ERPNext and Prometheus customization and automation
Custom apps, workflows, SSO, document capture, integrations, portals and AI that make ERPNext or Prometheus yours.
Business Systems & ERP
Prometheus ERP
Prometheus is ERP built around your business: Promatics' white-labeled edition of open-source ERPNext, configured for your industry, US sales tax and multi-entity operations, and supported by Promatics from demo to go-live and beyond.
Who this service is for
A good fit if
- Accounting, sales, purchasing, inventory, projects and HR live in separate tools.
- You want an edition set up for healthcare, labs, distribution, retail, legal or non-profits.
- You want one provider for software, configuration, customization, hosting and support.
- You want open-source foundations, with several companies, locations or currencies in one system.
What is included
- Demo and fit review built on your own scenarios
- Your industry edition, configured for your companies, locations and processes
- Accounts, state and local sales and use tax, fiscal setup, as your accountant directs
- Roles, approvals, custom fields, reports, dashboards, print formats, automation
- Reconciled data migration; payroll, banking, e-commerce, clinical or lab integrations
- Multi-company setup; on-premises or US cloud hosting, backups, monitoring, training, support
What Prometheus is
One enterprise resource planning (ERP) system for day-to-day operations, white-labeled on ERPNext, with Promatics accountable for implementation, customization, hosting, upgrades and help. It is web-based and cross-platform, runs in any browser, and its APIs extend to neighboring systems. Prometheus is in production use today; examples of relevant deployments are available on request through our Prometheus inquiry form.
| Module | Covers |
|---|---|
| Accounting | Ledger, receivables, payables, bank reconciliation, budgets, multi-currency, financial statements |
| Sales and CRM | Leads, opportunities, quotations, sales orders, customer history |
| Purchasing | Supplier quotations, purchase orders, receipts, supplier records |
| Inventory | Multiple warehouses and stores, batches and serial numbers, reorder levels |
| Projects and tasks | Plans, tasks, timesheets, project billing |
| Human resources | Employee records, attendance, leave, expense claims, appraisals |
| Manufacturing | Bills of materials, work orders, production planning |
| Administration | Assets, maintenance, documents, approvals |
Industry editions
| Edition | What it adds |
|---|---|
| Healthcare and laboratories | The whole lab workflow in real time, from sample collection to diagnosis and patient history; patient details; appointments and consultations; encounters with the consultation document; assessments, prescriptions and medical coding in one place |
| Distribution and retail | Inventory control and multi-store management; batches, returns and credit notes; landed cost vouchers, taxes and charges, and multi-currency for imports; automated replenishment, reorders and requisitions |
| Legal | Matters, email, litigation, legal spend, document and contract management, e-billing and reporting, outside collaboration, calendars; billable and non-billable expenses; multiple document upload and download with versioning and sorting; case status dashboards, cases by stage, revenue reports; invoices with terms, discounts and fees |
| Non-profit | CRM and donor management; grants and membership; email campaigns, marketing and communication; analytics, reports and project management |
US sector rules. Health: role-based access and audit trails with the HIPAA Privacy and Security Rules in mind, alongside any certified EHR you require. Legal: client trust accounting, including IOLTA requirements, set state by state through each state's bar and courts, configured as your firm and accountant specify. Non-profit: donor acknowledgment letters with the information the IRS expects from 501(c)(3) organizations, set with your accountant, and email campaigns with the sender identification and opt-out handling the CAN-SPAM Act requires.
Why each edition exists
- Healthcare and laboratories: a web-based, highly configurable system that runs the entire laboratory operation and workflow end to end.
- Distribution and retail: commerce is customer-centric and digital-first and demands new capabilities faster than ever. Selling across channels needs the cloud, which is far from easy; Prometheus simplifies both ends, your customers and your systems.
- Legal: designed from a legal practice perspective, so you see the big picture with your departments' resources in one place. It scales with your firm, so you will not outgrow it.
