Connecting sales, stock and delivery across multiple locations

The client is a Kenyan provider of building and construction materials, serving customers through multiple showrooms, warehouse locations and an e-commerce channel.

Its operations depend on close coordination between sales teams, warehouse staff, procurement, finance and delivery operations. The business engaged Medici Labs to integrate its existing systems and create a more unified way to manage orders and information across the operation.

The main challenge was not a lack of software, but disconnected systems and processes. Teams relied on separate systems, spreadsheets, phone calls and WhatsApp conversations to process orders, confirm stock, issue invoices, manage commissions and coordinate deliveries.

• Sales depended on manual stock checks, Excel quotations and separate customer records.
• Warehouse stock was maintained in separate workbooks and shared at the end of each day.
• Finance handled repeated administrative work across quotations, invoices, receipts and commission sheets.
• Delivery planning lacked a centralised view and relied on spreadsheets and WhatsApp.
• Online orders followed a separate process from showroom sales.

The solution needed to connect existing systems and address operational gaps without unnecessarily replacing tools already used by the business.

• Centralised inventory across multiple warehouses
• Shared customer records and connected quotation-to-order workflows
• Two-way integration with the existing Sage accounting system
• Integration with the existing e-commerce platform
• Procurement coordination and more efficient delivery planning
• Streamlined commission processing and financial controls for deposits, prepayments and COD
• Centralised dashboards, reporting and migration of relevant Excel records

Medici Labs implemented a heavily customised ERPNext platform as the central operational system, integrating it with Sage accounting and the existing e-commerce platform.

Medici Labs led the implementation and customisation of the ERP platform and the integration of existing business systems.

• Implemented and customised ERPNext around the company's operational requirements.
• Integrated ERPNext with Sage and connected the e-commerce platform.
• Implemented multi-warehouse inventory synchronisation and order routing.
• Developed workflows for sales, customer management, procurement, billing, commissions and delivery planning.
• Configured financial controls, dashboards and operational reporting.
• Migrated relevant business data from legacy Excel workbooks.
• Provided user training and completed the handover.

The implementation is completed and in use, replacing disconnected manual workflows with a more coordinated operational system spanning sales, inventory, finance and distribution.

• 38% reduction in order processing time: Connected workflows reduced the time required to process orders.
• 100% stock accuracy within 60 days of go-live: Centralised inventory and synchronised warehouse stock established a consistent view of inventory.
• Improved procurement planning: Consolidated inventory information supported purchasing and supplier coordination.
• Reduced manual work: The solution reduced reliance on spreadsheets, emailed commission sheets, repeated data entry and manual handoffs.
• Greater operational transparency: Dashboards and reporting gave management a more consolidated view across locations and functions.

For a multi-location retailer and distributor, customer experience depends on how well stock, finance, procurement and delivery operations work together behind the scenes.

The implementation demonstrates that modernisation does not always require replacing every existing tool. Integrating ERPNext with Sage and the e-commerce platform created a more connected operation around systems the business already used.

Further opportunities may include refining delivery consolidation, expanding operational analytics and using accumulated data to improve purchasing and fulfilment decisions.

The wider lesson: when sales, stock, finance and delivery share reliable information, a business can process orders more efficiently and manage its operations with greater confidence.