Project Name
Enhancing Project Delivery & Billing Efficiency with ERPNext Customization
A rapidly growing IT services and consulting company was experiencing major workflow challenges as its operations expanded. Their teams managed projects, timesheets, billing, support, and resource planning across different tools, none of which were connected.
This lack of integration created delays in approvals, inconsistent data, scattered project information, and limited visibility for managers. Billing cycles often stretched for days due to multiple manual checks. Support teams struggled with SLA management, resulting in inconsistent customer experience.
To fix these issues, the company partnered with Ksolves, a leading ERPNext Service Provider, to build a fully customized ERPNext solution tailored to IT service workflows.
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Lack of Project Visibility
Project managers could not get a unified view of ongoing work. Task progress, developer workload, and utilization metrics had to be checked across multiple tools. This made it difficult to monitor deadlines, assign work logically, or predict delivery timelines. -
Delayed Billing Cycles
Timesheets were maintained manually and approved through email or spreadsheets. This caused frequent back-and-forth reviews. Since billable hours were not synced with tasks or projects, finance teams often faced discrepancies while preparing invoices. -
No Centralized Resource Planning
There was no single platform to identify which developer was free, overloaded, or underutilized. As a result, managers assigned work blindly, leading to uneven workloads, delayed deliveries, and inefficient utilization of skilled resources. -
Inefficient Support Ticket Workflow
Support requests came from multiple channels and lacked SLA-based rules. High-priority tickets were not automatically escalated, and managers had no visibility into pending or aging tickets. This affected customer satisfaction and internal response timelines.
As part of Ksolves’ ERPNext Customization Services, we delivered a robust IT-specific solution addressing all major operational gaps.
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Project Profitability Dashboard
A detailed dashboard was created that displays real-time project status, billable vs. non-billable hours, cost tracking, estimated profitability, and utilization metrics. Managers can instantly see which projects are running on track and which require attention. -
Advanced Timesheet Automation
Timesheets were integrated directly with project tasks. Employees could log hours against assigned tasks, and managers could approve them with a single click. Automatic validations ensured accurate billable-hour tagging, reducing manual errors and approval delays. -
Automated Billing Engine
Billing was fully automated based on predefined rules, including hourly billing, milestone-based billing, or SLA-driven support billing. The system now generates invoices automatically using approved timesheets, eliminating the manual compilation of hours and removing inconsistencies. -
Resource Allocation Planner
A visual planner was introduced to show availability, workload distribution, leave schedules, and upcoming project allocations. Managers can now assign work effectively, balance workload across teams, and plan resources for future projects. -
Custom Support Desk With SLA Tracking
The support system was enhanced with SLA timers, escalation rules, priority routing, and an organized ticket queue. The team now receives instant alerts for overdue tickets, ensuring faster responses and improved service quality.
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95% Improvement in Project Visibility
Managers now view all project activities from a single dashboard. Real-time insights into tasks, progress, and utilization help them make faster decisions and keep delivery timelines consistent. -
60% Faster Billing Process
Automated invoice generation reduced manual dependencies and errors. What took several days earlier now gets completed in hours, improving cash flow and ensuring timely financial operations. -
40% Better Resource Utilization
With centralized visibility of developer workloads, managers can allocate tasks more effectively. Balanced workloads ensure faster delivery, reduced burnout, and better use of skilled resources. -
90% SLA Compliance Rate
Automated support workflows significantly improved response times. Escalations, priority routing, and alerts helped the team maintain high service standards and reduce ticket aging.
With Ksolves’ ERPNext Customization Services, the IT services company achieved a complete digital transformation in operations. Automated workflows, clear project insights, accurate billing, and efficient resource planning helped them scale faster while maintaining delivery excellence.
This case study demonstrates how Ksolves’ ERPNext expertise helps IT companies build smarter, streamlined, and fully optimized business processes.
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