Know how Automating Export documentation can save significant time and resources

Automating Export documentation- ERP Software in Kolkata
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This article was published on: 10/07/20 2:42 PM

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Know how Automating Export documentation can save significant time and resources

Business automation has become a must-have for any organisation that wants to be future-ready. The future is technology. Automation is the only respite for achieving desired goals within the timeline for any company. Export industry is a notch ahead of any other industry. Dealing with overseas clients with different languages and cultures, rules and regulations, currency and conversions etc involves a lot of brain racking work. Export documentations is the most difficult task to sort so that no legalities are missed which can end up the company owner behind bars. A best fit ERP cloud software can solve most of these challenges faced by an export company. Expand ERP is India’s best fit ERP solution for manufacturers in the Export industry. It is the best ERP company in Kolkata with Headquarters in Bangalore.

Every export taking place in the company goes through defined steps of documentation like invoice, packing list, bill of exchange, shipping bill etc. Whether you are in an exporting business or someone who uses exporting services, you know that there can be a lot of paperwork involved. There is a lot of paperwork that can often seem endless and repetitive.

Instead of performing repeatedly the same tasks, it should be a simple set of few button clicks automating Export documentation to complete. Here we have taken the example of export documentation but in business no matter how simple or complex a task, if it is repetitive then it should be automated to save time and eliminate the possibility of error. For example every invoice generated should be emailed to the customer; every dispatch should be emailed to the customer and a group of seniors. These are examples of simple tasks but there are numerous possibilities of errors. Even if it is done without error it is highly possible that every email is in a different format. Such automation involves time and money but once done properly, it has huge advantages like Performance and Efficiency, Consistency and error free (Same standard professional output and no errors no corrections), Easy for anyone to learn and get going.

– Exporters have reduced rework due to errors by 75%. Man hours spent for documentation have reduced by 60% and output is now more professional and reliable with EXPAND ERP for exporters.

Counter Export challenges with Expand ERP softwarebest ERP company in Kolkata :

Export houses depend on effective export control processes throughout their supply chain. The legal ramifications of violating export laws can be a huge challenge. Freight forwarder, customs broker, sea vessels crew, warehouse management all these can be simply managed by single export business software. To supply the highly competitive order shipments, freight exceeds in volumes of sales and profits, you need an ERP.

3 Reasons why Exporters need a best fit ERP software

  1. Financial reporting accuracy – all invoicing and purchase orders can be consolidated and kept track of through erp.
  2. Enhances speed and agility – ability to respond faster to customer needs and deliver service promptly.
  3. Details of shipment – and ERP scheduling application is crucial for optimising work hours and properly utilising resources. This will allow tracking of order details anytime, anywhere.

Every export company should own 2 things:

  1. An export compliance program.
  2. Export documentation software that standardises the export paperwork.
Export documentation is required for goods leaving one country for another to ensure a variety of things.
  1. Ensure proper taxation and dues are accounted for
  2. Ensuring products don’t land in the hands of people banned from receiving goods
  3. Ensure public and environment safety

Export documentation keeps those who export within the bounds of export compliance.

Common compliance issues are:

  • Consistent problems with errors or omissions on documentation 
  • Not obtaining specific approvals or licenses for special items (guns/weapons, medications, animals, plants, etc.)
  • Shipping goods to restricted destinations 
  • Shipping goods to a person or business already on the restricted parties or denied persons list

EXPORT REQUIREMENTS AND REGULATIONS

Requirements and regulations can vary by country. These can be set by the Indian government or the destination country for a multitude of reasons. It’s up to the exporter to ensure that all requirements and regulations are followed prior to shipment to make sure all documentation is in order.

Common documents include a Commercial Invoice, Packing List, Certificate of Origin, and Shipper’s Letter of Instruction to the Freight Forwarder. There could also be product-specific or country-specific documents.

One of the features within Expand ERP is the Requirements Guide. As a user, this is your manual to navigate through creating and managing export documents to ensure compliance between India and the destination country.

Restricted Parties denied screening:

If you’re exporting, you need to know who you’re shipping to and make sure that they aren’t on a government list somewhere that says they aren’t allowed to receive goods for one reason or another.

