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CEO and Founder of Upeosoft Limited || Software Engineer || Technology Evangelist || Data Science & ML Enthusiast

UPEO ACADEMY

Units of Measure (UOMs) & Conversion Factors in ERPNext

by karani
written by karani

Why This “Small” Setup Determines the Accuracy of Your Stock, Costs, and Profits

If you’ve ever wondered why your stock quantities don’t add up, why inventory valuation looks strange, or why profit reports don’t make sense – chances are the problem is Units of Measure (UOMs).

In ERP systems, UOMs are not just labels.
They are mathematical rules that drive quantity tracking, stock valuation, purchasing, selling, and profitability.

In this article, I’ll break down:

  • What UOMs really are in ERPNext
  • How conversion factors work
  • Common real-world mistakes businesses make
  • Best practices for setting up UOMs correctly
  • Why this topic is a critical part of the Upeo Academy ERPNext series

This is practical knowledge drawn from real ERPNext implementations – not theory.

What Is a Unit of Measure (UOM) in ERPNext?

A Unit of Measure (UOM) defines how an item is counted in your system.

Examples:

  • Pieces (PCS)
  • Boxes
  • Kilograms (KG)
  • Litres (LTR)
  • Meters
  • Hours (for services)

In ERPNext, every item must have a Base (Default) UOM.
This base UOM is the smallest unit in which stock is ultimately stored and calculated.

👉 Key principle:

ERPNext stores all quantities internally in the base UOM – even if you buy or sell in a different unit.

The Measurement Layer: Why UOMs Are Foundational

In Upeo Academy, we teach Item setup in layers:

  1. Identity (What is this item?)
  2. Behaviour (Stock vs non-stock)
  3. Measurement (UOMs & conversions) ← this article
  4. Location (Warehouses)
  5. Money (Pricing & valuation)
  6. Automation (Taxes, barcodes, variants)

The measurement layer determines:

  • How much stock you actually have
  • How purchases translate into inventory
  • How sales reduce inventory
  • How valuation is calculated
  • Whether reports can be trusted

If this layer is wrong, everything above it breaks silently.

Base UOM vs Alternative UOMs (Critical Distinction)

1. Base (Default) UOM

This is the lowest unit you track stock in.

Examples:

  • Base UOM: PCS
  • Base UOM: KG
  • Base UOM: Litre

ERPNext will:

  • Store all stock quantities in this unit
  • Convert everything else back to this unit internally

2. Alternative UOMs

These are units you use for convenience in buying or selling.

Examples:

  • Buying in Boxes, selling in Pieces
  • Buying in Sacks, selling in Kilograms
  • Buying in Rolls, selling in Meters

ERPNext supports this through UOM Conversion Factors.

Understanding Conversion Factors (With a Real Example)

Let’s say you sell bearings.

  • Base UOM: PCS
  • Alternative UOM: Box
  • 1 Box = 12 PCS

In ERPNext, you define this as:

Conversion Factor = 12

What this tells the system is:

  • When you buy 1 Box → add 12 PCS to stock
  • When you sell 6 PCS → remaining stock adjusts correctly
  • Valuation stays accurate

Why This Is Dangerous If Wrong

If you mistakenly set:

  • 1 Box = 10 PCS (instead of 12)

Then:

  • Stock quantities will drift
  • Valuation will be understated
  • Cost of Goods Sold will be wrong
  • Profit reports will lie to you

And the worst part?
ERPNext will not warn you – it trusts your setup.

Real-World Business Scenarios Where UOMs Matter

Scenario 1: Buying in Bulk, Selling in Units

  • Supplier sells cooking oil in 20-litre jerrycans
  • Customers buy in litres

If conversion is wrong:

  • You think you’re making profit
  • In reality, you’re selling stock you don’t have

Scenario 2: Hardware & Spare Parts

  • Buy bolts in boxes
  • Sell individually

Wrong UOM setup causes:

  • Negative stock
  • Manual adjustments
  • Staff losing trust in the system

Scenario 3: Manufacturing & Assembly

  • Raw materials measured in KG
  • Finished goods counted in units

If conversions are inconsistent:

  • Production reports become unreliable
  • Material consumption is inaccurate

Common UOM Mistakes I See in ERPNext Implementations

These are very common, even in experienced teams:

  1. Guessing conversion factors instead of confirming packaging
  2. Using multiple base UOMs for similar items
  3. Changing UOMs after transactions already exist
  4. Mixing “Box”, “Pack”, and “Carton” without definitions
  5. Forgetting that services usually don’t need UOM conversions
  6. Letting different users create UOMs without governance

Each of these leads to long-term data problems.

Best Practices for Clean UOM Setup in ERPNext

If you want clean data, follow these rules:

1. Always Choose the Smallest Logical Base UOM

  • PCS, KG, Litre – not Box or Carton

2. Confirm Conversion Factors from Reality

  • Supplier packaging
  • Labels
  • Manufacturer specs

Never guess.

3. Standardize UOM Naming

Decide:

  • PCS vs Nos (not both)
  • Box vs Carton (define clearly)

Consistency matters more than preference.

4. Lock Down UOM Creation

Limit who can create or edit UOMs.
This is not a casual setting.

5. Never Change UOMs Mid-Operation

If you must change:

  • Do it early
  • Or create a new item

Why UOMs Directly Affect Profit & Decision-Making

Many business owners trust ERP reports blindly.

But remember:

ERP reports are only as good as the master data beneath them.

UOM errors affect:

  • Stock valuation
  • Cost of Goods Sold (COGS)
  • Gross profit
  • Reorder planning
  • Supplier negotiations

If your UOMs are wrong, you are making decisions using false numbers.

This Article Is Part of a Larger Learning Series (Upeo Academy)

This article is part of the ERPNext Master Data series by Upeo Academy, where we go deep into:

  • Customers & Suppliers
  • Items (in layers, not checklists)
  • Units of Measure & conversions
  • Warehouses & stock control
  • Pricing, taxes, and real workflows

At Upeo Academy, we don’t just teach where to click.
We teach why ERP behaves the way it does, so you can build systems that scale.

