ERP development that keeps up with your business — stock, accounting, and sales in one system
Before we talk software, we want to understand the problem: stock that never matches, slow month-end close, data scattered across files. Our Chiang Mai team designs systems that fix the root cause — deployed on the right platform, or built from scratch. From ฿50,000.
- 100+
- businesses in Chiang Mai & Lamphun run ERP we maintain
- ฿50,000
- starting budget — and we tell you what not to build yet
- 3 paths
- ERPNext, Dynamics 365, or built around your real workflow
- 10+ yrs
- cross-industry systems experience
The short answer
How does custom ERP development differ from off-the-shelf ERP?
Custom ERP development puts accounting, stock, sales, and purchasing on one database designed around the business's real process — unlike packaged ERP, which forces the business to fit the software. For most SMEs the right path starts with the most painful scope, such as stock and sales, then expands in phases once the base data is right.
Key facts
- ERP unifies accounting, stock, sales, and purchasing on one database — nothing is keyed twice
- Scope-by-scope rollout carries less risk and shows results faster than moving every department at once
- Success is decided by master-data cleanup and agreed definitions, not by the software
- Custom pays off when your process is your competitive edge, not a standard one
Last reviewed:
System map
The ERP network map — what talks to what
One connected picture: every module shares a single database, data flows from the point of sale into accounting and dashboards on its own — and the whole thing backs up to Google Cloud nightly.
Relations in the system — where data goes from each node
Sales
- Inventory — Reserves and cuts stock on every sale
- Accounting — Invoices and tax invoices, automatically
- Dashboard — Live sales on the dashboard
CRM
- Sales — Customer history feeds quotations
Purchasing
- Inventory — Goods received against the PO
- Accounting — Payables booked via 3-way match
Manufacturing
- Inventory — Issues materials, receives finished goods
HR & Payroll
- Accounting — Payroll costs post to accounting
- LINE alerts — Individual payslips delivered
POS storefront
- Inventory — Real-time stock cut on every receipt
- Accounting — Sales and VAT post themselves
- Receipt printer — Prints receipts and tax invoices
Inventory
- Dashboard — Stock balances and low-stock levels
- LINE alerts — Low-stock alerts to purchasing
Accounting
- Dashboard — P&L and cash flow
Dashboard
- LINE alerts — Summaries pushed to the owner
Barcode scanner
- Inventory — Receive, count, and issue by scan
EDC card reader
- POS storefront — Card payments straight into the system
Thai ID reader
- CRM — Customer details read from the ID card
Bank
- Accounting — Statements flow into reconciliation
ERP
- GCP Backup — Encrypted nightly backups
What you want
What owners actually want from their back office
The real goal isn't ‘getting software’ — it's what you want your business to become. That's where we start.
Want month-end closed fast, without stitching spreadsheets together?
Every copy-paste across files is a chance for the numbers to be wrong — and a report that's always slower than your competitor's.
Want on-screen stock to always match what's actually in the warehouse?
Stock that's off means selling what you don't have, or tying up cash in what won't sell — both quietly eat your margin.
Want your processes to live in the system, not walk out with an employee?
If the process lives in someone's head instead of the system, your business is more fragile than you think.
Want the report to come to you, instead of assembling it by hand every week?
An owner's time should go to decisions, not totalling numbers. A good system sends the report to you.
Case studies
Example ERP implementations
Representative projects that reflect the kind of work and results we deliver — client names withheld under confidentiality, figures approximate.
