Case studies
Complex ERPNext Delivery, Done Right.
A look at how we take mid-market Indian enterprises from disconnected systems to one engineered platform — building the custom ERPNext and Frappe features each business actually runs on.
PublishingFinance & ConsolidationProject Integration
Group Consolidation and Inter-Division Accounting for a Multi-Division Publishing House
A publishing group running several semi-autonomous divisions — academic, trade, and digital imprints — needed one financial truth across the group, without losing division-level accountability or the manual reconciliation that came with it.
The Challenge
Each division operated as its own P&L unit on separate spreadsheets. Month-end consolidation was rebuilt by hand in Excel every cycle — slow, fragile, and impossible to audit. Divisions constantly transacted with one another (shared print runs, editorial services, rights licensing), and every one of those inter-division transactions had to be reconciled manually on both sides. Worst of all, the cost of producing each title lived in a project system that never spoke to the ledger, so nobody could see true title- or division-level profitability.
What We Delivered
Group company structure
A parent-and-division company hierarchy in ERPNext on a unified chart of accounts, so every division reports into one consolidated group while retaining its own books.
Automated inter-division entries
When one division bills another, matched double-sided journal entries are generated automatically, with elimination entries applied on consolidation so intercompany activity nets to zero at group level.
On-demand consolidation
Consolidated P&L, balance sheet, and cash flow at both group and division level — produced on demand instead of rebuilt each month.
Project module integration
Every title in production posts WIP, cost, and revenue to the correct division ledger through shared project and cost-centre dimensions, making title-level profitability visible in real time.
Results
~10 → 2 days
Month-end close time
Zero
Manual inter-division reconciliation
Real-time
Title & division-level P&L
ERPNext Modules & Customisations
AccountsMulti-companyConsolidated Financial StatementsInter-company Journal EntriesCost Centers & DimensionsProjectsCustom automation
Architecture & DesignProject AutomationProcurement
Project Automation, Resource-Aware Assignment, and Vendor Catalogues for an Architectural Design Firm
A design and interiors practice running dozens of concurrent projects needed to stop losing tasks in chat and spreadsheets, balance a stretched design team, and bring order to how it bought from vendors.
The Challenge
Project work was tracked across email, messaging, and spreadsheets, so tasks slipped and hand-offs were unclear. Recurring obligations — weekly design reviews, statutory approvals, client sign-offs — depended on someone remembering them. Work was assigned with no visibility into who was actually free, leaving some designers overloaded while others sat idle. And procurement was ad hoc: no standard vendor catalogues, no consistent pricing, and no clean audit trail.
What We Delivered
Complete project module
Project templates by project type, with a phase-and-stage hierarchy and task dependencies that mirror how the studio actually runs a job from brief to handover.
Task automation
Creating a project auto-generates the full task tree from its template — no more manually rebuilding the same checklist for every new job.
Recurring tasks
A scheduler auto-creates periodic tasks — design reviews, compliance checks, client updates — so nothing recurring depends on memory.
Resource-availability assignment
A capacity model tracks each team member's current allocation; new tasks are routed to people with genuine availability, with a workload dashboard so leads can rebalance at a glance.
Vendor catalogues
Standardised vendor item masters with per-vendor price lists and approved-vendor mapping, driving catalogue-based purchase requests and RFQs with consistent pricing and a full audit trail.
Results
On-time
Improved project delivery rate
Balanced
Team utilisation across the studio
Standardised
Auditable, catalogue-driven procurement
ERPNext Modules & Customisations
ProjectsTasksProject TemplatesAssignment RulesScheduler / RecurringBuyingSupplier & Price ListsCustom resource engine
Pharma & MedicalField Force AutomationGeo-tagged & Mobile
A Complete Sales-Representative System, from Tour Plan to Geo-Tagged Doctor Visit
A pharmaceutical company needed to make its field force visible and accountable end to end — every medical representative's day, from the plan they set to the doctors they actually met, the samples they left, and the targets they hit.
