Solution

ERPNext for IT service companies and systems integrators.

Multi-vendor procurement, engineer-hours, service contracts, and installed base. Four dimensions a generic ERP does not track cleanly. Here is how ERPNext, configured for the way your business actually runs, handles them.

01Built for

Who this is for.

01

Systems Integrators

Multi-vendor solution delivery with hardware, software, and services rolled into enterprise projects.

02

Managed Service Providers

Contract-driven service delivery with SLA obligations, recurring billing, and installed-base coverage.

03

ICT Resellers & Distributors

Vendor-authorised resale of Cisco, Dell, HPE, VMware, Microsoft, and similar product lines.

04

IT Consultancies & NOC Operators

Billable engineer hours across projects, tickets, and on-call shifts, invoiced against retainers or T&M.

02Operating model

Your business, understood.

The four dimensions below sit at the centre of every ICT systems integrator we have worked with. Configuring ERPNext well means configuring these four correctly. Everything else is downstream.

01

Multi-vendor procurement, serial-tracked delivery

Sales Order to Purchase Order linkage, drop-ship workflows, landed cost on imported hardware, and serial numbers that follow each unit from vendor to customer site to warranty claim.

02

Engineer utilisation across projects and support

Timesheets against project tasks and support tickets, billable vs non-billable capture, utilisation reporting per engineer, and capacity planning across concurrent engagements.

03

Recurring revenue on managed-services contracts

Subscription billing with automatic invoice generation, deferred revenue recognition on multi-year contracts, and per-contract SLA and consumption tracking.

04

Installed base and AMC renewal calendar

Every serial linked to a customer, an asset, a warranty term, and a maintenance schedule. Renewals surface on a calendar before they lapse, not after.

03Module map

What runs where.

Your business function on the left, the specific ERPNext capability that handles it on the right. No generic checklist, no marketing fluff.

Sales, CRM & Account Management
Pipeline for enterprise accounts across BFSI, Manufacturing, Telco, IT/BPO
CRM: Lead, Opportunity, Quotation, Sales Order
Multi-vendor BOQ preparation for enterprise RFPs (Cisco + Dell + HPE + VMware in a single quote)
Quotation with multi-supplier item catalog and vendor-specific price lists
Contract and AMC renewal tracking across the full customer base
Serial No, Warranty Claim, Maintenance Schedule, Subscription
Customer visit logs, meeting notes, and account activity history
CRM Communications and Events, linked per Customer
Deal registration and project registration against vendor programmes
Custom field extensions on Opportunity and Purchase Order
Procurement & Inventory
Vendor management for Cisco, Dell, HPE, VMware with rate agreements and payment terms
Supplier records, Supplier Quotations, Rate Agreements, Buying Price Lists
Purchase Order raised against a specific customer Sales Order (project-linked procurement)
Buying module with SO to PO linkage and drop-ship workflow
Serial and batch tracking on delivered hardware, per customer and per project
Stock module with Serial No and Batch, linked to Delivery Note and Asset
Landed cost and forex on imported hardware from overseas distributors
Landed Cost Voucher and multi-currency purchase invoicing
Warehouse and inventory across HQ, project sites, and staging locations
Multi-warehouse Stock with reconciliation and stock ledger
Project Delivery
Implementation project management (network rollouts, cloud migrations, cybersecurity deployments)
Projects module with Tasks, Milestones, Gantt view, and Kanban
Milestone-based billing for enterprise projects
Sales Order split into scheduled Delivery Notes and Sales Invoices linked to Project milestones
Engineer time capture against project tasks and support tickets
Timesheet module, billable and non-billable, feeding Sales Invoice
Cross-project resource allocation and capacity planning
Project + HR combined view with employee availability
Project P&L (revenue vs cost including engineer time, hardware, travel)
Project profitability reports and project cost centers
Managed Services & NOC
Monthly and quarterly recurring billing for managed-services contracts
Subscription module with automatic invoice generation on schedule
SLA-driven ticket handling with priority, response, and resolution targets
Helpdesk with Service Level Agreement doctype
Integration with an existing help desk platform
REST API integration: pull tickets, push billable time and invoices
NOC alert to incident to billable engineer time to invoice
Support Ticket to Timesheet to Sales Invoice flow, per contract type
On-call rostering and engineer availability
HR Shift Management with custom rota extensions
Installed base register: what serial went where, warranty end date, AMC coverage
Serial No linked to Customer, Asset, and Maintenance Visit
Finance & Compliance
Multi-currency invoicing (LKR for Sri Lanka, USD for Maldives clients)
Accounts module with multi-currency and per-customer default currency
Revenue recognition on multi-year managed-services contracts
Deferred Revenue accounting on Sales Invoice
Vendor payables in foreign currency with FX rate tracking
Payment Entry with exchange rate revaluation
Audit trails, version history, and approval logs for BFSI-grade compliance
Built-in Version tracking, Activity Log, and Workflow history on every document
Sri Lanka tax (VAT, WHT, SSCL, Stamp Duty) and Maldives tax (GST, WHT)
Configurable Tax Templates per item and per customer
HR & Payroll
Payroll for Sri Lanka and Maldives staff, separate statutory rules
Payroll with country-specific salary structures (EPF, ETF for SL)
Leave, attendance, and engineer certification expiry tracking
HR module with Leave Application, Attendance, and Employee Skill Map
Recruitment pipeline for engineering and delivery hires
HR Recruitment sub-module with Job Applicant, Interview, Offer
Assets & Installed Base
Internal IT asset register (laptops, licenses, phones issued to staff)
Asset module with Asset Movement and depreciation
Customer installed base (what is deployed at each customer, warranty status, AMC coverage)
Serial No + Warranty Claim + Maintenance Schedule, linked to Customer Asset
Reporting & Dashboards
Project P&L, customer profitability, engineer utilisation, contract renewal calendar
Standard reports, Query Reports, and Report Builder
Executive KPI dashboards (pipeline, delivery, cash)
Frappe Dashboard with configurable Charts and Number Cards
Board-pack style monthly financial reports
Financial Statements with custom Print Formats
04Integrations

