consultants logged time in external trackers, each team in its own way. At month-end someone exported the hours, mapped them to clients and rates in spreadsheets, chased missing entries and prepared statements for invoicing: about two working days every month. Company laptops and cameras, and the test devices clients lend the agency for media reviews, were tracked in a shared sheet that was rarely up to date.

What slowed the company down

  • Hours in several external time-tracking tools, mapped to clients by hand
  • Two man-days of settlement work every month-end, with errors found by clients
  • Retainer overruns noticed only when the statement was prepared
  • Company equipment assigned to people by memory
  • Test devices lent to journalists and influencers with no due date and no history
  • Invoices retyped from statements

What the system does now

  • Projects per client and campaign retainer hours, campaign budgets, rates per consultant and per client
  • Time-tracking integration entries pulled from the external trackers, matched to projects and people; gaps flagged before month-end
  • Settlement in one run hours, rates and expenses per project; client statement and invoice generated from the same data
  • Budget alerts retainer and campaign budgets watched during the month
  • Asset register laptops, phones, cameras and licences assigned to employees, with service and return history
  • Test-equipment loans every device with serial number, borrower (journalist, outlet or employee), loan date, due date, reminders and condition on return
  • Dashboards utilisation per consultant, margin per client, open loans

Standard

  • Projects, tasks and budgets
  • Timesheets, rates and invoicing
  • Asset register with assignment history
  • Notifications and reports

Configured or built

  • Connectors to the external time-tracking tools
  • Settlement report and client statement in the agency's layout
  • Loan records for test equipment with due dates and reminders
  • Missing-hours check before month-end

Integrations

  • External time-tracking systems (API)
  • Accounting system
  • E-mail reminders for loans and budgets

What stayed outside

  • PR tools staymedia monitoring, press databases and reporting tools are not replaced; the system handles money, hours and things
  • Time is still logged elsewhereconsultants keep using the trackers they know; the integration moves the data, it does not change the habit
  • Payrolloutside the scope; utilisation and cost per person are reported, pay is not calculated

How it was delivered

  1. Weeks 1–2

    Discovery

    How projects are sold and settled, which trackers are in use, what a client statement must show, what equipment exists

  2. Weeks 3–5

    Projects and settlement

    Clients, projects, rates; time-tracking connectors; settlement report, statement and invoice formats; first month-end run in parallel

  3. Weeks 6–8

    Equipment

    Asset register, assignment to people, test-equipment loan records with reminders

  4. Week 9

    Go-live

    Month-end from the system only; dashboards for management

Settling projects from exported hours every month? Let's run one month-end together.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
IT services · Cybersecurity Deployed Frappe Framework · Discovery · Clickable PoC · Team enablement

Cybersecurity company: a full Discovery, a clickable PoC, and an in-house team that deployed the system itself.

A cybersecurity company with strong engineers and a clear wish to own its systems. Our job was not to deploy for them: it was to describe how the company works, prove the approach on a clickable proof of concept, and support their internal development team until the system was live.

Company sizeSecurity services company with an in-house development team
TimelineDiscovery, then PoC, then implementation by the client's team with our support
StackFrappe Framework; Discovery, PoC and review by us, build and rollout by the client's developers

At a glance

1 map

Processes, systems, data flows, roles and hand-offs of the whole company, written down and agreed

Clickable PoC

A working proof of concept on the company's own data, not a slide deck

In-house implementation

Configuration, customisation, data migration and rollout done by the client's own developers

0 dependency

The team that runs the system is the client's; we remain available, not required

Starting point

A growing security company: assessments, managed services, consulting. Excellent engineers, but no shared description of how the business ran: sales, engagements, subscriptions, support and invoicing lived in separate tools and in people's heads. The company wanted one system and wanted to own it, with its own developers doing the work, but had no ERP or CRM experience in-house.

What slowed the company down

  • No single, written description of how the company operates end to end
  • Sales, delivery, subscriptions, support and invoicing in separate tools
  • A strong requirement to own and run the system internally
  • Internal developers with capacity but no ERP or CRM implementation experience
  • Risk of building the wrong thing first without a prioritised backlog

What the system does now

  • Discovery workshops and interviews across sales, delivery, operations and finance; the output is a document describing how the company works: processes, systems, data, roles and exceptions
  • Use-case backlog what to build first, what to leave, with an estimate of effort and value for each item
  • Clickable PoC the first use case built on the company's real data so that the team could click through quote, engagement, delivery and invoicing before committing
  • Frappe Framework chosen in Discovery: open source, Python, a data model and UI the client's developers could extend themselves; architecture agreed before implementation started
  • Enablement pairing sessions, code and configuration reviews, weekly check-ins, answers within a day during the build
  • Rollout by the client's team configuration, customisations, data migration, training and go-live run internally