The Challenge
Between the office and the field, the reps' work was effectively invisible. Tour plans lived on paper with no way to check adherence, and there was no reliable proof that a doctor was actually visited. Physician samples went out untracked, creating both leakage and compliance risk. Targets were set in spreadsheets and reconciled by hand, so achievement was always known late — and managers had no real-time view of coverage, call activity, or who was performing.
What We Delivered
Full MR lifecycle
Doctor, chemist, and stockist masters with segmentation, monthly tour planning with approval, and daily call reporting — the representative's entire cycle captured in one system.
Geo-tagged doctor visits
A mobile check-in captures GPS location and timestamp the moment a rep meets a doctor, validating each in-clinic call against the doctor's mapped location so a visit is proven, not just claimed.
Sample & input management
Samples and inputs are issued with running carry-forward balances and logged per doctor, giving a clean, auditable distribution trail that stands up to compliance scrutiny.
Target vs achievement
Targets set by representative, territory, and product, with primary and secondary sales captured and live achievement dashboards showing the gap in real time.
Manager hierarchy & dashboards
Coverage percentage, call averages, plan adherence, and top/bottom performers rolled up the reporting line, so area and regional managers see the field as it happens.
Mobile-first for the field
A mobile-first app for reps on the move, designed to work in low-connectivity field conditions so reporting never depends on being at a desk.
Results
Verified
Geo-tagged in-clinic coverage
Real-time
Target vs achievement visibility
Auditable
Sample distribution trail
ERPNext Modules & Customisations
Custom Field Force appDoctor / Chemist / Stockist mastersTour PlanningDaily Call ReportGeo-location captureSample InventoryTargets & AchievementDashboardsMobile PWA
B2B SalesCRMBANT Framework
A BANT-Driven CRM That Qualifies the Pipeline Before Reps Chase It
A growing B2B sales team was burning effort on poorly-fit leads with no consistent way to qualify them. We rebuilt their ERPNext CRM around the BANT framework so qualification — and prioritisation — happens by design.
The Challenge
Reps pursued whatever came in, with no shared definition of a good lead, so conversion stayed low and forecasting was guesswork. The CRM also sat apart from quoting and order management, breaking the thread between a promising conversation and an actual deal.
What We Delivered
BANT qualification model
Budget, Authority, Need, and Timeline captured as structured fields on every lead and opportunity — turning a mental checklist into shared, reportable data.
Automated BANT scoring
Each opportunity is scored automatically from its BANT inputs, giving every deal a consistent, comparable qualification signal.
Qualification gates
Opportunities can't advance to later stages until they clear BANT thresholds, keeping unqualified deals out of the forecast.
Auto-prioritisation
High-BANT leads are surfaced to reps first, while low-fit leads are routed to nurture instead of consuming selling time.
Full-funnel integration
Web enquiry → lead → BANT-qualified opportunity → quotation → sales order, all in one connected thread inside ERPNext, with dashboards for BANT-weighted pipeline and forecast.
Results
Higher
Win rate on qualified deals
Cleaner
Smaller, higher-quality pipeline
Reliable
BANT-weighted forecasting
ERPNext Modules & Customisations
CRMLead & OpportunityCustom BANT fieldsScoring engineWorkflow / Stage gatesQuotationSales OrderDashboards
Enterprise FinanceBank IntegrationTreasury Automation
Bank Integration With Automated MT940 Reconciliation and BRS-Driven Fund Movement
A high-volume enterprise was drowning its finance team in manual bank reconciliation. We built a hands-off treasury loop — statements pulled from email, payments auto-matched, and settled cash moved to the operating account only after reconciliation.
The Challenge
Heavy inbound and outbound payment volume was flowing through a single bank account, so collections, disbursements, and operating funds were impossible to tell apart. Every cycle, the finance team downloaded statements by hand and matched them line by line — slow, error-prone, and a recurring bottleneck at month-end.
What We Delivered
Three-account architecture
Dedicated Incoming, Outgoing, and Home accounts modelled in ERPNext, giving clean separation and control over every stream of cash.
Automatic MT940 from email
An inbox monitor fetches the MT940 statement the bank emails, parses them, and creates bank transactions — no manual download or upload anywhere.