🎓 If you’re learning ERPNext seriously – as a user, consultant, or business owner – this series is built for you.

Final Thought

Units of Measure look simple.
But in ERP systems, they are mathematics, logic, and trust combined.

Get them right early, and ERPNext becomes powerful.
Get them wrong, and you’ll fight your system forever.

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GariSuite

🚗 GariSuite Yard: Finally, a Car Dealership Software That Understands What It’s Like to Run a Yard in Kenya

by karani
written by karani

Running a car dealership is not easy.
If you’ve been in this business for a while, you already know that.

Every day, you wake up thinking about vehicles you haven’t sold yet. You juggle calls from potential buyers who said “I’ll come tomorrow” but never showed up. You’re trying to remember who’s due for a follow-up, which supplier delayed a shipment, and why your accounts don’t match your actual sales. And amidst all this chaos, you’re expected to deliver excellent customer service, keep your team motivated, and grow your business.

It’s exhausting – and you’re not alone.

The truth is, most car dealership owners and managers in Kenya are still running their businesses with tools that were never built for them. Spreadsheets, notebooks, and basic CRMs might get you started, but they can’t handle the complexity and ambition of a modern automotive business.

That’s why we built GariSuite Yard – not as just another software, but as a solution created with you and your daily challenges in mind.

😓 The Everyday Struggles of a Dealership Owner (That Nobody Talks About)

Before we tell you what GariSuite Yard does, let’s talk honestly about what you face every single day.

🧍‍♂️ Leads That Disappear Into Thin Air

You meet a potential buyer today. They sound excited. You promise to follow up – but between supplier calls, payment reconciliations, and a yard full of vehicles to manage, you forget.
By the time you remember, they’ve bought a car from your competitor.

📞 Missed Opportunities Because of Poor Communication

Your team doesn’t have a structured way to follow up. Birthdays pass without a call, loyal customers never get rewarded, and people who once trusted you forget your name. These are missed sales hiding in plain sight.

📉 Inventory That’s Hard to Track

“How many Toyota Premios do we have left?”
“Which vehicles are still stuck at the port?”
“Which ones are already booked?”

If you’re relying on manual tracking, chances are your team gives three different answers to the same question. And that confusion costs you money – sometimes big money.

📚 Accounting Headaches

Between deposits, balance payments, commissions, and trade-ins, accounting in a car yard is not straightforward. And when systems don’t talk to each other, you spend nights trying to reconcile sales data manually.

🧩 A Lack of Insights

You’re making big business decisions – which cars to stock, where to invest, how to price – but without the data you need. Most of the time, you’re operating on instinct because you don’t have real-time reports to guide you.

If any of this sounds familiar, you’re exactly who we built GariSuite Yard for.

💡 GariSuite Yard: Built for Dealerships, Not Just Sales

We didn’t build GariSuite Yard in a boardroom.
We built it by talking to dealership owners, salespeople, and managers across Kenya – understanding their pain points, mapping their workflows, and listening to what they really needed.

The result is a complete car dealership management system – one that handles the hard stuff, so you can focus on selling cars and growing your business.

📞 CRM That Actually Helps You Build Relationships

At the heart of GariSuite Yard is a powerful Customer Relationship Management (CRM) system – but this isn’t the generic type you’ve seen before.

It remembers birthdays, holidays, and anniversaries – and prompts your team to reach out with personalized offers. It reminds you to follow up when a lead goes cold. It tracks every conversation and interaction, so you always know where you stand with a potential buyer.

✅ Result: More closed deals, stronger loyalty, and customers who feel valued – not forgotten.

🚘 Inventory That’s Always Under Control

Whether you have 10 cars or 200, our inventory module gives you total visibility.
You’ll know each vehicle’s VIN, condition, mileage, location, duty status, and more – all in one dashboard. Booked units, incoming stock, and aging vehicles are easy to track.

✅ Result: No more confusion, double-selling, or missed opportunities because “we didn’t know it was available.”

📊 Procurement and Accounting – All Connected

Procurement, inventory, CRM, and accounting shouldn’t live in separate silos. In GariSuite Yard, they work together.
When you source a vehicle, the system tracks it through arrival, inspection, listing, and sale. When a sale happens, invoices and receipts are generated automatically and synced with your accounts.

✅ Result: You save hours of manual work, reduce errors, and always know the true financial picture of your business.

🔍 Insights That Help You Make Better Decisions

Stop guessing which cars will sell. Stop buying inventory based on gut feeling.
With GariSuite Yard’s powerful reporting and analytics, you’ll know:

  • Which models sell fastest
  • Which customers are most profitable
  • How many leads convert into actual sales
  • How long vehicles stay in stock before being sold

✅ Result: You’ll stock smarter, market smarter, and scale faster.

❤️ A Software That Understands the Human Side of Selling Cars

At the end of the day, car sales isn’t just about metal, engines, and paperwork.
It’s about people.
It’s about trust, relationships, and timing.
It’s about remembering the small details that make customers feel valued and understood.

That’s why GariSuite Yard is more than a system – it’s your business partner. It doesn’t just automate tasks; it helps you become the kind of dealership customers love doing business with.

🚀 Ready to Run a Dealership That Works for You – Not Against You?

You started this business to grow – not to drown in admin work. You deserve software that frees you to focus on what matters: building relationships, selling cars, and expanding your yard.

With GariSuite Yard, you can finally run your dealership with confidence. Every lead, every vehicle, every transaction, and every customer is managed – intelligently, automatically, and in one place.

📍 It’s time to stop struggling with disconnected tools.
📍 It’s time to stop losing sales because of forgotten follow-ups.
📍 It’s time to run your dealership the way you always imagined.

👉 Book a demo today and see how GariSuite Yard can transform your car sales business.