- Non-profit: a cloud-based management suite that helps you engage and build meaningful relationships with contacts, with straightforward tools that automate workflows, increase capacity and reduce stress.
Organizations in other industries start from the core modules, configured the same way.
Built for US requirements, hosted your way, tailored
Sales tax
State and local sales and use tax templates for where you have nexus, as your accountant directs; a calculation service if you sell into many states.
Banking
Bank statement imports and reconciliation for ACH, wire, check and card payments.
Payroll
Linked to a US payroll provider, with results posted back to accounting.
Multi-company
Each entity with its own accounts, tax setup and records, in USD and other currencies; intercompany and consolidated reporting as your accountant wants.
Privacy
Role-based permissions, audit trails and a hosting location you choose.
Your hosting
Your premises or data center, your cloud account or hosted by Promatics; US regions available.
Backups, monitoring and restore testing come wherever it runs. Beyond the editions, we tailor Prometheus as far as you need: custom apps, single sign-on, document capture and AI-assisted automation, such as reading supplier invoices into Prometheus, AI agents preparing sales orders and purchase suggestions for a person to approve, and assistants answering from your ERP data (AI in ERP).
Delivery
How the work is delivered
Demo and fit review
Prometheus run through your own scenarios; we agree the edition, modules and phase one.
Output: Fit review, phase-one scope.
Configure
Your edition in a test site: companies, sales tax, roles, workflows and print formats.
Output: Configured test site.
Migrate and integrate
Clean and import data, reconcile totals, and connect the systems that exchange information.
Output: Reconciled migration, working integrations.
Test and train
Staff run realistic scenarios in the test site; training is organized by role.
Output: Signed-off scenarios, trained users.
Go live and support
Final migration, cut-over checklist, early-life support, then ongoing support under your agreement.
Output: Live system, handover pack, support plan.
Scope at a glance
Not included unless agreed
- Accounting, tax, payroll or legal advice
- Third-party subscriptions and licenses: payroll services, payment gateways, bank feeds
- Servers, barcode scanners, receipt printers unless scoped; other extra work quoted separately
What we need from you
- A sponsor, an owner per business area, staff time for testing and training
- Your accountant's direction on accounts, sales tax and opening balances
- System exports, people to check migrated data, and a hosting decision
Before handover
- Opening balances and key totals reconciled; every role tested for access and limits
- Customizations documented and version-controlled, so upgrades stay manageable
- Restore tested; admin access, documentation, data in a standard open-source database
What affects the cost
- Edition and number of modules
- Companies, locations and users
- Data volume and quality; customizations, integrations
- Hosting choice and support level
No package prices: estimates in US dollars from an agreed scope, taxes shown separately.
Questions buyers usually ask
Is Prometheus the same as ERPNext?
It is built on ERPNext, the open-source ERP, and keeps its core. Promatics adds branding, industry editions, US configuration, customizations and support, and takes responsibility for the whole system. Your data stays in a standard format, never locked in.
Does Prometheus run US payroll?
Through a payroll provider of your choice. Employee records, attendance, leave and expense claims stay in Prometheus; the provider calculates withholding and files payroll taxes and W-2s, and the results flow back as accounting entries.
Where is our data hosted?
Your choice: your servers, your cloud account or hosted by Promatics, including US regions such as AWS US East (N. Virginia) or Azure Central US. Region choice supports data residency, but it is one part of your privacy obligations, not all of them.
Can we see it before deciding?
Yes. A demo built on your processes, not a generic tour, then a fit review listing what works as standard and what needs configuration or customization.
Related
ERP implementation
ERP planned, implemented and supported: Prometheus and ERPNext first, with migration from the systems you use.
ERP evaluation checklist
A vendor-neutral way to compare ERP systems: US requirements, scripted demos and a weighted scorecard.
Want to try Prometheus?
Tell us about your organization, your industry and the systems you use today. We will arrange a demo.