Standard

  • Discovery method and documentation templates
  • Frappe Framework: DocTypes, workflows, permissions, REST API
  • PoC scope limited to one end-to-end flow

Configured or built

  • Company-specific DocTypes and workflows built by the client's developers as a Frappe app, with our review
  • Integrations with the company's security tooling, designed together and built in-house

Integrations

  • Defined in Discovery and built by the client's team

What this engagement was and was not

  • We did not deploythe client's developers implemented and rolled out the system; our part was Discovery, the PoC, architecture and support
  • PoC by design narrowone end-to-end flow, enough to decide; it was not the finished system
  • Timeline depends on the internal teamthe implementation moved at the pace of the client's developers between other duties, which is the trade-off of owning the build

How it was delivered

  1. Weeks 1–3

    Discovery

    Workshops, interviews, system and data map; the 'how the company works' document and a prioritised backlog

  2. Weeks 4–7

    Clickable PoC

    First use case built on Frappe Framework with real data; decision to proceed and architecture agreed with the client's developers

  3. Months 3–6

    Implementation by the client's team

    Pairing, reviews and weekly check-ins while the internal team configures, customises, migrates data and rolls out

  4. Ongoing

    On call

    Questions answered and changes reviewed when the team asks; no retainer required

Have your own developers and want to own the system? Let's start with a Discovery and a PoC they can click through.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
Energy · Photovoltaics Implementation CRM · ERPNext · Helpdesk

Photovoltaic installer: from lead to installed system and service call, in one flow.

An implementation for PV and heat-pump installers with 15–40 people: sales, surveys, quotes, installation crews, stock of panels and inverters, and the service desk after handover, all on one record per customer.

Company size15–40 people, several install crews
TimelineCRM in 3–4 weeks, full scope in ~3 months
StackERPNext with CRM, projects, stock, helpdesk

What the system takes over

1 customer record

Lead, survey, quote, contract, installation and service in one place

5 pipeline stages

Enquiry, survey booked, quote sent, signed, scheduled

Per job stock & margin

Panels, inverter, storage and mounting reserved per installation; real margin per job

SLA service desk

Warranty and fault tickets with response times, fed by inverter alerts

Starting point

Leads come from the website, comparison portals, partner electricians and referrals. Quotes are built in spreadsheet templates, the installation calendar is a shared sheet, stock is counted at month-end and warranty claims arrive by e-mail. Nobody can say what a given installation actually earned.

What slowed the company down

  • Leads from several sources with no single owner and no follow-up discipline
  • Quotes rebuilt by hand; price list changes from distributors not reflected
  • Crews double-booked or waiting on site for a missing component
  • Subsidy and grant paperwork with deadlines tracked in e-mail
  • No view of margin per installation or conversion per lead source
  • Service after handover handled ad hoc, outside any system

What the system does now

  • CRM pipeline all lead sources in one list with owner, source and next step; survey booking as a stage
  • Quote templates components, labour, storage options and grant lines; payback summary printed on the quote
  • Project per installation tasks, documents, crew assignment and a shared calendar
  • Stock per job components reserved against the installation; purchase orders to distributors from shortages
  • Subcontractors crew invoices matched to jobs, so job cost is complete
  • Service desk tickets with SLA for faults and warranty, customer portal with documents and invoices
  • Reports margin per installation, conversion per source, open quotes by age

Standard

  • CRM, quotes and sales orders
  • Projects and tasks with calendar
  • Stock, reservations and purchasing
  • Invoicing and payments
  • Helpdesk with SLA and portal

Configured or built

  • Grant and subsidy checklist with deadline reminders
  • Roof survey form for mobile use
  • Inverter monitoring alert → service ticket
  • Partner commission statements

Integrations

  • Website forms and lead portals
  • Distributor price lists
  • Inverter monitoring API
  • Accounting system
  • E-signature for contracts

What stays outside

  • PV design softwarelayout and yield simulation stays in the specialist tool; its output is attached to the quote
  • Grid-operator portalsnotifications to the distribution network operator remain a manual step with a checklist
  • Accounting ledgerif the books are kept by an external accountant, ERPNext issues invoices and exports; it does not have to replace the ledger

How it was delivered

  1. Weeks 1–2

    Discovery

    Lead sources, quote structure, how crews are scheduled, what service looks like today

  2. Weeks 3–5

    CRM and quotes

    Pipeline, templates, price lists, first quotes sent from the system

  3. Weeks 6–9

    Projects, stock, purchasing

    Installation projects, component reservations, orders to distributors, subcontractor costs

  4. Weeks 10–12

    Service and portal

    Helpdesk, monitoring alerts, customer portal, training and go-live

Installing PV, heat pumps or storage? Let's map your lead-to-service flow.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
Manufacturing · Food & drink Implementation ERPNext · Shopify connector

Food & drink producer, team of ten: recipes, batches and traceability without the spreadsheets.