Furniture manufacturer, Lamphun
Employees
35
Problem
- 20+ separate Excel files
- Sales, production and warehouse on different data
- Stock off by roughly 15%
- Month-end production report took 3–5 days
What we built
- ERP across Sales, Inventory, Purchasing and Manufacturing
- PO approval workflow
- Real-time executive dashboard
- Barcode for the warehouse
Results
- Reporting cut from 5 days to under 30 minutes
- Stock discrepancy down by 80%+
- Less duplicate admin work
- Production cost visible to management instantly
Building-materials wholesaler, Chiang Mai
Employees
22
Problem
- No customer credit control
- Stock didn't match reality
- Duplicate purchase orders
What we built
- ERP for Sales, Inventory and Purchasing
- Accounting integration
- Mobile approval
Results
- Excess inventory down ~20%
- Fewer duplicate orders
- Daily sales closed within the same day
- Profit-per-product visible instantly
Food-processing factory, Lamphun
Employees
70
Problem
- High raw-material loss
- True production cost unknown
- Production planning done in Excel
What we built
- Manufacturing ERP with BOM and MRP
- Batch tracking
- Cost-analysis dashboard
Results
- Lower production waste
- More accurate production planning
- Full traceability of production lots
- Management sees true cost per product
Example workflows
Real ERP workflow examples — step by step, one picture for the whole company
A good ERP is a chain of documents and data that flow into each other — not islands of software. Here are the 11 workflows we implement most, from the storefront sale to the nightly cloud backup.
Quote to payment (Order-to-Cash)
The full sales document trail, from quotation to money in the bank — every step updates stock and accounting automatically.
Quotation
Built from system price lists and promotions, sent to the customer instantly.
Sales order + stock check
The quote converts to a sales order and the system checks the warehouse immediately.
In stock — reserved for this order
Short — a purchase request is raised automatically
Pick + delivery note
Staff scan-pick against the order and print the delivery note from the system.
Invoice / tax invoice
Issued from the same sales order — no re-keying, numbers always match.
Payment + reconciliation
Incoming money is matched to the invoice and the receivable clears itself.
Outcome: Sell once — the data flows all the way to accounting without a single re-entry.
Purchasing to payment (Procure-to-Pay)
Spending controlled by amount-based approval tiers and a 3-way match (PO – goods receipt – invoice) before any baht leaves.
Purchase request (PR)
Staff open a request in the system with the reason and budget attached.
Approval by amount
Small amounts stop at the supervisor; large ones escalate to management automatically.
Approved — PO issued immediately
Rejected — returned with the reason
Purchase order (PO)
Sent to the supplier with previous purchase prices for comparison.
Goods receipt (GRN)
Scan-receive against the PO — shortages and overages show instantly.
3-way match payable
PO, goods receipt, and invoice must agree before the payable is booked.
Payment + due alerts
Payment runs follow credit terms, with reminders before due dates.
Outcome: No duplicate orders, no overpayment — every baht has an approver and a paper trail.
Storefront sale through POS
Every till receipt cuts stock and posts to accounting by itself — owners see sales live, not after shift close.
Scan items
Barcode or search — prices and promotions come from the central system.
Take payment
Cash, QR transfer, or EDC card reader on a single screen.
Print receipt
Receipt or abbreviated tax invoice prints from the thermal printer instantly.
Real-time stock cut
The moment it sells, stock drops — every branch sees the same number.
Auto accounting entry
Sales, VAT, and cash-in are posted as journal entries automatically.
Shift summary to LINE
Close the shift and the sales–cash summary reaches the owner immediately.
Outcome: Daily sales close the same day — front of house and back office always agree.
Stock control and automatic reorder
From goods-in to the reorder point, the system watches your stock — you don't find out when the shelf is empty.
Barcode goods-in
Scan received items against the PO — keying errors stop at the door.
Put-away by location
Shelf and zone recorded, so picking goes to the right spot every time.
Stock cut on every sale or issue
Retail, wholesale, or production issue — all draw from one balance.
Cycle counting
Count a slice every week instead of shutting the warehouse once a year.
Below reorder point?
Balances are compared daily against the minimum you set.
Below — purchase request raised automatically
Still fine — keep watching
Alert the purchasing team
Refill list goes to LINE with average sales figures attached.
Outcome: Stock matches reality — and cash stops sleeping in products that don't sell.
Production with BOM and MRP
Material planning from your real recipes, full lot traceability, and true cost per unit when the job ends.
