ERP & Business Systems
One operational backbone for purchasing, stock, finance and people
As organisations grow, departments tend to adopt their own tools and the business loses a shared version of the truth. We design and develop ERP solutions and business systems that connect purchasing, stock, accounting and human resources, so each transaction is recorded once and flows to everyone who depends on it.
ERP & Business Systems
The challenge
Growth that outpaces the systems behind it
Most organisations start with an accounting package, a few spreadsheets and email approvals. That works until a second warehouse opens, a subsidiary is created or headcount doubles. From then on, finance spends its month-end chasing documents, purchasing cannot see stock, and managers approve expenses they cannot verify.
For companies operating in the DRC and across the region, the requirements are specific: transactions in US dollars and Congolese francs, sites with uneven connectivity, local tax and payroll rules, and approval chains that reflect real accountability. Many packaged ERPs handle these only through expensive customisation, if at all.
- Month-end close delayed by missing invoices, receipts and approvals
- Purchase requests approved by email or phone with no budget check
- Stock and fixed assets recorded differently at each site
- Payroll and HR records kept apart from finance, leading to reconciliation work
- Exchange rate differences between USD and CDF handled manually after the fact
Capabilities
What we design and build in this domain.
Procurement
Purchase requests, supplier quotes, purchase orders, goods receipts and three-way matching, with supplier records and performance history.
Inventory management
Stock by site and location, transfers, valuation methods, reorder points and lot or serial tracking where your products require it.
Finance workflows
General ledger, payables, receivables, cash management and multi-currency accounting, with automated postings from operational modules.
Human resources
Employee records, contracts, leave, attendance and payroll inputs, configured for the labour rules and pay structures that apply to you.
Multi-location administration
Multiple sites, branches and legal entities with consolidated reporting, inter-company transactions and site-level permissions.
Approval systems
Configurable approval chains by amount, department and category, with delegation, mobile approval and a full decision history.
Business operations
Sales orders, service contracts, asset maintenance and project costing, assembled into the modules your operating model actually requires.
Operational automation
Scheduled jobs, rule-based alerts and automatic document generation that remove routine manual work from finance and operations.
Reporting
Financial statements, budget-versus-actual views and operational dashboards per site, entity or department, available on demand.
Example use cases
Illustrative examples of how these capabilities can be applied.
- 01 · Wholesalers and trading groups
Multi-site trading company
A trading group with branches in several cities could manage purchasing centrally, transfer stock between branches and consolidate accounts across entities in both USD and CDF.
- 02 · NGOs, public bodies and foundations
Controlled spending for an institution
An organisation managing donor or public funds could enforce budget lines, multi-level approvals and supporting documents for every expense, producing reports per funding source.
- 03 · Manufacturers and industrial operators
Production and maintenance tracking
A manufacturer could link raw material purchases, production consumption, equipment maintenance and finished goods inventory to understand true product costs.
- 04 · Mid-sized enterprises
HR and payroll for a distributed workforce
A company with staff across several sites could centralise employee records, leave and attendance, then produce payroll inputs and accounting entries without re-keying data.
Technical approach
How we deliver ERP without the big-bang risk
ERP projects are known for running long and over budget. We reduce that risk with modular delivery, careful data migration and a strong preference for configuration over code where it serves you.
- 01
Map processes and controls
We document how money, stock and approvals currently move, which controls matter to management and auditors, and where the biggest operational losses occur.
- 02
Choose build, extend or integrate
For each module, we assess whether to build custom, extend an existing open-source ERP or integrate a specialised tool, and explain the trade-offs clearly.
- 03
Deliver module by module
We release in phases, typically starting with procurement or inventory, running old and new processes in parallel until figures reconcile.
- 04
Migrate data with verification
Opening balances, master data and open transactions are cleaned, migrated and reconciled with your finance team before each cut-over.
Technologies & practices
- PostgreSQL
- Modular monolith architecture
- Workflow and rules engines
- Background job queues
- Multi-currency accounting models
- PDF and document generation
- REST APIs
- Offline-capable web apps
Security & scalability
Control, auditability and growth
An ERP is the system auditors, managers and regulators will rely on. Its design must make errors hard, fraud visible and growth straightforward.
Segregation of duties
Role design prevents the same person from creating a supplier, raising an order and approving its payment.
Immutable financial records
Posted entries are never edited, only reversed, preserving a complete history for audit and tax inspection.
Entity and site isolation
Users see only the entities and sites they are responsible for, while group management keeps a consolidated view.
Backups and recovery
Automated, encrypted backups with regularly tested restoration, so operations can resume quickly after an incident.
Performance as data grows
Indexed queries, archiving policies and separated reporting workloads keep the system fast after years of transactions.
Frequently asked questions
Should we build a custom ERP or implement an existing one?
Often the best answer is a combination. Standard accounting and HR functions can come from proven software, while processes that differentiate your business, or that packaged ERPs handle poorly, are worth building. We help you decide module by module.
Can the ERP handle both US dollars and Congolese francs?
Yes. We design multi-currency accounting with transaction, functional and reporting currencies, exchange rate management and automatic recording of realised and unrealised differences.
How do you migrate data from our current tools?
We extract, clean and map data from your existing systems and spreadsheets, migrate it in rehearsed runs and reconcile balances with your finance team before switching over.
Can the ERP connect to our banks, e-commerce or CRM?
Yes. We build integrations with banking files or APIs, sales channels, CRM and payroll services, so data moves automatically instead of being re-entered.
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Gombe, Kinshasa, DR CongoPhoto: MONUSCO/Abel Kavanagh — CC BY-SA 2.0
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