An implementation for a growing producer supplying retailers, wholesalers and its own web shop. Recipes, production batches, allergens, shelf life and orders in one system that a team of ten can actually run.

Company size~10 people, one production site
Timeline8 weeks to go-live
StackERPNext manufacturing, stock, quality, Shopify

What the system takes over

Recipe = BOM

Yields, losses and allergens defined once, costed automatically

Lot in and out

Batch number and expiry on every ingredient received and every pack shipped

1 order queue

Web shop, wholesale and retailer orders picked from the same list

Minutes to trace

One-up, one-down traceability for any batch, ready for audits

Starting point

A producer that has outgrown its first kitchen: a handful of retail listings, wholesale customers, an online shop and a new unit. Recipes live in spreadsheets, the production plan on a whiteboard, batch records on paper and stock is checked by eye. Audit preparation takes days.

What slowed the company down

  • Retailer order changes and web orders retyped into the production plan
  • Tracing a batch to its ingredients takes a day of paperwork
  • Ingredients expiring unnoticed; no first-expiry-first-out picking
  • Real cost per product unknown, so pricing is guesswork
  • Allergen declarations and labels maintained by hand
  • Audit evidence (BRCGS, SALSA, customer audits) assembled from folders

What the system does now

  • Item master with allergens attributes per ingredient roll up to finished products and spec sheets
  • Recipes as BOMs quantities, yield and expected loss; cost per unit updates with purchase prices
  • Work orders per batch batch numbers and expiry assigned at production, ingredients consumed by lot
  • FEFO stock pick by earliest expiry; alerts before ingredients go out of date
  • Quality inspections incoming goods, in-process checks and finished-goods release with templates
  • Orders in one queue Shopify orders arrive automatically; wholesale and retailer orders entered or imported
  • Dispatch delivery notes, labels and carrier booking from the sales order
  • Purchase planning material requests from the production plan versus stock on hand

Standard

  • BOMs, work orders, batches and expiry
  • Quality inspections
  • Stock with FEFO picking
  • Sales, purchasing, invoicing
  • Shopify connector

Configured or built

  • GS1 barcode and label print formats
  • Allergen matrix on product spec sheets
  • Retailer-specific delivery paperwork
  • Traceability report in audit layout

Integrations

  • Shopify web shop
  • Parcel and pallet carriers
  • Accounting system
  • Label printers
  • Weighing scales (optional)

What stays outside in phase one

  • HACCP documentationplans and procedures are attached as documents; the system records the checks, it does not author the plan
  • Retailer EDIorders from large retailers are imported from files first; full EDI is a later phase
  • Scheduling optimisationthe production plan is a list with dates and capacity, not an optimiser

How it was delivered

  1. Week 1

    Discovery

    Products, recipes, how orders arrive, what the auditors ask for

  2. Weeks 2–4

    Items, recipes, stock

    Item master with allergens, BOMs, warehouses, opening stock with batches

  3. Weeks 5–7

    Production and quality

    Work orders, batch records, inspections, labels

  4. Week 8

    Orders and go-live

    Shopify connected, wholesale orders, dispatch, training

Making food or drink and still planning on a whiteboard? Let's look at your recipes and orders.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
Manufacturing · Pharma & cosmetics Implementation ERPNext · Quality · Batch genealogy

Pharma & cosmetics contract manufacturer: formulations, batch records and QC in one system.

An implementation for contract manufacturers making products for several brand owners under GMP, ISO 22716 or BRCGS. Formulations, batch records, quality control, quarantine stock and customer-specific specifications on one data set.