Reasons can vary, but the ultimate result is to comply and not provide them with goods because of any restrictions they may be under.

Benefits of Expand ERP – the best fit ERP company in Kolkata for Export industry:

  • Timely export order entries into the system has allowed companies to plan out their production or procurement activities well in advance.
  • Single system for everything export – documentation, post shipment and financial accounting. Companies do not have to manage separate spreadsheets for various activities
  • Flexibility to validate accounting entries with exchange rate present in the Shipping Bill have ensured company accountants to book the exact value of export sales
  • Auto-computation of fluctuation due to difference in exchange rate’, has reduced significant amounts of time spent on manually calculating the exchange rate and entering it into the system.
  • Tracking of the various export incentives with their values has also become easier since they are being entered as additional information in the shipping bills section.
  • Packing credit availed and it’s utilisation along with balances and interest has become easier to track as they are being tagged with the realisation or discounting of bills
  • Shipment and post shipment statuses such as goods under dispatch, goods in transit come from the ERP itself since various dates such as B/L Date, LR Date, LEO Date are being entered by the customers.
  • Remittance statuses such as documents being sent to the bank, pending negotiation and realization pending are available from the system itself.

 

Various KPIs, BI and MIS available for the management so that they can take quick and effective decisions.

If you are in search of the best ERP software in Kolkata for your export industry, Expand ERP is fully equipped to deliver the best solution for your complex business process. Further the software is intuitive and can easily be used by anyone with basic computer knowledge. Its user-friendly interface makes things easier for one and all. Also you need not worry about capex and infrastructure investment as it is cloud-based. Expand ERP provides a solution with over a decade of knowledge and research to process all export documentations and financials with ease.Schedule a demo with us to find out more details or call at… 9007026542

Is your Data safe on the Cloud?

Is your Data safe on the Cloud?
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This article was published on: 3/07/20 4:08 PM

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Is your Data safe on the Cloud?

“Sure an ERP system is great, but is my data safe on the cloud?”

– a common worry for most  ERP users.

ERP solutions market is changing through the dynamics created by new technologies and devices

What is Cloud?

It is an ERP Software that is hosted online on a cloud computing platform. Cloud servers are located in data centres globally.

How does it work?

A technology called ‘virtualisation’ allows for the creation of a simulated, ‘virtual’ computer that behaves as if it was a physical computer with its own hardware. These virtual machines are sandboxed from one another so that they don’t interact with each other at all. Even if individual servers go down, cloud servers are always online.

Due to common misconceptions and myths about cloud storage some companies remain hesitant to move forward into the future.

The cloud enables greater transparency and accessibility, rapid deployment of the software across the company and seamless scaling of business functions to meet market changes. There have been a number of high profile attacks on company data in the past. These stories are bound to make some hesitant about transiting to the cloud.

Here  are some of the top buyer misconceptions when it comes to cloud ERP system:

 

  1. Cloud data is more prone to attack: An ERP vendor has more expertise on data security than the average enterprise engaging its services. The physical location of the server, be it on company premises or within a cloud provider’s data center, has little relevance on the server’s potential vulnerability. The data’s security relies less on the physical location of the server and more on the security measures implemented by the center. Companies with on premise ERP have the added responsibility of maintaining its server’s security and maintenance. The generally superior to that of the average enterprise. Thus purely in terms of data security, the cloud system is the better option for most small and medium sized enterprises.
  1. Data Residency Control: Many countries have regulations that restrict personal or sensitive data to be exported or stored in a different country. Companies that fear that their data and records may be outsourced without their consent can rest easy knowing that there are legislative restrictions to prevent that. By choosing a reputable and reliable ERP vendor who is transparent about the internal and external policies governing the relationship, the firms can be assured that their data is in reliable hands and rest easy.

 

  1. Rival firms with the same vendor can hack and sabotage: A persistent but unfounded concern is that a cloud based system that houses the data of multiple firms is inherently more susceptible to data hacks, leaks and attacks. In a cloud system, firms share a pool of network and storage resources, which brings about this fear, because in the business world, sharing is not about caring. Firms can be assured that the cloud providers segment and secure the servers and resources in such a way that essentially each company’s data is in their own private space, completely detached and inaccessible for others.

