Project Name
Implemented ERPNext v16 Platform for Serialised Sales, Rentals, and Warranty Service for a Medical Devices Company
Our client is a Tamil Nadu-based medical devices company providing health-monitoring solutions for senior citizens. Each bundle includes a Smart Watch, Medication Dispenser, and Gateway, with every device tracked by a unique IMEI and SIM ICCID. Without a unified system, device, SIM, and subscriber matching was not consistently enforced, creating a critical operational risk.
The client partnered with Ksolves, an AI-first ERPNext implementation partner, to implement a unified ERPNext platform covering lead-to-cash, procure-to-pay, device tracking, GST compliance, and after-sales support.
The client needed a unified ERP foundation to enforce device-level accuracy, support mixed billing models, and guarantee response times on safety-critical support.
- Device-Level Traceability Across the Full Lifecycle: Each device bundle's IMEI and SIM ICCID needed tracking from supplier purchase through delivery, warranty, and service, with no earlier system enforcing this end to end.
- Mixed Sold vs. Rented Billing Models: The business needed to support one-time device sales and recurring monthly rental plans from the same catalogue, each carrying different billing logic.
- Multi-Channel Leads With No Unified Pipeline: Leads arrived via WhatsApp opt-in, QR code scans, social media, and website forms, with no single system tracking source, stage, or city coverage.
- No Dispatch-Time Validation Between Device and SIM: Without a system-level check, a mismatched IMEI, SIM ICCID, or subscriber ID could ship undetected and reach a customer.
- Manual GST and e-Invoice Compliance: GST-compliant invoicing, including e-Invoice IRN generation and e-Way Bill, was required for B2B transactions with no integration in place.
- No Enforced SLA on Safety-Critical Support: For a device supporting senior citizens living alone, issues such as SOS false alarms or a device going offline needed guaranteed response times that the business had no system to enforce.
Ksolves, an Emerging Frappe Partner offering end-to-end ERPNext services, delivered Phase 1 as a sprint-based build across CRM/Sales, Purchase, Inventory, Accounting/GST, and After-Sales Support, covering six core workstreams to address the client's traceability, compliance, and service requirements.
- Multi-Channel CRM Pipeline With City Coverage Check: Lead capture from WhatsApp opt-in, QR scans, social media, and web forms now feeds a single CRM pipeline (New Lead → Nurturing → Demo Scheduled → City Coverage Check → Closure), with uncovered zones automatically routed to a waitlist.
- Sold vs. Rented Billing Logic: A custom field on Opportunity and Sales Order captures the business model, feeding into ERPNext's native Subscription module for recurring rental billing alongside one-time device sale invoicing.
- Serialised Inventory With IMEI/ICCID Dispatch Validation: Every device type is configured as a serialised item tracked through a defined lifecycle (In Stock → Reserved → Dispatched → Active → Under Warranty Service → Repaired → Retired), with a custom validation rule blocking dispatch unless SIM ICCID, IMEI, and Subscriber ID all match.
- GST e-Invoice and e-Way Bill Integration: ERPNext's native e-Invoice (IRP) connector and e-Way Bill generation were configured for applicable B2B transactions, triggered directly from Sales Invoice and Delivery Note.
- Warranty and SLA-Tiered Service Ticketing: Warranty start and expiry are tracked automatically per serial number, with a three-tier SLA structure (P0 emergency under 60 minutes, P1 high under 4 hours, P2 normal under 24 hours) and automatic escalation on breach.
- Razorpay Payment Integration: UPI, COD, and card payments link directly to Sales Invoices, closing the loop from quotation to payment confirmation.
Technology Stack
| Category | Technology |
|---|---|
| Platform | ERPNext v16 on Frappe Framework |
| Hosting | Frappe Cloud |
| Database | MariaDB |
| GST Integration | e-Invoice (IRP) & e-Way Bill — native ERPNext connector |
| Payments | Razorpay |
| Serial Tracking | ERPNext native Serialised Inventory (Item Serial No.) |
| Billing | ERPNext Subscription module |
A unified ERPNext v16 platform now connects lead-to-cash, procure-to-pay, device tracking, and after-sales service across the business.
- End-to-End Device Traceability From Day One: Every unit sold or rented is tracked from supplier purchase through active use, warranty, and service under a single serial-number lifecycle.
- Dispatch Errors Caught Before They Ship: IMEI, SIM ICCID, and Subscriber ID mismatches are blocked at the point of dispatch rather than discovered after a device reaches a customer.
- GST Compliance Built Into the Sales Flow: e-Invoice and e-Way Bill generation trigger directly from the Sales Invoice and Delivery Note rather than being handled as a separate manual step.
- Enforced Response Times on Safety-Critical Support: Service tickets for issues such as SOS false alarms and device-offline events run against defined SLA tiers, with automatic escalation on breach.
- Single Platform for Sales, Procurement, and Service: Lead-to-cash, procure-to-pay, and after-sales workflows now operate on one system, with warranty tracking built into daily operations.
For a device company where traceability is a safety requirement rather than an operational preference, separate systems and manual checklists are not a workable foundation. Ksolves unified the client’s CRM, sales, procurement, inventory, accounting, and after-sales workflows on a single ERPNext v16 platform, with serialised tracking, dispatch-time validation, and SLA-enforced support built into the core from Phase 1. Delivered within nine weeks, the implementation treats device-and-subscriber accuracy as a hard system constraint and provides a scalable foundation for subsequent rollout phases.
Managing Serialised Devices and Subscriptions on Spreadsheets with No Dispatch-Time Validation?