Company size30–120 people, one or two sites
Timeline~12 weeks to go-live
StackERPNext manufacturing, quality, stock, documents

What the system takes over

Formulation → batch record

Every work order produces a batch record from the approved formulation version

QC hold / release

Stock moves between quarantine, released and rejected only through inspections

Per customer specs & artwork

Brand-owner specifications and artwork versions linked to the item

Full genealogy

Raw-material lots to finished batches and the customers that received them

Starting point

Several brand owners, hundreds of SKUs, formulations in protected spreadsheets, batch records on paper, QC results in a lab system or more spreadsheets, stock in a separate tool. Every audit, whether GMP, ISO 22716 or a customer's, means days of pulling records together.

What slowed the company down

  • Version control of formulations and artwork across customers
  • Lot genealogy from raw material to shipped batch assembled by hand
  • QC release not enforced by the stock system; released and quarantined goods side by side
  • Customer-owned materials and packaging tracked outside the stock ledger
  • Minimum order quantities and expiry of actives driving purchasing decisions blind
  • Pricing per customer and per batch size recalculated for every enquiry

What the system does now

  • Multi-level BOMs with versions formulation, bulk and packed product; versions approved before use
  • Electronic batch records work orders with operations, operator sign-off and consumed lots
  • Quality inspections parameters, limits and templates for incoming, in-process and release testing
  • Stock by status quarantine, released and rejected warehouses; transfers only via inspection results
  • Customer-owned stock brand-owner materials tracked separately with their own valuation
  • Quotes by batch size price tiers per customer and run size; certificates of analysis printed from results
  • Audit trail every change on every document recorded with user and time

Standard

  • BOM versions and routings
  • Quality inspections and templates
  • Batches, expiry and warehouses
  • Document attachments and audit trail
  • Purchasing and sales

Configured or built

  • Batch record print formats
  • Certificate of analysis templates
  • QA release approval workflow
  • Artwork version linking
  • Deviation and CAPA forms

Integrations

  • Lab instruments or LIMS (result import)
  • Label printers
  • Accounting system
  • Customer portals for specs and orders

What it is and is not

  • Not a validated eQMSERPNext records quality data and enforces release, but computer-system validation for GxP use is a separate project with its own documentation
  • Electronic signaturessign-offs are recorded with user and time; compliance with 21 CFR Part 11 or Annex 11 needs a dedicated assessment

How it was delivered

  1. Weeks 1–2

    Discovery and data model

    Products, formulations, QC flow, which documents auditors expect

  2. Weeks 3–6

    Items, BOMs, stock, QC

    Versioned formulations, warehouses by status, inspection templates, opening stock with lots

  3. Weeks 7–10

    Production and batch records

    Work orders, operations, sign-offs, batch record and CoA formats

  4. Weeks 11–12

    Reporting and go-live

    Genealogy and audit reports, customer specs, training

Making for brand owners under GMP or ISO 22716? Let's walk through one batch together.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

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All use cases
Manufacturing · Furniture, windows & doors Implementation ERPNext · Variants · Projects

Furniture, windows & doors maker: configure, quote, produce and install from one order.

An implementation for make-to-order manufacturers with 20–60 people selling to homeowners, developers and dealers. Every order is different; the system makes that normal instead of painful.

Company size20–60 people
Timeline~12 weeks to go-live
StackERPNext variants, BOM, production, projects, portal

What the system takes over

Configurable items

Dimensions, finishes, glazing and hardware as attributes with pricing rules

1 order → work orders

Sales order generates the BOM, cutting list and work orders by stage

Deposits per order

Advance payments, stage payments and balance tracked on the order

Crews from the same order

Delivery and installation scheduled as tasks with a crew calendar

Starting point

Quotes are built in spreadsheets with hand-maintained price lists, confirmed orders are retyped into production sheets, the installation diary lives somewhere else, and the first sign of a material shortage is at the saw. Dealers send orders by e-mail and chase status by phone.

What slowed the company down

  • Every order unique; quoting slow and error-prone
  • Price list changes not reflected in quotes already out
  • Order data retyped twice: for production and for installation
  • Shortages discovered during production, not before
  • Deposits and balances tracked in a spreadsheet
  • Remakes and complaints with no history attached to the order

What the system does now

  • Item templates and variants product families with attributes; rules for what can be combined
  • Quotes with pricing rules price per square metre, options and surcharges calculated, not typed
  • Order-specific BOMs each confirmed order generates its own bill of materials and cutting list
  • Work orders by stage cutting, machining, assembly, finishing, glazing; status visible per order
  • Material requests BOM versus stock before production starts; purchase orders from shortages
  • Installation as a project delivery and fitting tasks, crew calendar, photos and sign-off
  • Advance payments deposit invoices, stage payments and final balance on the order
  • Dealer portal dealers place orders and check status without calling