 

  1. No Cloud, No Worries!: A firm that has not opted for a cloud ERP system may smugly assume that it is safer. “My data is not stored on the cloud, it is stored on my own computer. I am completely safe!” But if the computers are connected to the internet, the firm is already on the cloud. Given that most, if not all, companies are connected to the internet, no company is perfectly safe from attacks and data theft.

 

  1. Data security is the sole responsibility of the Cloud Provider: The cloud ERP vendor does manage the network security and associated tasks for the firm. However, to rely solely on the vendor for all aspects of data security is a massive folly. Internal data management and confidentiality policies, password policies, employee accessibility, user management and security training of employees are equally, if not more, important when it comes to maintaining data integrity and safety.

 

There are several reasons to choose a cloud based solution for your business needs. Lower costs, greater accessibility and flexibility are some of the many reasons that firms are increasingly opting for cloud-based ERP. The common myths and misconceptions regarding data security on the cloud are more fiction than fact. Enterprises looking for a suitable ERP system can be rest assured that the cloud options are safe.

Main service models of cloud computing 

  1.  Infrastructure-as-a-Service – eg – Digital Ocean, Google compute Engine,     Openstack
  2. Paas – Platform -as-a Service -eg – Heroku, Microsoft Azure
  3. SaaS – Software-as-a Service -eg – Salesforce, Mailchimp, Slack

Types of Cloud Deployment –

  • Private Cloud – dedicated to one organisation
  • Public Cloud – server run by external vendors and shared by multi organisations.
  • Hybrid Cloud – combine private and public servers and includes on premise legacy servers.
  • Multi Cloud – using multiple public clouds,the organisation rents virtual servers and services.

Expand ERP – the best fit ERP cloud software in India for manufacturers promises to protect your valuable data with Expand SureShield.

  • Multiple Location Storage – Data is on the cloud, stored in multiple locations ensuring maximum safety.
  • Stored on trusted technology platform (Microsoft Azure, SQL Server)
  • 99.99% uptime (uptime is the amount of time the service is online available and operational)
  • SSL(encrypted) Data Transmission- Similar technology as Net Banking and thus extremely secure.
  • Private Database – each user has the private database and not shared one as in open source ERP.

Expand ERP is India’s best-fit cloud ERP system for fast growing businesses like yours. It empowers the mid sized manufacturers in the export and retail industry with real-time visibility and complete control over their business for faster expansion by simplifying complex business processes. 

With over 15 years of extensive R&D and market testing, we have developed a software that seamlessly fits into Indian Business. We are the OEM of this solution. Further, specific fitment through customization and integration are made for the company’s unique needs. All measures are taken to fit seamlessly into the existing business processes to deliver the maximum benefit of our solution.

Expand ERP cloud software drives maximum growth and ROI to your business.

To know more about Expand ERP and how it will transform your business operations please allow us to arrange for the best fitment test and product walkthrough by our BizTech Expert.

Expand ERP Software – the best fit ERP Company in India recommends best practices for your Finance Team

the best fit ERP company in India
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This article was published on: 29/06/20 2:28 PM

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Expand ERP Software – the best fit ERP Company in India recommends best practices for your Finance Team

We believe as Warren Buffet has rightly said; “ It takes 20 years to build a reputation and 5 minutes to ruin it. If you think about that you’ll do things differently.” It has taken us over 15 years of market experience to build the trust of our several patrons. It is our mission to keep up to our promises and strive endlessly to satisfy our customers. Therefore, even at the most trying times Expand ERP – the best fit ERP company in India has successfully delivered satisfied services to customers.

We at Expand ERP realise that our customers and patrons depend on us and the services we provide now at these unprecedented times more than ever. We are committed to continuing to support their core Finance, HR, and People systems under any circumstances. The crisis will pass, and when it does, we want to ensure that our customers come out stronger and more resilient to counter all challenges that may crop up as obstacles in their business.

In order to continue to provide practical support and guidance, we have curated this document as a manual with guidelines to follow for remote Accounts and finance teams using Expand ERP cloud software– the best fit ERP software provider.