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Technology

Why Every Service Business Needs a Client Portal (And How UpeoLens Delivers)

by karani
written by karani

If you run a service business – whether it’s a software agency, a consultancy, or a training firm – you’ve probably faced this pain:

  • Endless calls and emails asking “Where are we now?”
  • Clients chasing updates while your team juggles delivery
  • Payment delays because the client can’t connect invoices to actual progress
  • Team members wasting time compiling reports instead of moving the project forward

This constant back-and-forth slows everyone down and creates friction that hurts trust.

The Transparency Problem

In most businesses, project information is scattered:

  • Tasks sit in project management tools no client can access
  • Progress updates live in WhatsApp chats and weekly emails
  • Financial data stays in invoices or accounting systems, disconnected from project context

The result? Clients feel left in the dark, teams get bogged down in communication overhead, and projects suffer delays.

The Case for a Client Portal

A client portal solves this by bringing together the three things clients care about most:

  1. Visibility – A single view of tasks, milestones, and deadlines
  2. Communication – A centralized place for messages, updates, and feedback
  3. Financial Clarity – Easy access to invoices, payments, and balances

When clients can log in anytime and see exactly where things stand, trust increases, disputes go down, and payments arrive faster.

Meet UpeoLens – Designed for Clarity

At Upeosoft, we built UpeoLens to deliver exactly that. It’s a beautifully designed, ERPNext-integrated client portal that keeps your clients informed – and your team productive.

Here’s how UpeoLens makes it happen:

📊 Real-Time Project Tracking

No more manual reports. Clients see live progress, with tasks grouped by Pending, In-Progress, Overdue, Completed, or Suspended – and weighted progress so percentages reflect reality.

💬 Centralized Communication

Threaded conversations keep messages organized by project. No more lost context in long email chains. Clients get notified instantly by email when something needs their attention.

💰 Financial Transparency

Invoices, payments, and remaining balances are displayed right alongside project progress. Clients can clearly see what’s been billed and why.

🔐 Secure Role-Based Access

Give clients visibility into exactly what you want them to see – nothing more. Internal details stay private while clients stay informed.

Why This Matters

When clients feel informed, trust grows.
When trust grows, projects move faster.
When projects move faster, your team spends more time delivering and less time explaining.

That’s why a client portal isn’t just a nice-to-have – it’s a competitive advantage.

See It in Action

We’ve created a short demo so you can see what UpeoLens looks like in action.

If you’re serious about client experience and smooth project delivery, now is the time to give your clients the clarity they deserve.

Final Thought

In today’s world, transparency builds trust – and trust builds business.
UpeoLens is here to help you deliver both.

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Technology

upeoXpense: An Expense Management App Built on ERPNext, Frappe & Next.js

by karani
written by karani

Managing expenses effectively is critical for businesses, NGOs, and families alike. But most tools are either too complex or too basic. upeoXpense bridges that gap: a budget-first expense management application that is powered by ERPNext and Frappe on the backend and a Next.js modern frontend.

This means you get the strength of ERPNext’s proven accounting framework, the flexibility of Frappe for custom DocTypes and APIs, and the speed + beautiful UI of Next.js.

Why Choose an Expense App Built on ERPNext & Frappe?

If you’re already familiar with ERPNext or Frappe, you know the advantages:

  • ERP-grade accounting & finance models
  • User authentication & role permissions built-in
  • Audit trails & accountability, essential for NGOs and organizations
  • Extendibility: budgets and expenses can tie into ERPNext Accounting, HR, or Payroll modules

By building upeoXpense on ERPNext + Frappe, we ensure it is scalable, secure, and easily integrated into your existing systems.

Why Add Next.js as the Frontend?

While ERPNext has its own UI, Next.js allows upeoXpense to deliver:

  • A modern, glassy, responsive interface
  • SEO optimization (so your expense reports or portals are discoverable if public)
  • Mobile-first performance with smooth charts and cards
  • Flexibility to design custom dashboards without ERPNext’s UI limitations

Key Features of upeoXpense

1. Budget-First Tracking

Set weekly, monthly, or yearly budgets by category. Whether you’re a business tracking departments, an NGO tracking projects or grants, or a family managing groceries & bills, upeoXpense gives you instant clarity.

2. Comprehensive Expense Logging

Each entry records: amount, category, date, merchant, payment method, and notes. Nothing optional. This ensures accountability for every transaction.

3. Glassy Dashboard & Trends

With Next.js + Tailwind, the dashboard looks modern and mobile-friendly. You’ll see:

  • Budget cards (budget, spent, balance)
  • Category cards with percentages
  • Trend charts for weekly/monthly insights

4. Authentication & Security

Because it’s Frappe/ERPNext-based, upeoXpense includes:

  • Login/logout
  • Password reset by email
  • Role-based permissions (great for NGOs and teams)

Who Is upeoXpense For?

  • Businesses → Track departmental expenses and extend into ERPNext Accounting.
  • NGOs → Ensure transparent donor reporting with category-based budgets.
  • Families → Manage household expenses with an easy yet powerful tool.

Simplicity + Power in One App

Unlike bulky ERP setups or over-simplified apps, upeoXpense focuses on simplicity with ERP-level power. You get a tool that:

  • Works on mobile & desktop
  • Connects seamlessly with ERPNext/Frappe
  • Stays easy enough for families, but strong enough for businesses & NGOs

Conclusion

upeoXpense is more than just another expense tracker. It’s a budget-first, ERPNext-powered expense management app with a Next.js modern interface.

If you’re searching for an ERPNext expense management solution, a Frappe-based expense tracker, or simply a Next.js finance app for families, NGOs, or businesses, upeoXpense gives you the best of all worlds.

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Technology

UpeoTelephony: ERPNext Call Center Integration Powered by FreePBX

by karani
written by karani

Every business knows the pain of missed calls, poor follow-ups, and scattered communication. In competitive markets, even one unanswered call can mean a lost customer.

That’s why we built UpeoTelephony — a powerful ERPNext Call Center Integration powered by FreePBX that transforms how businesses manage voice communication, automate follow-ups, and delight customers.

With UpeoTelephony, your ERPNext system becomes a full-fledged call center hub – combining telephony, WhatsApp, and automation in one seamless experience.

