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Business Systems & ERP

ERPNext and Prometheus customisation and automation

Your ERP should fit how you work, not the reverse. We customise and automate ERPNext and Prometheus in depth: apps, workflows, SSO, OCR, integrations and AI. If your process needs it, we build it.

Discuss your project How the work is delivered

A good fit if

  • The standard product covers most needs, but key processes run on spreadsheets or email.
  • Invoices, receipts and forms are still typed in by hand.
  • Your ERP must exchange data with e-commerce, banking, lab, payroll or government portals.
  • You need single sign-on, portals, mobile access, or reports that match you exactly.

What is included

  • Specification per requirement: estimate in naira (or dollars where priced so), acceptance criteria
  • Custom apps, document types, workflows, approvals, notifications and scheduled jobs
  • Single sign-on (SAML, OpenID Connect) with Entra ID, Google, Okta
  • OCR document capture and AI automation, with human review
  • Integrations through REST APIs, webhooks and file exchanges; data migration
  • Reports, dashboards, print formats, letterheads, portals and mobile access

What this service is

ERPNext and Prometheus cover a great deal as standard, but every organisation has processes of its own. We customise and automate both in depth, so the system matches your requirements instead of forcing workarounds. Nothing is off limits.

Custom apps

New modules and screens: lab sample tracking, inspection records, contract obligations, grant reporting.

Workflows and approvals

Multi-step approvals with thresholds and delegation, reminders, scheduled jobs, rules on document change.

OCR capture

Invoices, receipts and forms read into drafts, matched to purchase orders, confirmed before posting.

Integrations

E-commerce, banking, payroll, CRM, lab, clinical, government; migrations with reconciled totals. See system integration.

Reports, portals and mobile

Live dashboards, invoices, quotations, receipts and certificates in your brand, portals, mobile apps.

AI automation

Classify documents, extract data, suggest account codes, summarise, draft replies, with human review. See AI solutions.

Example: invoice capture with approval
Demonstration, not a client project
  1. ReceiveA supplier emails an invoice PDF to the accounts payable address.
  2. ReadOCR captures supplier, number, date, VAT and total into a draft.
  3. MatchMatched to PO-0457; a ₦38,200 freight difference is flagged.
  4. RouteOver ₦5,000,000 or mismatched: operations manager approves; otherwise the clerk.
  5. PostThe clerk confirms values; the invoice posts and is scheduled for payment.

Tested: clean matches post without escalation; duplicate invoice numbers are blocked; unreadable scans go to manual entry; clerks cannot approve their own purchase orders.

Prometheus, ERPNext and AI

Customisation works whether you run Prometheus, our white-labelled ERP, or a standard ERPNext system implemented by us or someone else; for an inherited system we review existing customisations first. AI fits naturally: document capture into purchase records, AI agents that prepare orders and purchase suggestions for approval, and assistants that answer questions from ERP data. Our guide to AI in ERP explains where it helps and what has to be true first.

Delivery

How the work is delivered

  1. Understand the requirement

    Walk through the process with the people who do it, collect samples, agree what done means.

    Output: Specification, estimate, acceptance criteria.

  2. Design

    Pick the simplest reliable approach: configuration, custom app, integration or automation, agreed with you.

    Output: Design note.

  3. Build

    In a separate custom app under version control, on a test site, never editing the core.

    Output: Working build on test site.

  4. Test

    Normal and edge cases, permissions and failures, with your staff and realistic data.

    Output: Signed-off test scenarios.

  5. Release and document

    Deploy in an agreed window, watch early use, document what, why and how to maintain.

    Output: Released change and documentation.

Scope at a glance

Not included unless agreed

  • Third-party OCR, AI, identity and app store fees, billed separately or bought directly
  • Changes to other vendors' systems beyond their supported APIs
  • Accounting, tax or legal advice; support after warranty without agreement

What we need from you

  • Process owner to explain and approve; staff to test changes
  • Sample documents and data, personal data removed or replaced where possible
  • Admin and API access, plus your identity console for SSO

Before handover

  • Every customisation in a version-controlled custom app, separate from the core.
  • Tested before production, and again with each new ERPNext release.
  • Failures logged and alerted to a named person; nothing fails silently.

What affects the cost

  • Number and complexity of requirements
  • New document types and logic, or configuration
  • Systems to integrate and their API quality
  • OCR and AI document volume and variety; testing, documentation, support

No package prices: estimates in naira from an agreed scope, taxes shown separately.

Questions buyers usually ask

Is there anything you cannot customise?

Very little. Both run on the open-source Frappe framework, so we can add document types, logic, screens, reports, portals and integrations, and we tell you plainly what it will take.

Will customisations break when we upgrade?

Not if built properly: every change lives in a separate custom app under version control, never in core code, and is tested against each new release before production is upgraded.

Can staff sign in with their Microsoft or Google accounts?

Yes: Microsoft Entra ID, Google Workspace, Okta or any SAML or OpenID Connect provider. Access follows your existing accounts, roles map from your directory where needed, and access ends when someone leaves.

How accurate is OCR, and do you use AI on our data?

OCR accuracy depends on document quality and layout, so uncertain values are flagged and a person confirms before posting. AI runs only where you approve, with services and settings (including processing location) you have reviewed, and a person reviews before records change or anything leaves.

Service

Prometheus ERP

Promatics' own ERP on open-source ERPNext: industry editions, Nigerian configuration, delivered and supported by Promatics.

Have a process your ERP does not handle yet?

Describe the process and the systems involved. We will reply to arrange a conversation about how to build it.

Discuss a customisation