Legacy ERP →
Modern AI
Operating Platform
A modern operating layer on top of an existing ERP — without replacing it.
For a specialty retail chain we built a modern web platform that turns the existing desktop ERP into the back office of a contemporary operation: AI-assisted procurement, finance, employee self-service and automated workflows.
The system worked. The business outgrew it.
The existing ERP was stable but a closed desktop system. Core operations depended on local machines, manual procedures and scattered communication. The company didn't want a risky ERP replacement — they wanted a modern layer that turned the legacy system into the foundation of a contemporary operation.
Core operating challenges
Manual, uncontrolled procurement
Orders were assembled by hand — staff estimating stock and re-typing the same items into the same templates every day, with no standard and no control over the outcome.
No financial transparency
Leadership had no fast, centralised, real-time view of profitability, margins or branch-level performance.
Fragmented supplier flows
Every supplier ran a different channel — email, spreadsheet, web portal or API — turning ordering into operational chaos.
HR document generation
Every new hire meant manually filling in nine documents, printing, signing and distributing them by email — over and over.
Large dead stock
With no systematic stock tracking per branch and per SKU, dead stock grew quietly — tying up capital, blocking shelves and deepening shortages elsewhere.
Inadequate compliance records
Monthly inspections and regulatory forms were kept on paper and in disconnected files. Nine forms were digitised, introducing a standard and centralised, branch-level tracking.
A modern operating layer on top of the existing ERP
Instead of replacing the legacy system, we built a web platform that keeps the ERP as the system of record while modern operations run in a new digital layer.
- ▸AI-assisted procurement
- ▸Financial dashboards
- ▸Supplier process automation
- ▸Digital HR & admin flows
- ▸Regulatory documentation
- ▸Real-time work via web interface
AI-assisted procurement
Replenishment is one of the most consequential daily decisions in retail — and one of the hardest to make manually. The platform analyses sales velocity, stock, seasonality, supplier conditions, order minimums and product expiry, and generates ranked purchase suggestions for the operator to review.
AI does not replace the team. It removes the repetitive part of the work and lets people focus on exceptions, decisions and control.
Sales, incentives and contracted protocols
The platform connects sales data to staff incentive lists and contracted protocols with suppliers. Margin per staff member, dead stock, and quantities hit against each protocol — all centralised in real time, with automatic incentive calculation at month-end close.
Real-time financial visibility across the business
Leadership now has a centralised view of profitability, margins, costs, sales and branch performance. Data that used to take hours of manual work is presented through a clean web interface — live.
Automated HR document generation
When a new employee is onboarded, the full pack of nine documents is generated in a single click — pre-populated with the employee's data, exported as DOCX and PDF, and emailed automatically to the worker, the branch and administration. Internal regulations get an auto-generated cover page with the date and signing party.
Operational quality — digitised
The platform digitises internal control and regulatory tracking. Compliance and operational records used to live on paper and disconnected files, making oversight and standardisation across branches difficult.
The new system covers monthly operational forms, standardised inspection procedures, compliance tracking, corrective measures and operational improvement workflows. 9 monthly forms have been digitised, providing a structured way to monitor the quality of operations.
Automating supplier, financial and regulatory flows
Processes that used to require manual work — sending orders, processing e-invoices, generating regulatory and HR documents — now run automatically.
Outcome: modernisation without business interruption
Technology framework
- ▸Java 21
- ▸Spring Boot 4
- ▸PostgreSQL
- ▸Flyway
- ▸React 19
- ▸TypeScript
- ▸Vite
- ▸Tailwind
- ▸Claude / Anthropic API
- ▸Server-Sent Events
- ▸ERP gateway
- ▸Supplier portals
- ▸SEF e-invoicing
- ▸EPP / VAT
- ▸Docker
- ▸CI/CD
- ▸S3-compatible storage
- ▸Headless browser service
Modernize legacy systems
without replacing them.
We help companies transform outdated operational systems into scalable modern platforms with automation, AI and real-time visibility.