Order in + MRP run
The system computes materials needed from the BOM and current stock.
Work order + material issue
Materials issued per recipe, with raw-material lots tied to the job.
Record output per shift
Good units, scrap, and time spent are logged at the line.
Quality check (QC)
Sampled against your criteria before release to the warehouse.
Pass — into stock, ready to sell
Fail — lot quarantined for root cause
Into stock + true cost
Cost per unit computed from actual materials, labour, and scrap.
Outcome: True cost per unit — and any lot traceable back in minutes.
Month-end close
When every transaction is already in the system, closing is check–adjust–lock — not a scavenger hunt.
Transactions flow in all month
Sales, purchases, and payments post themselves daily.
Bank reconciliation
Match money in and out against the statement in a few clicks.
Adjusting entries
Depreciation and accruals recorded from templates you set once.
VAT review (PP.30)
Input and output VAT reports assembled from real documents in the system.
Lock period + statements
The period locks against back-dated edits, then P&L and balance sheet go out.
Report to management
The monthly summary emails itself — or lands in LINE — every month-start.
Outcome: Close in hours, not weeks.
Payroll and HR
Clock-ins, leave, and overtime flow straight into payroll — tax and social security included.
Clock in / out
Fingerprint, card, or mobile app with GPS for field teams.
Leave / OT on mobile
Request and approve in the app with remaining quota visible — no paper.
Payroll calculation
OT, absence, lateness, tax, and social security in one click.
Approve the pay run
Review the summary against last month before money moves.
Approved — bank payment file sent
Discrepancy — returned to HR to fix
Online payslips
Slips to each person via LINE/email, with PND.1 and social security files.
Outcome: Paid on time, correct, with evidence at every step.
Credit sales and receivables
Per-customer credit limits guard risk at the moment of billing — and the system chases payment before it's late.
Set limit + credit terms
Limits and terms per customer, informed by payment history.
Order opens, limit checked
Every order is checked against outstanding debt before confirming.
Within limit — sale proceeds instantly
Over limit — special approval required
Deliver + invoice
Delivery note and invoice issue from the same order, as a complete set.
Receivables aging
Debtors grouped by days outstanding, refreshed daily on their own.
Reminders before due
Customers and the sales team are nudged early, with per-account balances.
Outcome: Cash comes in faster and bad debt shrinks — with no one chasing spreadsheets.
User permissions and audit (Security & Audit)
Trust needs evidence — every permission is role-based, and every change is logged where it can't be edited away.
Login + 2FA
Password plus OTP/app verification keeps accounts from being hijacked.
Role-based access (RBAC)
Sales sees sales, accounting sees finance — down to individual buttons.
Act within scope
Discounts, amounts, and back-dated edits are bounded by role.
In scope — action goes through
Beyond scope — approval request auto-raised
Audit log on everything
Who changed what, when, from which device — complete and tamper-proof.
Anomaly alerts
Odd-location logins, mass deletions, or unusual price edits flag instantly.
Outcome: You always know who did what — ready for audits and PDPA.
Automated backup on Google Cloud
However good the system, it must be ready for the worst day — we build GCP backups that actually restore, not just backup files that exist.
Nightly backups
Cloud Scheduler backs up the database and attachments on schedule — no human required.
Encrypt before transfer
AES-256 encryption in transit and at rest.
Multi-region Cloud Storage
Copies live across Google Cloud regions — one disaster can't take the data.
Verify backup integrity
Each backup is tested restorable — you don't discover corruption on the day you need it.
Verified — retained per policy
Failed — the team is paged immediately
Retention by policy
30/90-day lifecycle rules expire old copies automatically and keep costs flat.
Scheduled restore drills
Real restores rehearsed periodically, against an agreed recovery time (RTO).
Outcome: Hardware failure, fire, or ransomware — the business reopens with its latest data.
School ERP (enrolment–tuition–parents)
A school ERP that connects the registrar, finance office, and parent communication — from admission to report cards.
