Optima Door Asia is a leader in the design, manufacturing, and installation of high-end interior glazing systems and premium doors. With a growing demand for their products across Asia, Optima faced critical operational challenges in managing core business processes such as inventory, accounting, HR, manufacturing, and customer rentals.
To scale efficiently while minimizing software licensing costs, Optima Door Asia partnered with us to implement a robust and fully customizable ERP system using the open-source platform – ERPNext.
Challenge
Before the ERPNext deployment, the company encountered the following operational bottlenecks:
- High Costs of Proprietary ERP Software Licenses limiting scalability
- Disjointed Inventory and Stock Management across multiple locations
- Manual Financial Processes causing delays in accounting and reconciliation
- Limited Integration Between Sales, Purchasing, and Manufacturing
- No Central HRMS to manage employee records, payroll, and attendance
- Lack of a Dedicated Rental Management System for client-use products
Solution
We successfully implemented ERPNext, a 100% open-source ERP platform, customized to meet Optima Door Asia’s business needs. The solution included:
Core Modules Implemented:
– Accounting – Real-time financial reporting, ledgers, P&L, and invoicing
– Buying & Selling – Integrated supplier and customer management
– Stock Management – Multi-warehouse control, real-time stock levels, and material transfers
– Manufacturing – BOM (Bill of Materials), job cards, production planning, and WIP tracking
– HRMS – Attendance, payroll, onboarding, and leave management
– Custom Product Renting Module – Custom-built module for renting doors and partitions to clients with full tracking and invoicing
Additional Services:
– On-site and virtual Training Sessions for internal teams
– Post-Implementation Support & Maintenance to ensure long-term system performance and upgrades
Technically Speaking
| Component | Details |
|---|---|
| ERP Platform | ERPNext (Open Source) |
| Customization Language | Python, JavaScript (Frappe Framework) |
| Database | MariaDB |
| Hosting | Cloud-based deployment for scalable performance |
| Integrations | Email, PDF exports, custom print formats, rental module |
| User Access | Unlimited Users with role-based permissions |
Results & Impacts
| Business Area | Impact Achieved |
|---|---|
| 💸 ERP Cost | 100% savings on user licenses due to open-source nature |
| 🧾 Financial Clarity | Improved accounting accuracy and faster monthly closure |
| 🏭 Production Planning | Enhanced visibility and reduced wastage in manufacturing |
| 🔁 Inventory Turnaround Time | 30% faster due to real-time updates and automated stock movements |
| 👥 HR & Payroll Automation | 100% automated payroll processing and HR operations |
| 📦 Rental Workflow | Custom system created to manage rental agreements and billing |
| 🧑💼 Team Adoption | High user adoption due to intuitive UI and thorough training |
Client Feedback
“The ERPNext implementation has brought transparency, automation, and agility to our day-to-day operations. The rental module alone has saved us countless hours in manual billing.”
— Operations Manager, Optima Door Asia
“Thanks to the cost-effective, scalable nature of ERPNext, we were able to eliminate software license overheads while gaining full control over our business.”
— Director, Optima Door Asia
Conclusion
With the successful deployment of ERPNext, Optima Door Asia has unlocked a new level of operational efficiency, scalability, and cost savings. The custom modules built for product rentals and deep integration of manufacturing and finance have positioned the company for sustainable growth across Asia.
Our team continues to provide ongoing support, upgrades, and strategic consulting to help Optima evolve its ERP ecosystem in line with its expanding business needs.
