Case StudyA custom ERP for a fencing & bollards supplier: one system from quote to dispatch.
An Australian supplier of fencing and bollards, serving contractors, councils and commercial projects with a large range of stocked and made-to-order products.
Project at a glance.
- Industry
- Fencing & bollards supply
- Location
- Australia
- Modules
- Inventory & purchasing, quotes, sales orders & dispatch, accounting sync & reporting
- Timeline
- ~4–5 months, delivered in phases
- Ongoing
- Support and new features
The challenge.
Disconnected tools
Stock, purchasing, quotes and orders were managed in separate tools and spreadsheets.
Slow project quotes
Project quotes (metres of fencing, panels, posts, bollard counts) were slow to put together and hard to keep accurate.
Unreliable stock
Stock levels weren’t reliable, so quoting and dispatch planning were harder than they needed to be.
Double entry
Orders had to be re-keyed into the accounting software.
How we approached it.
- 01
Discovery workshops
Mapped how each team works today, including the spreadsheets and workarounds.
- 02
Prioritised scope
Delivered the features that remove the most manual work first.
- 03
Iterative delivery
Regular demos with real users, with feedback built into each release.
- 04
Data migration
Cleaned and imported existing customers, products, stock and order history.
- 05
AI grounding
Indexed the product catalogue, documents and records so the AI answers from the business’s own data.
- 06
Training & handover
Role-based training for sales, warehouse and accounts staff.
What we delivered.
Inventory & purchasing
Stock tracking across locations, supplier purchase orders and low-stock alerts.
Quotes & sales orders
Project-based quoting by length, quantity and configuration, with quotes converting to sales orders.
Dispatch
Delivery scheduling and dispatch tracking for each order.
Accounting sync
Invoices and orders flow automatically into the client’s accounting software.
Reporting
Dashboards for sales, margin, stock value and open orders.
Phased rollout
Delivered in stages, so the business was never without a working system.
The results.
- One system now covers stock, purchasing, quoting, orders and dispatch.
- Orders reach accounting automatically, with no double entry.
- Stock levels can be trusted, so quoting and dispatch planning are more accurate.
- Management sees sales, margin and stock in real time.
The AI layer, built into the ERP.
The ERP includes an AI layer built on a vector database. It is grounded in the business’s own data: its products, customers, quotes, orders and documents.
Smart search
Staff search across records in plain English, e.g. “bollard quotes sent to councils last quarter”.
AI-assisted quoting
Suggests products and line items from an enquiry email or job notes, and drafts the quote for staff to review.
Product & spec assistant
Answers staff questions from product catalogues, datasheets and standards documents.
Enquiry triage
Classifies incoming enquiries, pulls out the key details and creates leads automatically.
Tech stack
What's next
We continue to support the business with ongoing improvements and new features as its needs grow.
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