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Business Systems & ERP

ERP implementation

If your technology is draining resources instead of helping, an enterprise resource planning (ERP) system can get you back on track. We implement Prometheus, our ERP built on ERPNext, and ERPNext itself, and we integrate with or migrate from the systems many organizations already use, including Sage, NetSuite, QuickBooks and Microsoft Dynamics.

Discuss your project How the work is delivered

A good fit if

  • Finance, sales, purchasing and inventory live in separate tools, and month-end means reconciling spreadsheets.
  • You have outgrown entry-level accounting software and need inventory, projects or multiple companies.
  • You are reviewing an ERP renewal or upgrade and want to compare an open-source option.
  • You need an existing ERP connected to your CRM, e-commerce, payroll or reporting tools.
  • You want one provider to plan, implement, customize and support the system.

Another approach may suit you better if

  • You need accounting or tax advice on how transactions should be treated. We configure what your accountant decides.
  • You have committed to a proprietary ERP and need its publisher's own consulting arm. We can still integrate with it.
  • You are a very small business with simple bookkeeping needs. Entry-level accounting software may be enough for now.

What this service is

An enterprise resource planning (ERP) system brings finance, sales, purchasing, inventory, projects, HR and operations into one database, so a sale, a stock movement and the matching accounting entry always agree. Promatics plans and implements ERP systems, and supports them afterwards.

We lead with Prometheus, our white-labeled ERP built on ERPNext, and with ERPNext itself. Where you already run another ERP, we integrate with it or migrate you from it.

What an ERP gives your organization

A well-implemented ERP, and a provider that looks after it, can give you the edge to:

  • Grow your business while we handle the ERP technology, so your team can focus on customers and operations.
  • Get more done, with information entered once and available to everyone who needs it, which improves productivity and efficiency.
  • Budget without surprises, with written scope and estimates in US dollars (USD) before work starts, and ongoing support available as a monthly plan.
  • Protect your business and your data from unexpected problems and unwanted intruders, through role-based permissions, audit trails and tested backups.
  • Reduce operating costs by replacing overlapping tools and manual reconciliation with one system, implemented at a cost that fits your budget.
  • Work from anywhere, because a web-based ERP lets staff keep working securely when they are at home, on site or travelling.

We know every organization's needs differ, so we scope packages to fit your size and budget, starting with the processes that matter most.

Prometheus and ERPNext first

Prometheus and ERPNext share an open-source foundation that covers accounting, CRM, purchasing, inventory, manufacturing, projects, HR and more. There are no per-user license fees for the software itself, your data sits in a standard database you control, and the system can be customized and automated as far as your processes require. Prometheus adds industry editions for healthcare and laboratories, distribution and retail, legal and non-profit organizations, with configuration for US organizations and Promatics support.

Working with the ERP you already have

Many organizations already run an established platform, such as Sage 50, Sage 300 or Sage Intacct, NetSuite, QuickBooks Online or Microsoft Dynamics 365 Business Central. Replacing it is not always the right answer. We can:

  • Integrate it with your CRM, e-commerce site, payroll, banking or reporting tools through system integration.
  • Extend it with reporting and workflow automation.
  • Migrate you from it to Prometheus or ERPNext when you decide to move, with reconciled balances and a controlled cut-over.

Mentioning a product here describes platforms we work with; licenses for proprietary systems are bought from their publishers or resellers.

Signs it is time for an ERP

  • Month-end close depends on exporting and reconciling spreadsheets.
  • Nobody trusts the stock figures, so staff count by hand before promising delivery.
  • The same customer or order is typed into two or three systems.
  • Managers wait days for reports that should be available on demand.
  • Adding a location, company or currency feels like starting over.

If several of these sound familiar, an ERP evaluation checklist is a good next read.

What is included

The exact list is agreed in writing for each project. These are the usual deliverables and the usual boundaries.