Admission + enrolment
Online forms or the Thai ID reader; classes assigned automatically.
Tuition invoicing
Billed by grade level, scholarships, and the instalment plans you define.
Payment + auto-matching
QR or bank transfer reconciles the moment it lands.
Paid — receipt sent to the parent
Overdue — automatic reminders on schedule
Attendance + grades
Per-period roll call and score records in one place.
LINE updates to parents
Attendance, grades, and payment due dates go straight to parents.
Executive dashboard
Enrolment, tuition revenue, and outstanding balances in real time.
Outcome: Registrar, finance, and teachers share one dataset — and parents never miss an update.
Platforms
We start from the platform that fits you
We're not tied to one vendor — we choose based on your problem and budget, whether that's a proven off-the-shelf platform or a system built from scratch.
Fast to start, budget-friendly
An open-source ERP with every module in one place. Ideal for SMEs that want a proven standard quickly — with no per-user license fees.
Enterprise-grade standard
For organisations that need enterprise credibility, with native connections to Microsoft 365 and Power BI out of the box.
Designed only for you
When your workflow is unlike anyone else's, we build a system that fits exactly — you own 100% of the code, with no vendor lock-in.
Modules
Modules that connect the whole company
Pick only what your business needs, or bring every module into one connected platform.
Inventory
Multi-branch stock, barcodes, and real-time low-stock alerts.
Accounting & finance
Income, expenses, financial statements, VAT, and bank integration.
HR & Payroll
Employees, payroll, leave, performance reviews, and onboarding.
Sales & CRM
Lead tracking, quotations, invoicing, and full customer history.
Procurement
Multi-level PO approvals with supplier and price tracking.
Dashboards & reports
Real-time business overview with Excel/PDF exports on demand.
Integrations
Connects to the storefront and devices you already run
A good back office has to talk to your front-of-house hardware — not make staff key the same data in twice.
POS / storefront
Link in-store sales to stock and accounting in real time — sell once, stock updates instantly.
Thai national ID reader
Pull customer details straight from the ID card — no typos, no re-entry.
Card reader / EDC
Support payment card readers and post amounts to the system with no manual entry.
Thermal printer
Print receipts and abbreviated tax invoices straight from a thermal printer.
Barcode / QR scanning
Receive, count, and sell with handheld scanners — faster and more accurate.
LINE notifications
Push orders, receipts, and stock alerts to your team's LINE automatically.
Security & trust
Security and reliability, built in
A system the whole company uses every day has to be as safe as it is convenient — this is the baseline we ship with every project.
Role-based access (RBAC)
Control who sees and edits what, down to individual fields and branches.
Audit log
Every change recorded — who, what, when — and the log can't be edited.
Data encryption
HTTPS/TLS in transit and database encryption at rest.
Automated GCP backups
Nightly to multi-zone Google Cloud Storage, with real restore drills.
Monitoring & alerts
Watched around the clock — alerts fire before users feel the slowdown.
PDPA-ready
Personal-data collection, use, and deletion designed to Thai PDPA guidelines.
Rigid off-the-shelf software
- You bend your workflow to the system
- Annual license fees that keep growing
- Pay for features you never use
- Hard to connect storefront hardware
A system fitted to your business
- The system follows your workflow
- Pay for what you use — you own it
- Exactly the features you need
- Real POS / ID / printer integration
Why us
Why implement with WhaleTask
We sell outcomes, not software — we start from your real problem, then choose the tool.
Talk through your problem — freeProblem first, system second
We analyse your workflow first, then decide between ERPNext, Dynamics 365, or a custom build.
A team here in the North
We show up on-site across Chiang Mai and Lamphun, with Thai-language support — no overseas call centre.
Front-of-house hardware ready
POS, Thai ID readers, card readers, thermal printers — all wired into the back office.
Clear pricing from day one
We agree scope and price before work starts — no surprise costs along the way.
How we work
How an implementation runs
Transparent at every step — scope and price agreed before we start, and a team that stays after go-live.
