Onboarding Process
We Begin Work Together
ERP implementation is a partnership, and success depends on both sides.
- We only work with customers who are eager to improve their organization through ERPNext.
- Ideal clients have leadership that is hands-on, aligned bottom-to-top, and committed to the ERP implementation process.
- We do not sell aggressively; we guide you through a transparent ERPNext onboarding process so you can decide based on the merits, risks, and benefits.
Pre-Sales: Sets the expectation for the call itself
Let's take a look at your business
Pre-Sales to Project Handover
Handover packagesigned proposal, approved scope, initial BRD draft, key client contacts, commercial terms, SLA expectations, and any demo recordings.
Purpose-built handover for ERPNext implementationincludes module-wise requirements, custom feature requests, integration notes (e.g., e-commerce, payroll, POS), and known data migration constraints.
OutcomeThe project team has a CRM intake record, access to the client's questionnaire, and the primary decision-makers to start detailed scoping.
Project Kickoff Meeting
The kickoff meeting formally initiates the project, aligning all stakeholders on scope, expectations, timelines, and ways of working.
What's covered
| # | Kickoff Discussion Area |
|---|---|
| 1 | Project objectives, success criteria, and expected outcomes |
| 2 | Confirmed scope, modules, and implementation approach |
| 3 | Project plan, phases, milestones, and timelines |
| 4 | Team structure, roles, and responsibilities (both client and Hybrowlabs) |
| 5 | Communication plan (channels, frequency, escalation matrix) |
| 6 | Governance model and reporting cadence |
| 7 | Key risks, assumptions, and dependencies |
| 8 | Next steps and immediate action items |
Who attends
| # | Participant |
|---|---|
| 1 | Client stakeholders (business owners, process owners, IT/ops leads) |
| 2 | Hybrowlabs Project Manager |
| 3 | Functional Consultant / Business Analyst |
| 4 | Technical Lead (as needed) |
| 5 | Key delivery team members (optional based on project size) |
DurationTypically 60-90 minutes for standard projects.
Can extend to 2-3 hours for larger or multi-entity implementations.
OutcomeAll stakeholders leave with a clear, shared understanding of the project plan, roles, and expectations, ensuring a smooth transition into the execution phase.
Stakeholder Mapping - Key contacts on the client side?
To ensure smooth project coordination, we map all the stakeholders.
What we do
- Identify key stakeholders across functions (Finance, Operations, Sales, IT, etc.)
- Define roles and responsibilities for each stakeholder in the project lifecycle
- Establish a clear decision-making hierarchy to avoid delays
- Map primary points of contact (POCs) for day-to-day coordination
- Create an escalation matrix for issue resolution
Typical stakeholder roles identified
| # | Stakeholder Role | Responsibility |
|---|---|---|
| 1 | Executive Sponsor | Provides strategic direction and final approvals |
| 2 | Project Owner / Coordinator | Main client-side POC driving the project internally |
| 3 | Department / Process Owners | Provide requirements, validate workflows, and support UAT |
| 4 | IT / Technical Contact | Handles infrastructure, integrations, and access |
Why it mattersClear stakeholder mapping ensures accountability, faster approvals, and smoother collaboration, reducing project risks and improving overall delivery efficiency.
What the ERPNext Onboarding Process Looks Like
ERPNext onboarding takes time and care. As your ERP implementation champion, expect a structured process with multiple approvals, clear communication, and decision points.
Module-Wise DemosWe demonstrate ERPNext modules relevant to your business. These demos show how ERPNext handles your processes and where custom solutions may be needed.
Process IntrospectionWe discuss your organisational processes, pain points, and business priorities. We assess your user personas and software adoption readiness before recommending next steps.
Detailed Scope DocumentOnce you are comfortable, we share a detailed scope and legal document. This final document is typically 30-50 pages and forms the foundation of the project agreement.
CRM Intake & ApprovalsInitial customer details are captured, approved, and saved in our CRM. You can choose whether to send the proposal or keep it under review before committing.
Project Start & Invoicing
After onboarding is complete and the scope is approved, we issue the first invoice. Typically, we collect 30-50% in advance to begin the project. This ensures commitment and allows us to allocate the right ERPNext implementation team for your business.
Access requirements from clients
To ensure a smooth and timely project start, Hybrowlabs requires key access, data, and documentation from the client upfront.
| # | Requirement Category | Inputs Needed |
|---|---|---|
| 1 | System & Infrastructure Access | Server access (cloud/on-prem) or hosting setup details; domain and DNS access (if applicable); admin credentials for ERPNext (if already installed); access to third-party tools (CRM, eCommerce, payroll, etc. for integrations). |
| 2 | Data & Migration Inputs | Data exports from existing systems (masters, transactions, opening balances); data templates filled in agreed formats; clarity on data scope (what needs to be migrated vs archived). |
| 3 | Business & Process Documents | Process flows / SOPs (if available); reports, formats, and compliance requirements; Chart of Accounts, item masters, customer/vendor lists, etc. |
| 4 | User & Access Details | List of users, roles, and permissions required; approval hierarchies and workflows. |
| 5 | Compliance & Configuration Inputs | Tax structure (GST/VAT), regional settings, currencies; company structure (entities, branches, warehouses). |
Communication Setup
| Setup Area | Details |
|---|---|
| Primary channels | Dedicated WhatsApp group for quick clarifications; email for formal approvals; ticketing/helpdesk for issues and bug tracking. |
| Project tools | Shared project board (Gantt/kanban), document repository, and a dedicated upload link for BRD materials. |
| Best practice | Use the named "ERPNext project communication channel" for all task-level discussions and a formal "ERPNext change control" workflow for scope changes. |
Business Requirements & Document Collection
We send a predefined questionnaire to collect the details needed for a detailed BRD.
You receive a dedicated upload link, so documents can be shared securely without email attachments or confusion.
This reduces delays and keeps the onboarding process clean and traceable.
BRD and Project Tracking
The BRD includes your business requirements, current workflows, operational challenges, ERP process mapping, customisation requirements, approval hierarchies, integrations, and the proposed ERPNext solution design.
To maintain complete transparency, project progress and implementation milestones are regularly shared through our project management and task tracking platform.
Our ERPNext project tracking system ensures
- Better communication between teams
- Clear visibility into implementation progress
- Faster issue resolution and task management
- Structured ERP deployment planning
- Improved accountability and timeline management
This collaborative approach helps ensure a smooth, organised, and successful ERPNext implementation experience for your organization.
Approvals, Billing, Support, and Handover
| Question | Answer |
|---|---|
| How do we take sign-off? | We collect formal approvals at key milestones, including requirements sign-off, design acceptance, and final UAT completion. |
| How will we bill you? | Billing is milestone-based, with advance payment, periodic invoices, and agreed release criteria. |
| How will we support it? | We provide post-go-live ERPNext support, issue resolution, and ongoing maintenance as part of our customer support plan. |
| How will we give you a project handover? | Handover includes documentation, training, access to the ERPNext system, and a final review to ensure the solution is ready for your team. |