Standard

  • Item variants and attributes
  • Quotes, sales orders, BOMs, work orders
  • Stock and purchasing
  • Advance payments and invoicing
  • Projects, tasks and portal

Configured or built

  • Configurator rules and pricing formulas
  • Cutting list and shop-floor print formats
  • Export to saw or CNC software (file based)
  • Remake and complaint tracking linked to the original order

Integrations

  • Window or furniture design software (quote and BOM import)
  • Saw and CNC file exports
  • Couriers and hauliers
  • Accounting system
  • Dealer e-commerce if present

What stays outside

  • Advanced schedulingcapacity is planned as dates and workstations; a finite-capacity scheduler is not part of this scope
  • Machine integrationdepends on the file formats the machine vendor supports; it is file exchange, not live control

How it was delivered

  1. Weeks 1–2

    Discovery

    Product families, pricing logic, production stages, how installations are booked

  2. Weeks 3–5

    Catalogue and configurator

    Templates, attributes, pricing rules; first quotes from the system

  3. Weeks 6–9

    Production and stock

    Order-specific BOMs, work orders, material requests, cutting lists

  4. Weeks 10–12

    Installations and go-live

    Projects and crews, deposits, dealer portal, training

Making to order and quoting in spreadsheets? Let's configure one of your products together.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

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All use cases
Manufacturing · Upholstered furniture Implementation ERPNext · B2B portal · Courier APIs

Upholstered furniture manufacturer: over 100 hours of manual work a month recovered.

A 15-person producer of corner sofas, couches and upholstered beds, around 120 orders a month, 23 distributors in Poland. From scattered spreadsheets to one system for production, B2B sales and distributor service.

Company size15 people, ~120 orders a month
Timeline7 months, delivered in stages
Investmentaround PLN 90k for the project, under PLN 1,000 a month to run

Results and parameters

100–120 h a month

Estimated manual work recovered; label handling alone measured at ~35 h a month

23 distributors

Check order status, documents and stock in a B2B portal instead of calling

1 click courier labels

InPost, DPD and DHL labels generated from the order

9 mo. payback

Project cost divided by monthly net benefit, including the system's running cost

Starting point

Around 120 orders a month arrived by e-mail. Someone read each message, retyped it into a production sheet, checked materials, prepared courier data and answered status questions from distributors. Orders, materials and customer data were spread across spreadsheets; communication delays of three to four days led to complaints.

What slowed the company down

  • Orders and data scattered across spreadsheets
  • Status notifications to customers sent by hand
  • Addresses retyped and courier labels printed manually
  • No control over material stock; requirements lists written by hand
  • Advance payments hard to reconcile
  • No single channel for 23 distributors; 3–4 day delays and complaints

What the system does now

  • One system orders, production, materials, dispatch and distributor communication in one flow
  • B2B portal distributors see order status, documents and stock 24/7
  • Automatic notifications e-mail and SMS at key stages of every order
  • Courier integration InPost, DPD and DHL APIs; labels in one click
  • Material requirements BOM against stock for open orders, with low-stock alerts
  • Finance advance payments reconciled automatically, receivables in real time
  • Production BOMs and work orders for the whole range

Standard

  • Sales, purchasing, stock and finance
  • Production with BOMs and work orders
  • Standard B2B customer portal
  • E-mail and SMS notifications

Configured or built

  • Courier API integration (InPost, DPD, DHL)
  • Notification rules per order stage
  • Data migration from spreadsheets: products, customers, stock

Integrations

  • InPost, DPD, DHL APIs
  • E-mail and SMS gateway

Outside the project scope

  • Not includedintegration with the customer's external accounting system, custom reports beyond the standard set, B2C e-commerce, multi-currency export sales, HR and payroll, after-sales service
  • On the numbersthe 100–120 hours are an estimate built from the steps of manual order handling; only label handling (~8 h a week) was measured before the project

How it was delivered

  1. Month 1

    Analysis and design

    Audit of production and B2B sales, workflow mapping, inventory of spreadsheet data

  2. Month 2

    Core configuration

    Sales, purchasing, stock, finance; migration of customers and products

  3. Month 3

    Production and BOMs

    BOM structure for the range, work orders, automatic material requests, test with a real order

  4. Month 4

    Portal and integrations

    B2B portal for distributors, courier APIs, e-mail and SMS notifications

  5. Month 5

    Training

    Four days for office and shop floor; distributor onboarding to the portal

  6. Month 6

    Parallel run

    Spreadsheets and the new system side by side; data verified, processes tuned

  7. Month 7

    Full go-live

    Spreadsheets switched off; portal live for all 23 distributors; post-go-live care starts

Making furniture to order for dealers or distributors? Let's see what your order flow could look like.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
Wholesale · Building materials Implementation ERPNext · WMS extension · EDI

Building materials wholesaler: 10,000+ SKUs, four warehouses, no more licence fees.