What is UpeoTelephony?

UpeoTelephony integrates FreePBX (enterprise-grade open-source telephony) with ERPNext, enabling your team to:

  • 📞 Log inbound and outbound calls directly in ERPNext.
  • 👤 Instantly see customer details when they call.
  • 🎙 Attach call recordings to leads, tickets, or opportunities.
  • 📊 Monitor call volumes, agent performance, and missed calls in real-time.
  • ⚡ Automate follow-ups with WhatsApp or SMS.

But we didn’t stop at the basics. UpeoTelephony is designed to go beyond call logging and empower businesses with customer-first automation.

Advanced Benefits of UpeoTelephony

1. Never Lose a Lead Again

Missed calls are automatically allocated to specific users or departments in ERPNext. Managers instantly know who should follow up — no more lost opportunities.

2. Smart Missed Call Handling

When an agent misses a call:

  • UpeoTelephony can send a WhatsApp notification to the assigned user.
  • At the same time, the caller receives a personalized WhatsApp or SMS message:
    “We’re sorry we missed your call. Our team will get back to you as soon as possible.”
    This builds trust and shows customers that you care, even before you call back.

3. Automated Callback Promises

ERPNext automatically creates a callback task linked to the missed call. Agents are reminded to respond, ensuring no customer is left hanging.

4. Unified Multichannel Communication

Beyond voice calls, UpeoTelephony links with WhatsApp and email in ERPNext. That means one customer record holds every conversation – calls, chats, invoices, reminders – in a single place.

5. Customer Journey Insights

See the full picture of your customer journey: calls + orders + payments + support tickets. This helps sales and support teams anticipate customer needs.

6. Click-to-Call Efficiency

From any ERPNext contact, lead, or opportunity, your team can place a call with a single click — no dial pads or switching apps.

7. Real-Time Analytics

Get dashboards for:

  • Call volumes and wait times
  • Missed vs answered calls
  • Agent productivity and talk time
  • Campaign or department-based call performance

This enables data-driven decisions and better resource allocation.

8. Scalability Without Costly Licenses

Because it’s built on FreePBX, UpeoTelephony scales with your business. Start with 5 agents and grow to 500 without being locked into expensive per-seat call center software.

Real-World Use Cases

  • Sales Teams: Capture every missed lead, send instant WhatsApp apologies, and boost conversions with callback automation.
  • Customer Support: Track support calls, link them to tickets, and monitor resolution times.
  • Healthcare: Automate patient follow-ups for missed calls and reduce no-shows.
  • Retail & eCommerce: Send automated order confirmations and call back customers instantly if they couldn’t reach you.
  • Finance & Insurance: Maintain compliance by recording conversations while keeping every interaction tied to ERPNext.

Why Upeosoft?

At Upeosoft Limited, we specialize in building ERPNext-powered solutions that solve real business problems. With UpeoTelephony, you get:

  • ✅ Deep ERPNext + FreePBX expertise
  • ✅ Custom workflows to match your business needs
  • ✅ Multichannel integration (Voice, WhatsApp, Email)
  • ✅ Secure, scalable, and affordable deployment
  • ✅ Ongoing support to keep your call center running smoothly

Final Thoughts

In business, every call matters. UpeoTelephony ensures no customer slips through the cracks – whether it’s logging calls, allocating missed ones, or automatically sending personalized messages to keep customers engaged.

By combining ERPNext, FreePBX, and WhatsApp, UpeoTelephony delivers a smarter, more human way to manage customer communication.

👉 If you’re searching for ERPNext call center integration, FreePBX ERP integration, or smarter ways to manage customer calls, UpeoTelephony is your solution.

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UpeoCRM

ERPNext WhatsApp Business Integration: Transform How Your Business Communicates

by karani
written by karani

In today’s fast-paced digital world, WhatsApp has become the most preferred channel of communication for businesses. Customers expect real-time responses, seamless updates, and personalized interactions. For businesses running on ERPNext, bridging this gap between enterprise operations and instant communication is critical.

That’s where Upeowhatsapp – our ERPNext WhatsApp Business integration – comes in.

Whether you are looking for ERPNext WhatsApp integration, WhatsApp Business integration, or simply want to connect your business processes to WhatsApp, this solution is designed to bring powerful communication directly into your ERP system.

What is Upeowhatsapp?

Upeowhatsapp is a custom-built WhatsApp Business integration for ERPNext. It allows companies to:

  • Send and receive WhatsApp messages directly within ERPNext.
  • Create a WhatsApp Inbox page in ERPNext for real-time conversations with customers.
  • Send invoices, quotations, and order confirmations to customers instantly.
  • Support sending and receiving images, documents, and multiple media files.
  • Automate business notifications like payment reminders, order status updates, and delivery confirmations.

In short, Upeowhatsapp turns ERPNext into a customer engagement powerhouse powered by WhatsApp.

Why Integrate WhatsApp with ERPNext?

The benefits are immense for businesses across industries. Here’s why you should consider WhatsApp integration:

1. Reach Customers Where They Are

Over 2 billion people worldwide use WhatsApp daily. Integrating it into ERPNext means your team can send updates directly to customers’ phones, where they are most active.

2. Instant, Reliable Communication

Unlike email or SMS, WhatsApp messages have open rates of over 90%, ensuring your customers never miss important updates.

3. Boost Customer Satisfaction

Send real-time responses, personalized offers, and automated reminders. Happy customers lead to stronger retention and referrals.

4. Streamlined Operations in ERPNext

No more switching between apps. Everything – from sales and support to invoicing – happens inside ERPNext, fully integrated with your workflows.

5. Support for Media and Documents

Easily share product images, payment confirmations, or invoices through WhatsApp without manual work.

6. Cost-Effective Engagement

Compared to traditional call centers or SMS systems, WhatsApp Business integration offers a more affordable, scalable, and engaging way to communicate.