Typical deliverables

  • An ERP readiness review covering processes, current systems, data quality and priorities.
  • A comparison of options, with Prometheus and ERPNext assessed alongside your current platform.
  • A phased implementation plan with scope, responsibilities and estimates in US dollars (USD).
  • Configuration of the chosen ERP, including companies, taxes, roles and workflows.
  • Data migration from your legacy system, with reconciled balances.
  • Integrations with CRM, e-commerce, payroll, banking and reporting tools.
  • Customizations, reports and automation where standard features fall short.
  • Role-based training, go-live support and ongoing support options.

Not included unless agreed separately

  • Accounting, tax, payroll or legal advice.
  • Software subscriptions and licenses for proprietary ERPs, which you buy directly.
  • Hardware and hosting fees, unless scoped.
  • Cleaning up years of historical data, unless scoped separately.

What we will need from you

Most delays in this kind of work come from access and decisions, not from the technical build. Knowing these early keeps the project predictable.

  • A project sponsor with authority to make process decisions.
  • Named owners for finance, sales, purchasing, inventory and other areas in scope.
  • Your accountant's input on the chart of accounts, taxes and opening balances.
  • Access to your current systems and clean data exports.
  • Staff time for testing and training.
Delivery

How the work is delivered

Each stage ends with something you can review before the next one starts.

  1. Readiness review

    Map how your processes work today, what systems and data you have, and what the ERP must achieve first.

    Output: Readiness report and priorities.

  2. Choose the approach

    Compare Prometheus, ERPNext and integration with your current ERP, and agree the first phase.

    Output: Recommendation and phased plan.

  3. Implement

    Configure, customize and integrate the system in a test environment, with regular reviews.

    Output: Configured and integrated test system.

  4. Migrate, test and train

    Migrate data, reconcile totals, test realistic scenarios with staff, and train each role.

    Output: Reconciled data, signed-off tests and trained users.

  5. Go live and support

    Cut over in a controlled way, provide early-life support, and move to ongoing support if agreed.

    Output: Live system and handover pack.

Testing and handover

  • Balances and key totals are reconciled against the old system before go-live.
  • Every role is tested for the access it needs and nothing more.
  • Every customization and integration is documented, with the reason it exists.
  • Backups and a restore test are confirmed with whoever hosts the system.
  • You receive administrator access and documentation so you are never dependent on one person.

What affects the cost

We do not publish package prices. Each estimate is based on an agreed scope, in US dollars, with taxes shown separately. These are the things that move the number most:

  • The number of modules, companies, locations and users.
  • The amount and quality of data to migrate.
  • How far your processes differ from standard ERP functionality.
  • The number of integrations and customizations.
  • Hosting and the level of ongoing support.

Questions buyers usually ask

Why do you lead with Prometheus and ERPNext?

Because they cover most mid-sized organizations' needs without per-user license fees for the software itself, your data stays in an open-source system you control, and there is no limit to how far they can be customized. We still assess your current platform fairly and recommend integration where that makes more sense.

Can you migrate us from Sage, QuickBooks or another ERP?

Yes. We export customers, suppliers, items, open transactions and opening balances, map them to the new system, run test imports and reconcile totals with your accountant before go-live. How much history to bring across is a decision we make with you.

Can you work with our existing NetSuite or Dynamics system instead?

Yes. If replacing the ERP is not the right move, we connect it to your other systems through its supported APIs and connectors, and improve reporting and automation around it. See NetSuite implementation and integration.

How long does an ERP implementation take?

It depends on the modules, data and integrations in scope. We break the work into phases, so the most important processes go live first, and we give you a timeline estimate after the readiness review rather than before it.

What does ongoing support look like?

Support can be arranged as a monthly plan covering help for users, fixes, small changes, updates and monitoring, with scope and response targets set in the agreement. Larger changes are quoted separately.

Service

Prometheus ERP

Promatics' own ERP, built on open-source ERPNext, with industry editions and US configuration, delivered and supported by Promatics.

Guide

ERP evaluation checklist

A vendor-neutral way to compare ERP systems, with US requirements, scripted demonstrations and a weighted scorecard you can use with any shortlist.

Is it time for a proper ERP?

Tell us which systems you use today and what is not working. We will reply to arrange a conversation about your options.

Discuss an ERP project