Administrative practices:

  • Enable email notifications – email notifications in the system are required to pertain actions of the user’s role at the company. (i.e.For any approval in any module should not be delayed and ensured via email notifications.)
  • Define hierarchy within the organization – communicate within all departments and leaders should be clear and accurate to avoid disruption. Knowing who your Admin is will avoid password reset delays and ensure necessary approvals are ready to go.
  • Set delegates for purchase approvals – This way, when a user who is vital to the approval process is out of the office, they can go to their Preferences, turn on their delegation, and their approvals will then route to the configured delegate approver.  
  • IP settings done right – If using IP filtering, you should ensure the IP addresses or IP range for each user is set within the company’s security settings. This will prevent log-in errors relating to IP mismatch. 
  • Keep the company message board updated  – An Admin can update any news internally via posts in the software which can be accessed by all users.

General suggestions:-

  • Cross-train users and ensure a back-up –  In Case of absence of someone  for an extended period of time, within an organization, we will see a sudden influx of cases because a user who performs a crucial task is out unexpectedly.This can be avoided with a backup.
  • In addition to cross-training, documentation of all processes and actions of each user performance should be maintained for future reference for emergency needs. This often results in contacting support with a multitude of training related inquiries, and the ERP support team will recommend training.

Product Managers advise –

  • Consider adding an AP -automation partner to the equation so you can electronically inbound invoices. The integrations to receive payment may be handy to get more payments electronically .Integrated banks and payment gateways with your ERP software allows easy money transactions inbound as well as outbound.
  • Expand ERP Systems Integration has the AR Accelerator add-in for customers that have a lockbox at their bank already. This is an excellent time to consider setting one up, if you don’t have one. A lockbox service can eliminate having to collect receipts at a central location, as well as eliminate the need to handle mail for internal staff.
  • Bank feeds provide an electronic option or to import a clearing file.
  • Spend Management can be an option if you haven’t implemented electronic approvals in spending processes (AP, PO, EE) or general ledger. This would be an excellent time to implement  spend management.
  • The concept of a ‘Resources’ dashboard may be helpful – examples to include: urls for different types of documents around processes, or forms, or other types of information to help staff members locate resources.
  • How are you sharing information internally from your finance to other departments in your business? This is an optimal time to use dashboards and the report scheduler for paperless data delivery. The report scheduler supports delivery via PDF or Excel.
  • Encouraging going paperless is even more important with this pandemic. Research the tools that will help your team go paperless. It will reduce the amount of production/interaction with contaminated tangible items.Expand ERP cloud software provides the facility to store all data on cloud platforms resulting in zero hard copy.

Virtual (work from home ) tips:

 

  • Keep your cameras on during your virtual team meetings.
  • Talking and interacting with your coworkers helps you feel engaged and included. 
  • Talking with turning on the cameras will bring new perspectives and spark new ideas.
  • Use an instant messaging platform to keep your status updated, allowing you to maintain visibility when you are available.
  • Arrange a monthly Townhall for all team member’s mandatory participation for mutual sharing of appraisals, grievances and news updates of the organisation.
  • Maintain a Gantt Chart for all team members to feed in their pending work and work in progress and work done shared with all.

Expand is India’s best-fit ERP software on cloud for the Retailers & Exporters in midsized manufacturing business

It drives business efficiency with ease by perfectly fitting into the existing business process and effectively automating most complex processes. With Expand ERP one can manage his entire business completely online.

Further, to deliver the maximum benefit of our solution, we do Direct Implementation. With our completely in-house Anytime Support & Remote Assist, our experts will make the digital transformation of your organization hassle free.

We hope you find this guide helpful! We recognize that the present times are a bit uncertain but our Team Expanders are  here to support you in any way we can. If you have additional questions or comments, please reach out to us at:

How important is an ERP System for a Petrochemical Oil and Gas Industry?

How important is an ERP System for a Petrochemical - Oil and Gas Industry?
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This article was published on: 26/06/20 3:02 PM

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How important is an ERP System for a Petrochemical – Oil and Gas Industry?

“Continuous improvement is better than delayed perfection..”