Real-World Use Cases of ERPNext WhatsApp Integration

  • Retail & POS: Send digital receipts and promotions after every purchase.
  • Manufacturing & Distribution: Notify customers about order dispatch, delivery schedules, or production updates.
  • Property Management: Remind tenants of rent payments or send receipts instantly.
  • Service Businesses: Confirm bookings, send reminders, and keep customers informed without manual follow-ups.
  • Finance & Lending: Share invoices, payment confirmations, or loan schedules directly on WhatsApp.

Why Choose Upeowhatsapp?

Many businesses try to piece together integrations, but Upeowhatsapp is specifically designed for ERPNext. It is not just a connector – it is a seamless extension of your ERP, built with:

  • Deep ERPNext Expertise – Developed by certified ERPNext consultants with years of Frappe experience.
  • Customizable Workflows – Adapted to your unique business needs, not a one-size-fits-all solution.
  • Scalability – Whether you’re a startup or enterprise, the system scales with your growth.
  • Secure and Compliant – Built with data protection best practices to keep your business safe.

Getting Started

If you’re searching for:

  • ERPNext WhatsApp integration
  • WhatsApp Business ERP integration
  • How to connect WhatsApp to ERPNext
  • Automating business communication with WhatsApp

… then you’ve found the right solution.

At Upeosoft Limited, we specialize in building ERPNext solutions that transform how businesses operate. With Upeowhatsapp, you can take customer communication to the next level.

📩 Reach out to us today to learn how we can help your business integrate WhatsApp with ERPNext.

Final Thoughts

The future of business communication is instant, seamless, and integrated. By bringing WhatsApp into ERPNext, you ensure your customers stay connected, your operations run smoother, and your brand stays ahead of the competition.

If you’re ready to unlock the full potential of WhatsApp Business ERPNext integration, contact us now and let’s get started.

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UpeoCRM

UpeoCRM – Because the Sale Is Just the Beginning

by karani
written by karani

Most CRMs celebrate when a deal is marked “Closed – Won.”

The lead is removed from the pipeline, the file is archived, and the team moves on to chase the next target.

And that’s where the relationship ends.
No follow-up.
No check-in.
No birthday message.
No thank-you for the payment.

The customer who was excited to buy slowly fades into the background – until a competitor calls them first.

It’s not because you don’t care.
It’s because most CRMs are built for transactions, not relationships.

UpeoCRM is different.
It’s designed to make sure the conversation – and the connection – continues long after the sale is marked “closed.”

1. Smart Call Escalation & Missed-Call Recovery

A single missed call can cost you thousands.
UpeoCRM makes sure that doesn’t happen.

  • Incoming calls ring your main line for 15 seconds (configurable).
  • If unanswered, the call automatically escalates to other lines or agents.
  • If still missed, UpeoCRM creates a task, assigns it to the right person, and alerts them instantly via SMS + WhatsApp.
  • The caller receives a polite apology and a promise to call back ASAP.

Everything – from call time to escalation path – is logged, so no one drops the ball.

Why it matters:
✔️ Faster responses mean higher conversions
✔️ Customers feel valued instantly
✔️ No lead is lost in the cracks

2. Call Recording with Privacy Controls

Conversations hold the details that close deals – or solve disputes.
UpeoCRM captures them without compromising trust.

  • Automatic call recording for training, quality assurance, and compliance.
  • Configurable privacy – disable recording for specific extensions or roles.
  • One-click playback from the customer’s profile.
  • Secure storage with access only for authorized users.

Why it matters:
✔️ Clear proof for dispute resolution
✔️ Real examples for team training
✔️ Maintain compliance while protecting sensitive roles

3. Smart Follow-Up Reminders

Missed follow-ups mean missed opportunities.
UpeoCRM keeps you on track:

  • Automatic nudges when it’s time to call, email, or meet.
  • Alerts for inactive leads or customers.
  • Configurable follow-up schedules.

Why it matters:
✔️ Never forget a lead or customer
✔️ Consistent engagement without manual tracking

4. Automated Post-Sale Care

The relationship shouldn’t end at the sale.
UpeoCRM keeps it alive:

  • Schedule follow-ups 1 month, 3 months, or any time after purchase.
  • Send check-ins to ensure satisfaction.
  • Automated “We’re here if you need us” messages.

Why it matters:
✔️ Builds loyalty
✔️ Encourages repeat business
✔️ Reduces churn

5. Product Performance Follow-Ups

For businesses selling devices, machinery, or tech, UpeoCRM checks in months later:

“Hi James, how’s your new phone working so far?”

Why it matters:
✔️ Shows genuine care
✔️ Uncovers upsell opportunities
✔️ Generates referrals

6. Thanking Customers for Every Payment

Gratitude builds trust.
UpeoCRM automatically sends:

“Thanks, Sarah! Your April subscription payment has been received. We appreciate your trust.”

Why it matters:
✔️ Turns transactions into relationship moments
✔️ Reinforces professionalism and appreciation

7. Birthday Offers That Boost Sales

People spend more on their birthdays than any other day.
UpeoCRM remembers and sends personalized offers that drive them back to your business.

Why it matters:
✔️ Makes customers feel special
✔️ Creates natural sales spikes

8. Lead Management Without the Headache

Capture, assign, and track leads from the first touch to a loyal repeat customer – without letting any slip away.

Why it matters:
✔️ Speeds up response times
✔️ Ensures leads are worked on consistently

9. Client Tagging & Smart Segmentation

Easily tag clients as: VIPs, repeat buyers, needs follow-up, interested in accessories, or due for renewal.
Run targeted campaigns that feel personal.

Why it matters:
✔️ Higher engagement rates
✔️ Better marketing ROI

10. Actionable Dashboards & Sales Intelligence

UpeoCRM’s dashboards show:

  • Which customers are at risk
  • Which reps are top performers
  • Where leads drop off in the process

Why it matters:
✔️ See problems early
✔️ Make better business decisions

Because Loyalty Is the Real Goal

Your competitors are advertising louder.
Prices are changing faster.
Customer attention is shorter than ever.

The only way to win? Make your customers feel valued – always.

With UpeoCRM, you’re not just closing sales.
You’re building trust, earning loyalty, and creating a business people love to return to.

