ERP Implementation & Custom Enterprise Systems
ERP implementation from Nairobi — finance, inventory, HR, payroll and operations in one system, integrated with M-Pesa, KRA eTIMS and your bank. Custom-built or off-the-shelf, delivered in phases. Call +254 725 722 965.
One system for finance, inventory, HR and operations — implemented, integrated with M-Pesa and your bank, and adopted by the people who have to use it.
Most Kenyan businesses do not run on an ERP. They run on QuickBooks, a stack of Excel workbooks, a WhatsApp group and one person who knows where everything is. That works until it does not — until stock on the system stops matching stock on the shelf, until closing the books takes three weeks, until nobody can say what the business earned last month without a meeting.
An ERP fixes that by making one record the truth. A sale reduces inventory, posts to the ledger, updates the customer balance and triggers reordering in a single transaction, because finance, inventory, procurement, HR and operations share one database instead of reconciling four. The prize is not software; it is being able to answer questions about your own business immediately and correctly.
We implement ERPs two ways, and we will tell you honestly which one you need. Where a proven off-the-shelf platform fits your processes, we configure and integrate it rather than rebuild it. Where your operating model is genuinely your competitive advantage — and in manufacturing, logistics, microfinance and healthcare it very often is — we build a custom system around how you actually work, instead of forcing a decade of institutional knowledge into someone else's workflow.
What's included
- Finance & accounting — General ledger, accounts payable and receivable, multi-currency, budgeting and management reporting, with KRA eTIMS-compliant invoicing built in.
- Inventory & supply chain — Multi-warehouse stock, batch and serial tracking, reorder automation, procurement workflows, goods receipt and supplier management.
- HR, payroll & HRMS — Employee records, leave, attendance, performance and Kenyan statutory payroll — PAYE, NSSF, SHIF and NHIF — with self-service for staff.
- Sales, CRM & POS — Quotations, orders, invoicing, customer histories and point-of-sale that keeps working offline and reconciles automatically when connectivity returns.
- Payments & bank integration — M-Pesa via Daraja — STK Push, C2B, B2C — Pesalink, card gateways and direct bank feeds, so cash reconciliation stops being a manual monthly ritual.
- Dashboards & business intelligence — Role-aware dashboards and reporting for owners and managers, replacing the exported spreadsheet that was already stale when it was sent.
How it works
- Discovery & process mapping — We sit with each department and document how work truly flows today, including the informal workarounds that any successful implementation must account for.
- Fit-gap & solution design — We decide with you, transparently, what is configured off the shelf and what must be custom-built — and where a process should change rather than the software.
- Build & integrate — Configuration and development, connected to M-Pesa, eTIMS, your bank and any existing systems you are keeping, in iterative sprints you review.
- Data migration — Extract, clean and reconcile the historical data. This is where implementations quietly fail, so we migrate early, validate balances, and run parallel.
- Training & phased go-live — Train the users and champions, then go live module by module rather than in one high-risk switchover, with the legacy system available as a fallback.
- Hypercare & support — Intensive on-site support through the first close and the first payroll run, then a support arrangement covering enhancements as your business changes.
What you walk away with
- Process maps and a documented fit-gap analysis
- Configured or custom-built ERP across the modules in scope
- Integrations with M-Pesa, KRA eTIMS, banks and retained systems
- Migrated, reconciled historical data with validated opening balances
- Role-based training, user guides and administrator handover
- Hypercare through first month-end close, then ongoing support
Frequently asked questions
How much does an ERP cost in Kenya?
The honest answer is that scope, not software, determines cost. A single-entity business implementing finance and inventory is a fundamentally different project from a multi-branch group with manufacturing, payroll and complex integrations. Off-the-shelf platforms add recurring per-user licensing that compounds as you grow, and that licence is frequently the largest line in the five-year total cost of ownership even when the first-year quote looks cheaper. A custom system carries higher upfront build cost and no per-seat licence at all. We model both over five years for your actual headcount and show you the crossover point, rather than steering you toward whichever we would prefer to sell.
How long does ERP implementation take?
Three to nine months is the realistic band for a mid-sized business, driven by module count, data quality and how much of your team's time is available. Finance and inventory alone can go live inside three months. Adding manufacturing, multi-branch operations or heavy integrations moves you toward the upper end. Any vendor promising a full multi-module ERP in six weeks is either scoping something much smaller than you think, or is planning to hand you a system that nobody adopts.
Should we buy an off-the-shelf ERP or build a custom one?
Buy when your processes are standard and your differentiation lies elsewhere — retail, distribution and professional services are frequently well served by configuring an established platform, and it is faster and cheaper to do so. Build when your operating model is the business: bespoke lending logic in microfinance, unusual manufacturing routing, healthcare workflows that have to fit Kenyan practice and payer rules. The failure mode we are called in to repair most often is an organisation that bought a rigid platform, spent more customising it than a bespoke build would have cost, and now cannot upgrade it. We assess fit before recommending either.
Can the ERP integrate with M-Pesa and KRA eTIMS?
Yes, and for Kenyan businesses these are usually the two integrations that matter most. We integrate M-Pesa through the Daraja API — STK Push for customer-initiated payments, C2B for paybill and till collections, B2C for disbursements — with automatic reconciliation against invoices, so payments post themselves. On the tax side we integrate with KRA eTIMS so that invoices are transmitted and validated as they are raised, rather than being re-keyed into a separate portal. We also connect Pesalink, card gateways and direct bank statement feeds.
What usually causes ERP implementations to fail?
Rarely the software. In our experience implementations fail for three reasons: dirty data migrated without reconciliation, so the new system launches with balances nobody trusts; inadequate training, so staff quietly keep their spreadsheets running in parallel and the single source of truth never becomes true; and absent executive sponsorship, so process disputes between departments go unresolved and the project stalls. We migrate and reconcile data early, train champions inside each department rather than just running a demo, and insist on a named executive sponsor before we begin.
Can you migrate us from QuickBooks, Sage or an existing ERP?
Yes. We routinely migrate from QuickBooks, Sage, Tally, Odoo and from custom legacy systems, including ones where the original developer is long gone and the only documentation is the database itself. Migration starts by extracting and profiling the existing data to establish what is actually there, then cleaning and mapping it, then reconciling opening balances against your last audited accounts. We run the old and new systems in parallel through at least one full close before you switch off the legacy system.