How We Start — Kickoff & Onboarding
From the moment we sign the Scope of Work, we treat this as a partnership — not a transaction. Here's exactly what happens when we begin working together.
1. Internal Handover
Before we meet you formally, our Sales team conducts a detailed handover to our Delivery team. Everything shared during pre-sales — your business requirements, pain points, timelines, key stakeholders — is documented and passed to the Project Manager and Functional Consultant who will lead your implementation.
This ensures you never have to repeat yourself.
2. Kickoff Meeting
The kickoff meeting is your formal introduction to your Hybrowlabs delivery team. You'll meet:
- Project Manager — your main point of contact throughout the project
- Functional Consultant / Business Analyst — who will lead requirement gathering and configuration
- Engineering Manager — responsible for all custom development
During kickoff, we cover:
- Project goals and success criteria
- Scope walkthrough and milestone plan
- Tools and communication channels we'll use
- Access requirements (server, existing systems, data)
- Meeting cadence going forward
- Your team's availability and key contacts
3. Business Requirement Document (BRD)
Following kickoff, we conduct structured requirement gathering sessions — module by module. The output is a Business Requirement Document (BRD) that captures:
- Current process (As-Is)
- Desired process in ERPNext (To-Be)
- Gap analysis and customisation requirements
- Data migration scope
- Integration requirements
The BRD is shared with you for review and sign-off before development begins. This is the single source of truth for the project.
4. Tools We Use
| Tool | Purpose |
|---|---|
| ERPNext / Frappe Desk | Helpdesk tickets, issue tracking, and support requests |
| Notion / Google Docs | BRD, project documentation, meeting notes |
| Slack / WhatsApp | Day-to-day communication and quick queries |
| Google Meet / Zoom | Scheduled meetings and demos |
| GitHub | Custom development tracking (if applicable) |
| Google Drive | Shared documents, data templates, training materials |
We adapt to tools you already use. If you prefer Teams over Slack or Jira over Notion, we'll integrate into your workflow.
5. Access & Inputs Checklist
To get started efficiently, we'll need:
- [ ] Access to existing system (Tally/SAP/legacy ERP) for process understanding
- [ ] Sample data exports for migration planning
- [ ] Chart of accounts and company structure
- [ ] HR data (employee list, salary structures, leave policies)
- [ ] Existing reports you want to replicate
- [ ] Key users identified per module (your internal champions)
- [ ] IT contact for server access (if self-hosted)
