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Business Systems & ERP

ERPNext and Prometheus customization and automation

Your ERP should fit the way your organization works, not the other way round. Promatics customizes and automates ERPNext and Prometheus in depth, from custom apps and approval workflows to single sign-on, OCR document capture, integrations with any system and AI-assisted automation. If your process needs it, we can build it.

Discuss your project How the work is delivered

A good fit if

  • Standard ERPNext or Prometheus covers most of your needs, but key processes still run in spreadsheets or email.
  • You want staff to sign in with Microsoft Entra ID, Google Workspace, Okta or another identity provider.
  • Invoices, receipts and forms are still typed in by hand.
  • Your ERP must exchange data with other systems, such as e-commerce, banking, laboratory, payroll or government portals.
  • Customers, suppliers or field staff need their own portal or mobile access.
  • You need reports, dashboards and documents that match your organization exactly.

Another approach may suit you better if

  • The requirement is really an unclear process. We will help you settle the process first, because automating confusion makes it faster, not better.
  • You have not yet chosen an ERP. Start with an ERP readiness review, then customize.

What this service is

ERPNext and Prometheus cover a great deal as standard, but every organization has processes that are its own. Promatics does extreme, in-depth customization and automation of both, so the system matches your requirements instead of forcing workarounds. Nothing is off limits: new modules, integrations with any system, identity, documents, portals and AI.

What we build

  • Custom apps and document types. New modules, screens and data structures for processes the standard product does not cover, such as laboratory sample tracking, inspection records, contract obligations or grant reporting.
  • Workflows and approval automation. Multi-step approvals with thresholds and delegation, automatic notifications, reminders, scheduled jobs and rules that act when a document changes.
  • Single sign-on. Sign-in through Microsoft Entra ID, Google Workspace, Okta and other identity providers using SAML or OpenID Connect, with roles mapped from your directory where needed.
  • OCR and intelligent document capture. Supplier invoices, receipts and forms read automatically into draft records, matched to purchase orders where possible, and confirmed by a person before posting.
  • Integrations with any system. Connections through REST APIs, webhooks and file exchanges to e-commerce, banking, payroll, CRM, laboratory, clinical and government systems. See system integration.
  • Reports, dashboards and print formats. Management reports, live dashboards, and invoices, quotations, receipts and certificates that match your brand, in English and French.
  • Portals and mobile access. Customer and supplier portals for orders, invoices and documents, and mobile-friendly screens or mobile apps for staff in the field.
  • AI-assisted automation. Classifying incoming documents, extracting data, suggesting account codes, summarizing records and drafting replies, always with human review. See AI solutions.
  • Data migration. Moving records from legacy systems into new or extended structures, with reconciled totals.
Demonstration, not a client project

Example: invoice capture with approval

Invented example showing how capture and approval automation fit together:

  1. A supplier emails an invoice PDF to a dedicated accounts payable address.
  2. OCR reads the supplier, invoice number, date, GST/HST amount and total, and creates a draft purchase invoice.
  3. The system matches it to purchase order PO-0457 and flags a difference of $38.20 in the freight line.
  4. Invoices over $5,000, or with any mismatch, go to the operations manager for approval; others go straight to the accounts payable clerk.
  5. The clerk confirms the extracted values, and the invoice is posted and scheduled for payment.

Tested cases: a clean match posts without escalation; a duplicate invoice number is blocked; an unreadable scan is routed to manual entry; a clerk cannot approve their own purchase order.

How we keep customization maintainable

Deep customization and easy upgrades are compatible when the work is done properly. We build every change in a separate custom app under version control, never by editing the core product. Each change is developed and tested on a test site, documented with the reason it exists, and checked again whenever ERPNext releases a new version. Integrations and automations record their failures and alert a named person, so nothing fails silently.

Working with Prometheus and ERPNext

Customization is available whether you run Prometheus, our white-labelled ERP, or a standard ERPNext system implemented by us or someone else. For an inherited system, we start with a review of existing customizations before adding new ones.

What is included

The exact list is agreed in writing for each project. These are the usual deliverables and the usual boundaries.

