The challenge
The client needed a controlled, connected buying process. Each request had to be priced by suppliers, approved by the right people and tracked through to delivery, without staff chasing suppliers one by one or re-entering the same details at each step.
What we delivered
- The complete buying cycleMaterial Request, Request for Quotation, Supplier Quotation, Purchase Order and Purchase Receipt, using the standard ERPNext sequence so each step builds on the one before and nothing is re-entered.
- WhatsApp messages to suppliersWhen a Request for Quotation is created, WhatsApp messages go to the suppliers automatically, using contact details already in the system.
- Approval workflowsMulti-step approvals built around the client's own rules, so each document passes through the right people in the right order.
- Custom documents and print formatsCustom documents where standard ERPNext didn't fit, and print formats in the layout the organisation requires.
- Notifications and automationAlerts when a document needs attention. Automation fills in details, applies checks, and drives the workflows and WhatsApp messages.
- Dashboards and number cardsA live view of where requests, quotations and orders stand, without anyone building a report.
Benefits
- Faster supplier response: suppliers hear about a quotation request on WhatsApp as soon as it is created.
- Controlled purchasing: every document is approved properly before it goes ahead.
- Less manual work: details carry over from one buying document to the next.
- Clear visibility: dashboards show purchasing progress at a glance.