- 01
Understand the problem
On-site with the people doing the work; map the workflow and where it leaks.
- 02
Design + choose the platform
System structure, scope, and price — ERPNext, Dynamics 365, or custom.
- 03
Build and connect
Configure modules, migrate data, wire up POS/hardware, and test on real work.
- 04
Train and support
Every department trained, Thai documentation, and post-go-live support.
Pricing
Pricing you can actually start with
Starting from
฿50,000
Final price depends on the modules and integrations you need — we always quote clearly before work begins.
Request a quote- Free workflow analysis and scoping
- Only the modules your business needs
- POS / Thai ID / printer integration
- Team training and post-launch support
- You own the system — no hidden license fees
- Add more modules later as you grow
Estimate it
Ballpark your ERP budget
Pick off-the-shelf or custom, set users and modules, and see a price range.
One-time setup
฿44,000–฿66,000
Monthly upkeep
฿2,000–฿4,000
*Rough ballpark for orientation — real pricing depends on your workflow
Learn more
Related articles
The Over-Customization Trap: Where Making the System Match How You Already Work Starts Costing More Than It Returns
Every customization sounds small and reasonable when requested, yet each creates three permanent burdens nobody weighs at approval. This separates the customizations worth making from those that are not with a single question, explains the upgrade tax paid annually, and gives a rule teams can apply themselves.
An Employee on 18,000 a Month Costs How Much per Hour, Really: The Number Quotations and Hiring Decisions Have Been Getting Wrong All Along
Most owners cost an employee's labour as salary divided by statutory working hours, getting a figure roughly half the truth — because they forget social security, bonuses, holidays, leave, time not spent on customer work, and the time someone must spend supervising. On the formula for cost per productive hour, and three decisions that change once the number is right.
Lamphun's Northern Estate Has Been Full for Decades: When You Can't Add Land and Can't Add Workers, the Only Direction Left Is Flow
The Northern Region Industrial Estate's official numbers: 1,788 rai with no vacant land, 79 factories, 118,645M baht of investment — 78.98% of it Japanese, which makes Japanese standards the official language of Lamphun's supply chain. This piece works through the three 2027 problems for factories and suppliers around the estate: standards, workers, and the flow of work — the only capacity lever that needs neither land nor headcount.
Three Thousand SKUs Where Eighty Percent of Sales Come from Three Hundred: The Never-Counted Cost of Variety, and How to Decide Which to Stop Selling
Every product was added because a customer asked once, and none was removed because 'someone might ask' — leaving a store that pays for space, counting, ordering, forecasting, and staff attention on two thousand seven hundred items producing twenty percent of sales. On the cost per SKU that isn't in the unit cost, and a cut criterion that is not merely 'sells little'.
The Most Expensive POS on the Street, and the Shop Still Failed: the Best Sales Recorder Documents the Collapse in Perfect Detail — When No One Reads It
The shop that closes with a six-figure POS didn't lose for lack of data — it lost while the data slept in the machine, complete, every day. A POS measures sales in detail, but the numbers that kill shops (prime cost, rent share, profit per dish) never appear on the home screen. This piece walks the three mechanisms that make the expensive machine useless, the formula that must be computed outside it, and the thirty-minute weekly ritual that turns a POS from a cash drawer into an instrument.
The Best System Loses to a Printer That Will Not Print: The Forgotten Hardware Half of ERP/POS Projects — and the Chiang Mai Team Advantage
Software is half of a floor system; the other half is the POS terminal, receipt printer, scanner, cash drawer, warehouse tablet, and the sales team's phones. This piece walks hardware selection item by item from real installation experience, where budgets fall short — and why, for northern shop floors, the team that can drive to your shop in thirty minutes always has the edge.
Tell us where your business is stuck
Describe the bottleneck — we'll design a system that genuinely fixes it, with clear pricing.
ERP delivered for 100+ clients across Chiang Mai & Lamphun