-Mark Twain

The oil and gas industry started in India in 1889 when the first oil deposits were found near the town of Digboi in Assam. The natural gas industry in India began in 1889 when the gas fields of Assam and Gujarat were discovered. The oil industry is also known as the petrochemical industry or the oil patch. It includes the global processes of exploration, extraction, refining, transporting, and selling of petroleum products. The largest products of this industry are fuel oil and gasoline. Petroleum is also the raw material for many products, such as pharmaceuticals, fertilizers, pesticides, and plastics. The expensiveness of oil and its products has led to it being known as black gold. Oil is a part of a large percentage of the world’s energy consumption. It ranges from a low of 32 percent in Europe and Asia, to a high of 53 percent in the Middle East. It is considered to be the biggest sector in the world in terms of dollar value.

The Industry leaders are always on their toes to meet the ever-increasing demand of the commodity as well as managing between the fluctuating regulations and resources. The implementation of a best fit ERP software solution can simplify the entire process with its agility and flexibility to get apt with the user’s needs. Moreover, oil and gas are in need of careful handling, for which an ERP software can provide a cautious warehouse and supply chain management application to automate the process with ease.

The oil and gas industry is divided into three areas: Upstream, Midstream and Downstream.

 

They can be defined as follows :

  • Upstream – It involves the search for underwater and underground natural gas fields or crude oil fields and the drilling of exploration wells and drilling into established wells to recover oil and gas.
  • Midstream – It involves the transportation, storage and processing of oil and gas. Once resources are recovered, it has to be transported to a refinery, which is often in a completely different geographic region compared to the oil and gas reserves. Transportation can include anything from tanker ships to pipelines and trucking fleets.
  • Downstream– It refers to the filtering of the raw materials obtained during the upstream phase. This means refining crude oil and purifying natural gas. It also involves the marketing and commercial distribution of these products to consumers in a number of forms like natural gas, diesel oil, petrol, as well as a number of other types of petrochemicals.

ERP or Enterprise Resource Planning is a must-have wizard tool for the oil and gas industry. This industry is among one of the early adopters of an ERP system. This is because a major section of the industry is dependent upon the precise workflow management and market analysis. An ERP system can increase the efficiency of the industry, while it also helps you to manage and balance multiple projects and operations effectively. Moreover, ERP systems for oil and gas industry provides us with easy to use modules such as sales and purchase.This can enhance and streamline our business.

How an ERP system help the petrochemical industry grow :

  • It is flexible in terms of user interface. This ensures better support throughout industrial operations.
  • It  can easily integrate with all  applications and business management tools. This provides a single platform for all operations.
  • It effectively manages project planning, scheduling, inter department communication, etc. This optimizes all industrial processes.
  • It provides detailed project and market analytics for better sales performances.
  • It manages various currencies, foreign policies and compliance and finances with ease.

 

The world uses nearly 36 billion barrels of oil every year. The USA is the leading oil producer in the world, followed by Russia and Saudi Arabia.

With a best fit cloud ERP software in a petrochemical industry one can easily improve and become a top industrialist and can achieve great heights. You can manage multiple orders at the same time just under one single systematic software.

Expand is India’s best-fit ERP on cloud for the Retailers & Exporters in midsized manufacturing business.

It drives business efficiency with ease by perfectly fitting into the existing business process and effectively automating most complex processes, unlike many such ‘one size fits all ERPs’ which doesn’t give desired results to specific businesses. With Expand ERP one can manage his entire business completely online. With over 15 years of extensive R&D and market testing, it is a unique software which is curated to fit best into your business needs.This ‘made in India’ software seamlessly fits into Indian Business. Further, to fit best to the business, we focus on export and retail domains only.

 

To know more about Expand ERP and how it will transform your business operations please allow us to arrange a demo by our BizTech Expert. Call 09007026542 or leave a message below and we will get back to you shortly.

Top 5 Challenges of Implementing an ERP Software and Their Solutions

Top 5 Challenges of Implementing an ERP Software and Their Solutions
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This article was published on: 20/06/20 10:45 AM

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Top 5 Challenges of Implementing an ERP Software and Their  Solutions

“Don’t limit your challenges; challenge your limitations. Each day we must strive for constant and never-ending improvement.”

– Tony Robbins

  1. Planning for an ERP implementation in the near future?
  2. Are you worried about rising costs?
  3. Are you unsure about what is the best fit ERP software for your company?

