A custom-built ERP system

A polished website for your customers won't save you if the internal processes behind it are grinding to a halt. And every delay in processing an order or tracking down information costs money. For our client Počítárna, we boosted operational efficiency by rolling out a custom-built ERP system.

Počítárna is an online store focused on selling demo and refurbished IT equipment. It operates in Czechia and Slovakia and also runs a brick-and-mortar store in Brno. The business grew steadily from 2015, and for almost 8 years the owners were able to run it with spreadsheets and a basic off-the-shelf ERP. But managing 25,000 refurbished products, each with its own quirks, already called for a unique, custom-built solution.

Počítárna processes more than 30,000 orders a year, and the owners pride themselves on top-notch customer care. At the same time, they invest in automation and keep a close eye on the efficiency of every part of their operations. A custom ERP system was the logical next step to sustain that growth.

We knew that if we wanted to keep improving our operations, we needed a system that fully reflected how our company actually works. We definitely didn't want to keep digging through emails or scattered spreadsheets for information.

Our goal wasn't “just” to move our existing processes into a new app, but to completely rethink and optimize them, and make the most of what modern technology has to offer.

• Build a custom internal information system.
• Automate the flow of goods through the company, from intake to shipping to the customer.
• Reduce manual administrative work and digitize processes.
• Identify and fix weak points that were driving up costs.

We started developing the ERP system for Počítárna in early 2024, and the work up to the initial rollout took about a year. We needed to connect several areas into one clear system — from receiving devices, diagnostics, and testing, through record-keeping and warehousing, all the way to the sale itself. Service and potential complaints come into play too.

This was a new challenge for us, since we wanted to fine-tune the system for all the specifics of selling refurbished electronics. It's not your typical ERP system. A large part of the work involves receiving goods, carefully inspecting them, and documenting their technical specs. Only then can a product go live on the e-shop, and every day of waiting matters.

The system is used by warehouse staff, service technicians, and people in testing, shipping, and returns. For them, and for the company's management, we wanted to build a platform that simplifies work, eliminates errors, and gives everyone the overview they need.

At the start of the project specification, we met with the client weekly, and later moved to two-week sprints. The system is built as a modern, headless cloud application with a strong focus on data security. We designed the system's UX/UI to be intuitive and user-friendly.

Tasks we tackled:

• increase device testing capacity without hiring more staff,
• capture significantly more technical and historical data on every device,
• reduce errors and manual work in product record-keeping,
• speed up the time it takes to get devices into sale,
• make more efficient use of existing warehouse space,
• unify service and returns processes,
• streamline pricing and currency exchange rate handling,
• track employee and team performance with advanced statistics,
• build a modern platform ready for the company's continued growth.

Počítárna's internal ERP is connected to other external systems. These include the customer-facing Shoptet e-shop and the barcode scanners on Zebra warehouse devices. And it was precisely stocking and warehouse processes that made up a large part of our ERP development work.

Počítárna needed to significantly increase the amount of stock held in its existing space, which meant it was essential to use warehouse locations more efficiently. The warehouse module naturally connects to the testing, service, and returns modules.

Overview of technical solutions

• QR codes linked to ERP functions.
• Automatic capture of hardware information for each device.
• Android and iOS scanner apps for testing mobile devices.
• Product photography through a custom-built mobile app.
• Automatic syncing of product photos into the ERP system.
• A mobile app for Zebra warehouse devices.

We rolled the ERP system into Počítárna's operations gradually, but the results were visible within just a few weeks. We managed to automate a large share of tasks, and staff across departments began working with a single, central system.

This created unified records for every device, from intake through the sale to the customer and any eventual return. The ERP removed operational bottlenecks and lets the company keep growing without having to hire more staff or expand its warehouse space.

The client wanted to optimize how the company operates and was open to new technology. We saw the core processes become more efficient as soon as the first modules went live. We managed to build a specialized platform that brings the work of several departments together into one whole.

The result is higher productivity, fewer errors, more efficient use of warehouse capacity, faster time-to-sale for products, and operations that can scale long-term. We're still working on optimizing the ERP system and expanding it with new features.

The ERP system brought a leap forward in how efficiently goods are received. Instead of one big batch of stocking once a week, staff can now stock products several times a day. As a result, goods reach the sales floor faster and the company's money isn't left sitting in stock. On average, products are available in the e-shop 3 days earlier than before.

The new system makes product testing faster, which has increased tester capacity. In the laptops and computers category, we've seen a 17% year-on-year increase in the number of tested products.

Each tester now handles significantly more devices in the same amount of time. Using product templates and automatic data capture has also cut the time needed to train new employees. Testing productivity has grown 15% year over year, which has also brought down the cost of testing each device.

Thanks to unified record-keeping and automation, we've managed to reduce human error in testing and product descriptions by a third. 

Accurate listings and correctly described product features are essential for customers to be happy with their choice. Our current ERP-based workflow lets us include as much information as possible on the e-shop, including real photos we take during stocking.

Thanks to that, we've also reduced the number of returned or claimed orders and boosted customer satisfaction.

Handling returns and claims with both customers and suppliers is also simpler thanks to the ERP. The company can clearly trace the history of every device, spot unjustified claims, and lets customers file a return online.