💡 Final Thought

Most tools are built to extract value from the customer.


UpeoCRM is built to create value – for them and for you.

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ERPNext for BusinessTechnology

The Ultimate Shopify & ERPNext Integration – A Complete Solution for Modern eCommerce Businesses

by karani
written by karani

When you run a Shopify store, your business doesn’t stop at checkout. You still need to manage:

  • Inventory across multiple locations
  • Customer records for marketing and support
  • Order fulfillment and shipping
  • Accounting, taxes, and financial reconciliation
  • Reporting to understand sales trends and profitability

Doing all this manually is time-consuming, error-prone, and unsustainable as you scale.

That’s why many businesses rely on ERPNext, a powerful open-source ERP system, to manage their backend operations. But what if you could connect Shopify and ERPNext seamlessly, ensuring that every product, order, customer, and payment stays in sync automatically?

Our Shopify <–> ERPNext Integration App does exactly that. It’s a complete two-way integration that keeps your eCommerce and ERP perfectly aligned.

In this guide, we’ll show you exactly what this integration does, why it’s powerful, and why it’s the most complete Shopify & ERPNext integration available today.

What Our Shopify <–> ERPNext Integration Does

Unlike partial integrations that only sync products or orders, our integration covers the full lifecycle of an eCommerce business.

Here’s everything it does out of the box:

1. Two-Way Product Synchronization

  • Add or update products in Shopify, and they instantly appear in ERPNext.
  • Update product details in ERPNext, and Shopify reflects the changes.
  • Sync product names, descriptions, SKUs, prices, variants (size, color), and images.

✔ Always accurate product catalogs, everywhere.

2. Two-Way Customer Synchronization

  • When a customer registers or places an order in Shopify, their data is automatically created in ERPNext.
  • Add a customer in ERPNext and they’ll also be available in Shopify.
  • Sync names, emails, phone numbers, addresses, and tags.

✔ No more manual imports or duplicate records.

3. Automatic Order Creation in ERPNext

  • Every order placed in Shopify automatically creates a Sales Order in ERPNext.
  • Includes customer info, product details, prices, discounts, taxes, and shipping charges.

✔ Your ERP always has an up-to-date order history without manual entry.

4. Inventory Synchronization Across Both Systems

  • When a product sells in Shopify, ERPNext inventory updates instantly.
  • When stock is received in ERPNext, Shopify stock availability updates in real-time.
  • Supports multiple warehouses and Shopify locations.

✔ No more overselling or stock discrepancies.

5. Order Fulfillment Sync

  • When an order is fulfilled in Shopify, ERPNext automatically updates the Delivery Note & stock ledger.
  • If ERPNext fulfills the order, Shopify updates the fulfillment status, shipping carrier, and tracking number.

✔ Customers always see accurate fulfillment and tracking details.

6. Payment Status & Financial Reconciliation

  • When Shopify marks an order as Paid, ERPNext automatically creates:
    • Sales Invoice
    • Payment Entry
  • When a refund is issued in Shopify, ERPNext creates a Credit Note / Sales Return and adjusts stock if needed.

✔ Your accounting and ERP always match your Shopify store payments.

7. Refunds & Returns Handling

  • Refund processed in Shopify? ERPNext automatically:
    • Adjusts stock levels
    • Creates a Credit Note
    • Updates customer balances

✔ Accurate financials and inventory, even after returns.

8. Taxes & Shipping Charges

  • Shopify tax rates are mapped to ERPNext Tax Templates automatically.
  • Shipping fees charged at checkout appear as a shipping line item in ERPNext Sales Orders.
  • Supports multi-region tax compliance like VAT and others.

✔ No tax mismatches, always compliant.

9. Pricing, Discounts & Promotions

  • Sync Shopify discounts, coupon codes, and promotions into ERPNext orders.
  • Supports multiple price lists for wholesale, VIP, or retail customers.

✔ Your ERP reflects the exact price the customer paid.

10. Multi-Store & Multi-Currency Support

  • If you run multiple Shopify stores, you can map them all into one ERPNext instance.
  • Multi-currency support ensures your ERP reflects the correct currency for each store.

✔ Scale globally without complexity.

11. Product Variants, Media & SEO Data

  • Sync all Shopify product variants (e.g. size, color, material).
  • Maintain images, descriptions, SEO titles, and metadata between both platforms.

✔ Consistent branding and product information everywhere.

12. Abandoned Checkouts & Draft Orders

  • Shopify abandoned checkouts sync into ERPNext as potential sales leads.
  • Shopify Draft Orders become Quotations in ERPNext for easy follow-ups.

✔ Recover lost sales with proactive engagement.

13. Real-Time Sync with Webhooks

  • Instant sync of orders, products, customers, and inventory using Shopify webhooks.
  • Or schedule periodic sync jobs for bulk updates.

✔ Always accurate data – no waiting for overnight syncs.

14. Advanced Error Handling & Sync Logs

  • Full sync dashboard in ERPNext showing all sync history.
  • Automatic retry mechanism for failed syncs.
  • Email notifications for any critical sync issues.

✔ You’re always in control and aware of what’s happening.

🎯 Why This Integration Is a Game-Changer

With all these features, our Shopify <–> ERPNext integration:

✅ Eliminates manual data entry
✅ Prevents stockouts and overselling
✅ Keeps financials always correct
✅ Improves customer experience with accurate fulfillment & tracking
✅ Saves hours of admin work every week
✅ Gives you a single source of truth for all your eCommerce data

It’s not just a connector. It’s a business automation tool that allows you to focus on growth instead of backend headaches.

🔗 Who Is This Integration For?

This integration is perfect for:

  • eCommerce businesses scaling beyond spreadsheets
  • Retailers managing both online and offline stock
  • Shopify merchants wanting better accounting & inventory control
  • Multi-store sellers operating in different regions or currencies

🛠 How It Works

  1. Install the Shopify App in ERPNext.
  2. Connect your Shopify store securely with API keys.
  3. Choose which data to sync (products, orders, customers, inventory).
  4. The integration starts working immediately in real-time.