A 40-person B2B distributor migrating from a running ERP without interrupting sales. Tiered price lists, hundreds of individual discount agreements, warehouse locations and transport integration.

Company size40 people, 4 warehouses, 560 customers
Timeline12 weeks to go-live, 4–6 weeks stabilisation
Savingsaround PLN 50k a year in licence fees

Scale of the project

10,000+ SKUs

Products, prices and stock migrated from the previous ERP

4 warehouses

With locations and picking lists in a dedicated WMS extension

450 discount agreements

Plus three tiers of threshold price lists, the main complexity driver

~PLN 50k a year

Licence fees removed permanently; the largest single saving

Starting point

An operating company with a mature data structure, several warehouses and an active B2B customer base. The project could not be run as a quick start or from a starter package: the scale of data migration and the need to keep selling throughout the switch defined the approach.

What slowed the company down

  • Migrating 10,000+ SKUs, 560 customers, individual price lists and stock from a live ERP
  • Three levels of threshold pricing and 450 individual discount agreements
  • Warehouse operations needing locations and picking beyond standard ERPNext
  • Keeping sales running during the switch: parallel systems and double documentation
  • EDI with main suppliers and a transport system to integrate

What the system does now

  • Core ERP stock, invoicing, accounting, basic CRM and standard reports
  • WMS extension locations, picking and advanced stock reports
  • B2B pricing multi-level price lists and individual agreements
  • Transport integration carrier system connected for shipments
  • Automatic reservations goods reserved on order
  • Mobile access web access for sales reps in the field

Standard

  • Stock management
  • Invoicing and accounting
  • Basic CRM
  • Mobile web access
  • Standard reports

Configured or built

  • Advanced WMS (locations, picking)
  • Multi-level B2B price lists
  • Transport system integration
  • Advanced stock reports
  • Automatic reservations

Integrations

  • EDI with main suppliers (API)
  • Transport and courier system
  • B2B platform for customers
  • Bank (FX and payments)

What stayed outside

  • No advanced planningscheduling of production resources was not part of the scope
  • Manual decisions remainkey warehouse and logistics decisions are still verified by people
  • EDI partially automatedbasic EDI live; full automation planned for a later stage
  • Stabilisation costfour weeks of double documentation and 4–6 weeks of corrections after go-live are part of a project of this size

How it was delivered

  1. Weeks 1–4

    Analysis and planning

    Wholesale process audit, data structure in the old ERP, migration design, parallel-run plan

  2. Weeks 5–9

    Migration and configuration

    10,000+ products, B2B customers, stock; price lists and discounts; WMS and transport integrations

  3. Weeks 10–12

    Tests and go-live

    Training for sales, warehouse and accounting; parallel run; data verification; full switch

Distributing thousands of SKUs on a per-user licence? Let's compare the numbers for your headcount.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
Trade · Export Implementation ERPNext · Multi-currency · Courier APIs

Furniture exporter: three days shorter order cycle, 120 hours a month saved.

A 20-person exporter of made-to-order furniture, 80–100 orders a month, 70% to EU markets. Multi-currency invoicing, stock in several countries, customs paperwork and courier integrations.

Company size20 people, 80–100 orders a month
TimelineStage I in 8 weeks, full scope in 4 months
Markets70% EU, 30% outside the EU

Key results

120 h a month

Manual work removed across sales, documents and logistics

3 days shorter cycle

From order to dispatch

85% documents automated

Export invoices, CMR and customs paperwork generated from the order

2 days → 4 h shipment prep

Time to prepare an international shipment

Starting point

Eight years of exporting, 12 people in production and 8 in the office. Processes ran in scattered spreadsheets with exchange rates and export documentation handled by hand. Stock sat in Poland and abroad with no shared view.