Existing tools stay, if they should.

You do not have to rip out systems that work. ERPNext is built on an open API, and we specialise in making it play well with the platforms already running your business.

Help desk platforms

REST API integration with third-party help desk platforms. Tickets flow in, billable time flows back.

Monitoring & NOC tools

Alert ingestion from PRTG, Zabbix, SolarWinds, LogicMonitor, Datadog. Alert to ticket to timesheet, all traceable.

Bank & payment gateways

Bank feed reconciliation for major Sri Lanka banks, payment gateway integration for online client payments.

Vendor portals

API and file-based integration with Cisco Commerce Workspace, Dell Premier, HPE Partner Ready, and Microsoft Partner Center.

Communication & document tools

Email sync with Microsoft 365 and Google Workspace. Document storage on internal file server, S3, or Google Drive.

Custom in-house tools

Frappe framework REST API gives every doctype a JSON endpoint. If it has an API, we can talk to it.

05Common questions

What SIs usually ask.

Six questions that come up in every first conversation with a systems integrator. Answered directly.

Do we have to replace our existing help desk?

No. If your existing help desk is working for your team, we would integrate rather than replace. Tickets sync in, engineer time syncs out, and the finance side sees billable hours automatically. If you would rather consolidate on a single platform, ERPNext Helpdesk is a capable native option, and we can migrate the ticket history as part of the go-live.

How do you handle multi-currency for Maldives and other overseas clients?

ERPNext supports per-customer default currency and multi-currency invoicing out of the box. You can invoice a Maldives client in USD, book the receivable in USD, receive the payment in USD, and only translate to LKR at the point of remittance or period-end revaluation. The same applies to USD purchases from overseas distributors.

Can you handle serial-tracked hardware delivery to enterprise customers?

Yes. Every serial number lives on the ERPNext Serial No doctype, linked to the Sales Order, Delivery Note, Customer, Warranty term, and downstream Maintenance Visits. When a BFSI client asks for a serial-wise delivery certificate, it prints from the system.

Where does the ERPNext data live? Can we host it ourselves?

Both options are supported. We can host on our managed Frappe Cloud infrastructure (fastest to go live, no ops overhead on your side), on our own Contabo infrastructure (cost-efficient, we handle backups and updates), or on your infrastructure (AWS, Azure, on-premise). Data ownership stays with you in all three models.

What does a realistic timeline look like for a company our size?

For a mid-to-large systems integrator with 50-200 staff, a phased rollout is typical. Phase one (core CRM, sales, and finance) goes live in 8 to 12 weeks. Phase two (procurement, inventory, project delivery) adds another 8 to 12 weeks. Phase three (managed services subscription billing, help desk integration, installed base) another 6 to 10 weeks. Full go-live typically lands in 6 to 9 months, run in parallel with existing systems until each phase is stable.

What is your commercial model?

Fixed-scope, phased implementation fees per phase, with a monthly support and hosting retainer post go-live. We do not price per user seat. Licenses for ERPNext itself are open source and free. You pay for our people and, if you choose our hosting, for infrastructure.

06Start a conversation

Talk to someone who has run this platform.

A 30-minute discovery call, no deck and no commitment. We will ask where the current process is under pressure, and come back with a scoped plan rather than a menu.

Book a discovery callWhatsApp us →