No complex setup. No custom coding required.

📊 Real Business Impact

Imagine this:

  • You receive a Shopify order → it instantly becomes a Sales Order in ERPNext
  • Shopify confirms payment → ERPNext creates a Sales Invoice & Payment Entry
  • You fulfill the order in ERPNext → Shopify updates the customer’s tracking status
  • You add new stock in ERPNext → Shopify updates its inventory availability
  • A refund is issued in Shopify → ERPNext automatically adjusts stock & finances

Everything is fully automated.

🔥 Why Choose This Integration Over Others?

There are many partial Shopify integrations, but here’s what makes ours different:

✅ Complete coverage – It doesn’t just sync products; it covers orders, payments, refunds, taxes, warehouses, variants, promotions, and more.
✅ Two-way sync – Updates flow both ways, not just one direction.
✅ Real-time webhooks – No delays, no waiting for batch jobs.
✅ Error-proof – Built-in sync logs and error handling keep your data safe.
✅ Scalable – Works for single stores or multiple Shopify stores in multiple currencies.

🏆 Grow Without Backend Chaos

Running Shopify without an ERP eventually leads to data chaos – wrong stock levels, duplicate customers, manual invoice creation, endless spreadsheets.

Running ERPNext without Shopify means you miss out on a world-class eCommerce platform.

When combined with our integration, you get the best of both worlds – Shopify’s selling power with ERPNext’s operational control.

📢 Ready to Automate Your Shopify & ERPNext Workflow?

If you’re serious about scaling your Shopify business without drowning in backend tasks, our Shopify ↔ ERPNext Integration App is the missing piece.

✅ Works with any Shopify plan
✅ Fully compatible with ERPNext
✅ Real-time, two-way sync
✅ Saves time, reduces errors, and improves customer experience

👉 Contact us today to set up your Shopify & ERPNext integration.

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Technology

Africa Is Ready. But Is the Infrastructure?

by karani
written by karani

Introduction: The Digital Economy’s Invisible Backbone

In today’s global digital economy, infrastructure is the silent power that determines who thrives and who lags behind.

High-speed networks, regional data centers, cloud availability zones, and low-latency connections are what allow fintech, e-commerce, AI, and all digital innovation to flourish.

But in Africa, despite explosive mobile adoption, rapid urbanization, and one of the youngest, fastest-growing populations on earth, there’s one glaring bottleneck: digital infrastructure.

  • 90% of Africa’s internet traffic is still routed through servers outside the continent.
  • Africa hosts less than 1.3% of the world’s data center capacity, despite holding 18% of the world’s population.
  • This means a simple email from Nairobi to Lagos may travel via Europe or the U.S. before returning home.

This offshore dependence slows applications, raises costs, creates regulatory headaches, and limits Africa’s ability to build sovereign digital ecosystems.

South Africa: A Glimpse of What’s Possible

Among African nations, South Africa stands out as the continent’s most digitally mature economy.

Why? Because South Africa has invested – over decades – in telecom infrastructure, data centers, and enabling policies that have attracted AWS, Microsoft Azure, and Google Cloud to set up local regions.

Here’s what that has unlocked:

✅ Fast, Reliable Fintech
Digital-first banks like Capitec scale confidently on local cloud infrastructure.

✅ Advanced E-commerce
Platforms like Takealot handle massive campaigns (like Black Friday) with low latency, rivaling global e-commerce players.

✅ Sophisticated Health & Insurance Tech
Companies like Discovery Health rely on real-time analytics – something impossible with offshore-only hosting.

✅ Thriving Startup Hubs
Cape Town and Johannesburg have become innovation magnets because developers can build on stable infrastructure.

South Africa proves that when infrastructure exists, digital innovation flourishes. But one country cannot carry 1.4 billion people’s digital future.

The question is – can we replicate South Africa’s model across Lagos, Nairobi, Kigali, Accra, Dakar, and beyond?

The Real-World Impact of Africa’s Infrastructure Gap

Here are 10 concrete examples from across Africa showing how the lack of local hosting and cloud infrastructure directly affects businesses and users:

🚀 Flutterwave & Paystack (Nigeria)
Fintech giants processing millions of transactions. But relying on offshore servers introduces latency, especially during high transaction volumes, and raises compliance issues when sensitive data crosses borders.

📱 DukaPlus (Kenya)
A mobile POS for informal retailers that enables sales, credit tracking, and WhatsApp receipts. But syncing and retrieving reports lags during peak retail hours because the backend is hosted abroad. Local hosting could mean near-instant transactions for millions of traders.

🏪 Wasoko (Kenya)
A retail distribution platform serving thousands of shops. Offshore hosting slows inventory syncing, causing supply chain inefficiencies in last-mile delivery.

🚛 Kobo360 (Nigeria)
A digital logistics platform connecting shippers and truckers. Offshore APIs delay dispatch and tracking, undermining real-time logistics.

🛵 SafeBoda (Uganda/Kenya)
A ride-hailing and delivery app. Driver-rider matching lags as API calls travel thousands of kilometers to overseas servers.

🎓 Moringa School & Andela (Pan-African)
Training Africa’s next generation of developers, but students face slow access to cloud labs, repositories, and collaboration tools because regional mirrors are limited beyond South Africa.

🛒 Jumia (Pan-African)
Africa’s biggest e-commerce platform. During mega sales like Black Friday, checkout delays frustrate customers, causing high cart abandonment rates.

🏦 Kwara (Kenya)
A SaaS platform digitizing SACCOs. Rural cooperatives face syncing delays for loan applications and financial transactions due to offshore hosting.

📚 uLesson (Nigeria)
An edtech platform delivering interactive lessons. Live classes buffer and drop out as content streams from faraway CDNs, hurting student engagement.

💳 Kuda Bank (Nigeria)
A fully digital neobank. Transactions and “instant” card issuance are slowed because key backend services are hosted overseas.