What slowed the company down

  • No control over stock across several locations
  • Orders in EUR, USD and PLN with manual exchange-rate handling
  • Export and customs documents produced by hand
  • International shipments hard to track
  • No link to sales platforms

What the system does now

  • Multi-warehouse stock in Poland and abroad, four locations in the full scope
  • Multi-currency automatic conversion, invoices in EUR and USD
  • Shipping tracking and courier integration (DHL, UPS)
  • Customs documents CMR and export invoices generated automatically
  • E-commerce sales platforms connected
  • CRM international customers managed in the same system

Standard

  • Basic multi-currency
  • Multi-warehouse (up to five locations)
  • Export invoicing
  • Basic CRM
  • Standard reports

Configured or built

  • Advanced customs documents (CMR, T1)
  • Courier API integrations
  • Automatic export reports
  • Product-specific fields
  • E-commerce integrations

Integrations

  • DHL API (labels, tracking)
  • UPS API (shipping documents)
  • E-commerce platform API
  • Bank (FX)

Stabilisation and what was left out

  • Six weeks of tuningafter Stage I: operation times in planning, MRP parameters, customs templates, extra training; stable after eight weeks
  • No advanced schedulingmachine scheduling was not implemented; some logistics decisions are still verified by hand
  • Reports grew lateradvanced analytics added gradually after go-live

How it was delivered

  1. Weeks 1–3

    Analysis and design

    Sales and logistics audit, warehouse structure, customs requirements

  2. Weeks 4–7

    Configuration and migration

    Multi-currency, multi-warehouse, product data, e-commerce connection

  3. Weeks 8–10

    Tests and go-live

    End-to-end tests with real orders, training, gradual production start

  4. Months 3–4

    Stages II and III

    Four warehouses, courier APIs, customs documents, e-commerce, export reports, CRM

Selling across borders from spreadsheets? Let's look at your order-to-dispatch cycle.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
IT services · Hosting Implementation Frappe Helpdesk · ERPNext

Hosting and managed services provider: 60% faster response, 95% SLA compliance.

A 25-person company running dedicated servers, VPS and managed services for 200+ business customers. Helpdesk with SLA, monitoring alerts turned into tickets, recurring invoicing and a client portal.

Company size25 people, 200+ customers
Timeline8 weeks
Return5 months

Key results

60% faster response

Time to first response on customer requests

95% SLA met

Measured and escalated automatically

100% recurring invoicing

Monthly services invoiced without manual work

40% satisfaction

Reported increase in customer satisfaction

Starting point

Requests arrived by e-mail and phone with no ticket system, SLA was tracked by hand, recurring services were invoiced manually and server configuration documentation lived in scattered files. Customers and management had no reports.

What slowed the company down

  • No ticketing: requests in mailboxes and phone notes
  • SLA and response times impossible to track
  • Recurring service invoicing out of control
  • Server configuration documentation scattered
  • Implementation projects managed ad hoc
  • No reporting for customers or management

What the system does now

  • Frappe Helpdesk tickets with SLA, escalations and agent queues
  • Project management implementation projects with time tracking
  • Recurring invoicing automatic monthly invoices and hourly billing
  • Knowledge base technical documentation and procedures
  • Client portal self-service for customers
  • Monitoring integration alerts create tickets automatically

Standard

  • Helpdesk with SLA and escalations
  • Projects and timesheets
  • Subscriptions and invoicing
  • Knowledge base and portal

Configured or built

  • Monitoring system → ticket integration
  • SLA report layouts for customers
  • Import of customers and contracts

Integrations

  • Monitoring system
  • E-mail
  • API

Project profile

  • Light to mediumcustomer and contract import took about 1.5 weeks; training covered the technical team and customer service

How it was delivered

  1. Weeks 1–3

    Analysis and design

    Helpdesk process audit, SLA mapping, ticket workflow, monitoring integration plan

  2. Weeks 4–6

    Configuration and integration

    Helpdesk setup, customer import, monitoring integration, recurring invoicing

  3. Weeks 7–8

    Tests and go-live

    Training for tech and customer-service teams, end-to-end tests, pilot with selected customers, full launch

Running services on SLAs with tickets in a mailbox? Let's look at your support flow.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
Services · Insurance Implementation ERPNext CRM · Documents · Notifications

Insurance broker: 85% more policy renewals, no deadline missed.

A broker with 15 agents serving private and business clients. From scattered spreadsheets to a central client and policy base with automatic renewal reminders, commission reports and a full contact history.

Company size15 agents
Timeline4 months
Return4 months

Key results

85% more renewals

Policy renewals after automatic reminders

50% less reporting time

Commission reports generated, not compiled

100% deadlines kept

No renewal date missed

25% more cross-sell

From a complete view of each client

Starting point

Client and policy data lived in scattered spreadsheets. Renewal dates were tracked by hand, commission reports compiled manually, and there was no history of contacts, so renewals were missed and clients lost.