Typical deliverables

  • A written specification for each requirement, with an estimate in CAD and acceptance criteria.
  • Custom apps and document types (doctypes) for processes the standard product does not cover.
  • Workflows, approval rules, notifications, scheduled jobs and automation.
  • Single sign-on using SAML or OpenID Connect with Microsoft Entra ID, Google Workspace, Okta and other identity providers.
  • OCR and intelligent document capture for invoices, receipts and forms, with human review before posting.
  • Integrations with other systems through REST APIs, webhooks and file exchanges.
  • Custom reports, dashboards, print formats and letterheads.
  • Customer and supplier portals, and mobile access for staff in the field.
  • AI-assisted automation, such as classification, data extraction and drafting, with human review.
  • Data migration from legacy systems into new or extended structures.

Not included unless agreed separately

  • Third-party subscriptions, such as OCR engines, AI model usage, identity provider licences or app store fees, billed separately or bought directly.
  • Changes to other vendors' systems beyond their supported APIs and settings.
  • Accounting, tax or legal advice on how processes should be designed.
  • Support of the customizations after the warranty period, unless covered by a support agreement.

What we will need from you

Most delays in this kind of work come from access and decisions, not from the technical build. Knowing these early keeps the project predictable.

  • A process owner who can explain the requirement and approve the result.
  • Sample documents and data, with personal information removed or replaced where possible.
  • Administrator or API access to the ERP and any systems being connected, ideally in a test environment.
  • For SSO, access to your identity provider's administration console.
  • Staff time to test each change before it goes live.
Delivery

How the work is delivered

Each stage ends with something you can review before the next one starts.

  1. Understand the requirement

    Walk through the process with the people who do it, collect sample documents and agree what "done" looks like.

    Output: Specification, estimate and acceptance criteria.

  2. Design

    Choose the simplest reliable approach, whether configuration, a custom app, an integration or automation, and agree it with you.

    Output: Design note.

  3. Build

    Develop in a separate custom app under version control, on a test site, never by editing the core product.

    Output: Working build on the test site.

  4. Test

    Test normal cases, edge cases, permissions and failures with your staff, using realistic data.

    Output: Signed-off test scenarios.

  5. Release and document

    Deploy in an agreed window, monitor early use, and document how the customization works and why it exists.

    Output: Released change and documentation.

Testing and handover

  • Every customization lives in a custom app under version control, separate from the core product.
  • Each change is tested on a test site, including permissions and failure cases, before production.
  • Customizations are checked against each new ERPNext release as part of upgrade testing.
  • Integrations and automations log failures and alert a named person.
  • Documentation explains what was built, why, and how to maintain it.

What affects the cost

We do not publish package prices. Each estimate is based on an agreed scope, in Canadian dollars, with taxes shown separately. These are the things that move the number most:

  • The number and complexity of requirements.
  • Whether new document types and logic are needed or configuration is enough.
  • The number of systems to integrate and the quality of their APIs.
  • Volumes and variety of documents for OCR or AI automation.
  • Testing, documentation and ongoing support requirements.

Questions buyers usually ask

Is there anything you cannot customize?

Very little. ERPNext and Prometheus are built on the open-source Frappe framework, which lets us add new document types, logic, screens, reports, portals and integrations. If your process needs it, we can build it, and we will tell you plainly what it will take.

Will customizations break when we upgrade?

We build every customization in a separate custom app under version control, not by editing the core code, and test it against each new release on a test site before upgrading production. That keeps upgrades manageable.

Can staff sign in with their Microsoft or Google accounts?

Yes. We set up single sign-on with Microsoft Entra ID, Google Workspace, Okta and other providers that support SAML or OpenID Connect, so access follows your existing accounts and is removed when someone leaves.

How accurate is OCR for invoices?

Accuracy depends on document quality and layout. We design capture so the system extracts the data, flags anything uncertain, and a person confirms before anything is posted to your accounts.

Do you use AI on our data?

Only where you approve it, using services and settings you have reviewed, including where data is processed. AI suggestions are reviewed by a person before they change records or send anything outside your organization.

Service

Prometheus ERP

Promatics' own ERP, built on open-source ERPNext, with industry editions and Canadian configuration, delivered and supported by Promatics.

Service

AI solutions and intelligent automation

Apply AI where it clearly helps, from document processing to internal knowledge assistants and forecasting, with human oversight and careful data handling.

Have a process your ERP does not handle yet?

Describe the process and the systems involved. We will reply to arrange a conversation about how to build it.

Discuss a customization