Automatic sync & reconciliation
Payment entries auto-match on reference, amount, and date; clean matches reconcile themselves, and only exceptions surface for review.
BRS-driven fund movement
Once the outgoing account is reconciled, the balance is auto-transferred to the Home account — so operating cash is always settled and reconciled.
Scheduled, hands-off cycle
Fetch, parse, sync, reconcile, and transfer run on a schedule, with a full audit trail from statement to ledger.
Results
Automated
Near real-time reconciliation
Separated
Incoming, outgoing & operating cash
Reconciled-only
Settled cash in home account
ERPNext Modules & Customisations
AccountsBank & Bank AccountBank TransactionBank ReconciliationMT940 parserEmail integrationPayment auto-matchInter-bank transfer
ManufacturingContract ManufacturingMulti-level Subcontracting
Contract Manufacturing Where One Production Plan Moves Work Through a Chain of Subcontractors Into Finished Goods
A contract manufacturer produced entirely through outside job-workers, with semi-finished stock passing directly from one subcontractor to the next. We modelled that whole chain from a single production plan — without forcing material back to the plant between stages.
The Challenge
Every product was built across a sequence of subcontractors, each performing one stage, with the output of one becoming the input of the next. Standard subcontracting assumes material returns to the company between stages — but here it moved supplier to supplier, so stock-at-vendor, WIP, and valuation were nearly impossible to track at each hop.
What We Delivered
Plan-driven subcontracting chain
A single production plan generates the full sequence of subcontracting orders across every vendor in the route.
Stage-wise BOMs
Each stage carries its own BOM — its inputs, its job-work service cost, and the semi-finished output that becomes the next stage's input.
Direct supplier-to-supplier transfer
Semi-finished output moves straight to the next subcontractor without routing back through the plant, while staying fully recorded in stock.
Stock & WIP at every hop
Supplied materials, WIP, and stock held at each subcontractor are tracked with valuation at every stage.
Rolled-up FG receipt
The final stage receives the finished good with a cost that rolls up materials and every stage's service charge, with per-subcontractor reconciliation.
Results
One plan
Orchestrates the vendor chain
Per-stage
Stock & WIP visibility
Accurate
Rolled-up FG costing
ERPNext Modules & Customisations
ManufacturingProduction PlanSubcontracting OrderSubcontracting ReceiptSubcontracting BOMMulti-level engineStock at SubcontractorValuation
HospitalityCentral Kitchen & ButcherySystems Integration
One Financial and Stock Backbone for a Hotel, Its Restaurants, Central Kitchen, and Butchery
A hospitality group ran a hotel, several restaurants, a central kitchen, a butchery, staff accommodation, and guest activities — each on its own disconnected system. We made ERPNext the single layer beneath all of them, so management finally saw one set of numbers and one view of stock.
The Challenge
The hotel software, restaurant POS terminals, central kitchen, and guest-activity systems all ran in silos, none talking to each other. There was no single financial picture, stock was invisible across kitchen and outlets, the butchery's yield was never properly costed, and staff accommodation and meals weren't accounted cleanly. Leadership couldn't see true profitability by outlet or property.
What We Delivered
One integration layer
The PMS, restaurant POS, central kitchen, and guest-activity systems were connected into ERPNext, so sales, consumption, and guest charges flow into one core.
Central kitchen / commissary
Kitchen production and inter-outlet transfers modelled end to end, with recipe-based costing behind every dish.
Butchery operations & yield
Whole-carcass purchases broken into cuts with yield conversion and byproduct handling, so each cut is valued and yield becomes controllable.
Staff accommodation & meals
Staff housing and the meal plan captured and costed against the right cost centres instead of leaking into food cost.
Unified stock & consolidated financials
One inventory across kitchen and every outlet, with all outlets rolling into one set of books and outlet-level P&L for leadership.
Results
Single
Source of truth across outlets
Real-time
Stock from kitchen to outlet
Outlet-wise
Profitability & butchery yield
ERPNext Modules & Customisations
PMS/POS/activity integrationCentral KitchenRecipe & BOM costingButchery yieldInter-outlet TransferMulti-warehouseAccounts & Cost CentersStaff meal & accommodation
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