What slowed the company down

  • No central client and policy base
  • Renewal deadlines hard to track
  • Commission reports produced by hand
  • No contact history per client
  • Policy documents scattered

What the system does now

  • CRM full client history and contact timeline
  • Renewal reminders automatic e-mail and SMS before expiry
  • Document repository policies and documents in one place
  • Commission reports generated per agent
  • Dashboards sales metrics in real time
  • Sales process tracking renewals and new business as tracked processes

Standard

  • CRM and contact timeline
  • Documents and attachments
  • Notifications (e-mail, SMS)
  • Reports and dashboards

Configured or built

  • Renewal workflow and reminder rules
  • Commission report formats
  • Data import from CSV

Integrations

  • E-mail
  • SMS gateway

Project profile

  • Light to mediumCRM, notifications, reports and documents, no external API integrations; suitable for service companies of ten to a few dozen people
  • What drives costthe number of automations, the scope of data migration and the number of users; the licence itself is free

How it was delivered

  1. Month 1

    Analysis and planning

    Sales and service processes, funnel mapping, inventory of policies and clients, renewal workflow design

  2. Month 2

    CRM and data

    Import of clients and policies from CSV, CRM and document repository, reminder rules

  3. Month 3

    Reports and tests

    Commission reports, sales dashboards, tests on the real policy base, fixes from agent feedback

  4. Month 4

    Training and go-live

    Three online sessions for all agents, pilot group, full launch, post-go-live care

Managing renewals and commissions in spreadsheets? Let's see your client base in one place.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
All use cases
Professional services · Law & consulting Implementation ERPNext · Projects · Timesheets

Law firm or consultancy: every hour recorded, every hour invoiced.

An implementation for firms that bill by the hour: law firms, consultancies, agencies, accountants, architects. Matters as projects, time recorded against them, statements and invoices generated from the records.

Company size5–50 fee earners
Timeline3–5 weeks
StackERPNext projects, timesheets, invoicing

What the system takes over

1 matter = project

Client, type, hourly budget and deadline on every matter

Per person rates

Individual and project-specific hourly rates, overtime and rounding rules

1 click statement

Itemised client statement: activities, dates, time, rates, amounts

Real profitability

Revenue versus cost per matter and per fee earner; unbilled hours visible

Starting point

Five lawyers with hourly rates between PLN 200 and 500 work on matters for different clients. Time is noted in calendars and spreadsheets, statements are typed up at month-end, and nobody knows which matters actually pay.

What slowed the company down

  • Time recorded late or not at all; billable hours lost
  • Statements typed by hand from several sources
  • Different rates per person and per client applied inconsistently
  • No view of profitability per matter or per person
  • Budget overruns noticed after the fact

What the system does now

  • Matters as projects client, type, hourly budget, deadline, documents
  • Timesheets simple form, timer or mobile entry; approval by a supervisor
  • Rates per employee, per project, overtime and currency; rounding to 15 or 30 minutes
  • Statements and invoices itemised or summarised invoice from the timesheet; recurring monthly invoices
  • Budget alerts notification when a matter exceeds its hourly budget
  • Reports hours per person and per matter, utilisation, unbilled time, budget versus actual

Standard

  • Projects, tasks and milestones
  • Timesheets with approval
  • Rates and invoicing from timesheets
  • Standard reports

Configured or built

  • Statement print format in the firm's layout
  • Rounding and overtime rules
  • Import of time from an external tracker if one is in use

Integrations

  • E-invoicing where required
  • External time trackers (import)
  • Accounting system

Good to know

  • Not a case-management systemdeadlines, documents and notes are kept on the project; specialised court-deadline or document-assembly features are outside scope

How it was delivered

  1. Week 1

    Discovery

    Rate structure, how time is recorded today, what clients expect on a statement

  2. Weeks 2–3

    Configuration

    Projects, employees and rates, timesheet forms, statement and invoice formats

  3. Weeks 4–5

    Go-live

    Import of open matters, training, first month-end run from the system

Billing by the hour from calendars and spreadsheets? Let's run one month-end together.

A 30-minute call. Your processes, your systems, your numbers. If it is not a match, you will hear it from us first.

Book a call
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We'll tell you what one system would change.

A 30-minute call: your processes, your current systems, your numbers. No slides, no commitment. If it is not a match, you will hear it from us first.

  • We reply within one business day
  • A live demo on a real system, on request
  • A scope and timeline sketch for your case, free
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