Compare these with Takealot or Capitec in South Africa, where locally hosted infrastructure enables near-instant transactions, seamless e-commerce experiences, and scalable cloud-native services.

The Infrastructure Africa Needs Now

1️⃣ Regional Data Centers

Africa needs at least 8–10 regional hubs beyond South Africa:

  • Lagos (West Africa)
  • Nairobi (East Africa)
  • Kigali (Central Africa)
  • Accra (Ghana)
  • Dakar (Senegal)

These hubs would:

  • Cut latency by up to 70%
  • Enable data sovereignty
  • Lower cloud hosting costs

2️⃣ Pan-African Cloud Infrastructure

We need African cloud platforms that:

  • Optimize for mobile-first users
  • Cache data at the edge
  • Work in low-bandwidth conditions
  • Compete with AWS, Azure, Google – but focused on African realities.

3️⃣ Inland Fiber & 5G Backbone

Submarine cables like Equiano and 2Africa bring connectivity to coastal cities, but inland regions remain cut off.

  • Investment in fiber networks to secondary cities is critical.
  • 5G rollout can leapfrog poor 4G networks.

4️⃣ AI & Compute Hubs

Africa will be a massive AI consumer – but will it be an AI producer?

  • Without GPU clusters and local compute hubs, Africa will remain a data exporter, not a digital innovator.

Why This Is a Trillion-Dollar Opportunity

Africa is the fastest-growing digital market:

  • 500M new internet users in the next decade
  • $180B digital economy potential by 2025 (McKinsey)
  • A young population hungry for online services

But without infrastructure, this growth will cap out – and the value will leak offshore.

Investing in servers, fiber, and data centers is not charity. It’s the most profitable long-term play in Africa’s digital future.

Africa Doesn’t Just Need Startups. It Needs Servers.

South Africa shows what’s possible. But it can’t carry the entire continent.

We need:

  • Servers in Nairobi, Lagos, Kigali
  • Edge networks in Accra and Dakar
  • AI compute hubs across East, West, and Central Africa

To Investors:

If you’ve been waiting for the next big African opportunity – this is it.
Not apps. Infrastructure.

  • Bet on latency cut from seconds to milliseconds.
  • Bet on sovereign African data centers.
  • Bet on the next billion digital consumers – powered by African servers.

Africa is ready. Now build the infrastructure it deserves.

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TechnologyUpeosoft

Transform the Way You Sell: Welcome to UpeoCRM – Where Leads Come Alive and Customers Stay Loyal

by karani
written by karani

In today’s fast-paced business world, relationships – not just products – drive revenue. Yet many businesses continue to treat leads as data points, sales as isolated events, and customers as afterthoughts.

That ends now.

Introducing UpeoCRM, a revolutionary Customer Relationship Management system built by Upeosoft Limited, designed to humanize, automate, and supercharge your entire sales pipeline – from first contact to lifelong loyalty.

“Your leads deserve more than silence. Your customers deserve more than transactions. It’s time to make every interaction count.”

📈 From Cold Lead to Loyal Customer: Track Every Touchpoint

Most CRMs record names. Some track calls. But UpeoCRM captures the full story.

For every Lead, you can:

  • Log every comment (notes, feedback, client mood, concerns).
  • Schedule tasks (e.g., “Send brochure”) and events (e.g., “Zoom call on Tuesday”).
  • Receive automated reminders before meetings and deadlines.
  • Let management monitor leads in real time and intervene if momentum stalls.

If a lead stays untouched for 3 days with no comments, events, or tasks, UpeoCRM auto-flags it as dormant, signaling your team to act – before the opportunity dies.

💼 Opportunities Built for Precision

When a lead expresses interest, convert them to an Opportunity – and UpeoCRM opens new doors:

  • Add items or services they’re interested in.
  • Track estimated closing values.
  • Build a timeline of all sales actions, keeping everyone aligned.

Why not collect item interests at the lead stage? Because great selling is about timing – and UpeoCRM knows the right moment to ask.

🧠 Smart, AI-Powered Engagement That Feels Personal

Your customers are more than transactions – they’re people with birthdays, anniversaries, and loyalty worth celebrating.

UpeoCRM helps you:

  • Record birthdays, anniversaries, and special dates
  • Send automated birthday messages
  • Celebrate “1 year since your first purchase”
  • Recognize public holidays and send custom messages via AI-crafted templates

All it takes is one click: UpeoCRM drafts the message, and you just hit Send.

👥 Give Sales Teams Control. Give Managers Visibility.

With UpeoCRM, salespeople are empowered and managers are informed:

  • A personalized dashboard shows upcoming meetings, pending tasks, hot leads, and daily goals.
  • Management gets a bird’s-eye view of pipeline health, dormant leads, top performers, and forecasted deals.

No more shadow work. No more spreadsheet chaos. Just clarity.

🎯 Built for Engagement, Powered by Simplicity

What makes UpeoCRM different?

✅ Activities that track action
✅ Comments that capture insights
✅ Gamification that rewards performance
✅ Voice notes for field teams
✅ “Moments” timeline showing all past interactions per lead
✅ AI suggestions like “Haven’t followed up in 5 days – try sending a discount?”
✅ WhatsApp, SMS, and email integrations
✅ Public holiday alerts with branded messaging

🔥 Why Settle for a CRM That Just Records?

With UpeoCRM, your CRM becomes:

  • A coach
  • A motivator
  • A memory keeper
  • A sales partner
  • A relationship builder

Whether you’re a small team or an enterprise, UpeoCRM adapts to you – without bloat, without confusion.

📞 Ready to Sell Smarter?

Let’s be honest – your team is working hard. But without the right system, they’re working blind.

UpeoCRM is your competitive advantage.
It’s not just another CRM. It’s the future of how businesses sell, connect, and grow.

🔗 Book a free demo today at www.upeosoft.com
📱 Call/WhatsApp us: +254 116 078 888
📧 Email: consult@upeosoft.com

Let UpeoCRM help you turn leads into relationships, and customers into advocates.

Your business is no longer just selling. It’s connecting. And that changes everything.

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