An ERP software implementation surely comes with a lot of challenges, even though its benefits are manifold. In the next few years, your business value will reach new heights and touch new shores of expansion, with a successful and best fit ERP software integration. With a prior knowledge of the challenges and bottlenecks, you can be better prepared to counter any such obstacles with ease.

  1. Incorrect Requirement Analysis: ERP implementations in most cases fail because of inaccurate requirement analysis. One needs to know the difference when an ERP application is integrated with an e-commerce site and a POS software. You need to know whether the ERP app needs to be integrated with CRM as well. However, in most companies requirement analysis is done by employees with limited knowledge of ERP implementation. Primary emphasis is laid upon the cost and faster execution. But unfortunately, the project fails in most cases as the requirement is not completely understood in the chaos of bargaining with the costs with the vendor. To have more clarity on ERP implementation, case to case differences, actual time and money to be invested, involving people with good knowledge on ERP is a must.  They would advise you in better decision making, and thereby drive better results. Make sure the requirement analysis checklist is reviewed by a technical team, before finalizing the deal.
  2. Inadequate Training: Following closely on the lines of the previous challenge discussed, lack of knowledge continues to be a hurdle for a successful ERP implementation. When your company is preparing for a major data transfer from the legacy system to a new ERP reality, it is necessary to have a basic understanding of the changes that are taking place, the new interface, and risks or losses involved in the process. You may arrange for a brief knowledge transfer session for all employees or anybody who would be part of the new system, before the actual change takes place. Not an elaborate training program followed by a test, but a simple 45-minute session by the knowledgeable resources, for all to attend. Training videos of the same may also be circulated. Expand ERP offers complete training of users post implementation within 50 hours by trained technicians and constant support even after implementation.
  3. Inefficient Project Management: Larry Ellison, the founder of Oracle Corporation once said that taking care of one’s customers is important, but taking care of one’s employees is more important. This implies that you should have the right resources in your team for customer success. We need to understand their worth and utilize their full knowledge and potential for an efficient project management. Trust them, mentor them, train them and let them come up with a full-proof project management plan that will not only ensure a successful ERP implementation but also derive desired ROI for your business. Only with a meticulous project management, one can achieve that, no amount of cost-cutting or package deals help.
  4. Customization: ERP software is often misunderstood as a wholesale package solution for a company. But unfortunately, it is not. ERP applications are actually a framework with which a customized solution is built. This means, your requirements have to be defined well in advance and accordingly a customized ERP solution will be created. For that, you need to define the workflows and do a capability analysis, beforehand. You might have to make a few minor adjustments in the application solution to meet all your enterprise needs. These adjustments or modifications differ from suite to suite and might be required at the beginning or sometime in the middle of implementation. If you are prepared for a capacity planning, delays in implementation and time loss because of system outage may be kept at bay. It is advisable to invest in a best fit ERP software that suits all the unique needs of your business. A ‘one size fits all’ ERP system is most likely to fail.
  5. Rising Operational Expenses: Overhead cost is one of the biggest challenges of ERP implementation. The initial cost of implementation is high, but the customization and maintenance costs are even higher. The more customization needs are, the higher are operation costs. Maintenance costs are of course, a necessary evil, which cannot be brushed aside. However, with an efficient requirement analysis and resource planning, much of this cost may be brought under control. Sit with the best quality professionals in the organization to find out what you really need for enhancing your business value. Seek for features that will add value to your product or service, attract more business, and position you better as an entrepreneur. That way, you will get the true value for your best fit ERP solution without spending a huge amount. Expand ERP cloud software involves zero upfront costs. Only a concurrent user price is payable as per your usage. Investing in Expand ERP cloud software is a value for money solution that derives fast ROI.

These are certain generic challenges while implementing an ERP software. Depending on the sector in which the company operates in, the extent of complications may vary. This will ensure the implementation process is smooth without any glitches.

 

Team Expand ensures you a hassle free cloud ERP software integration experience with utmost ease.

 

Expand ERP is India’s best-fit cloud ERP system for fast growing businesses like yours. It empowers the mid-sized manufacturers in the export and retail industry with real-time visibility and complete control over their business for faster expansion by simplifying complex business processes.

 

With over 15 years of extensive R&D and market testing, we have developed a software that seamlessly fits into Indian Business. We are the OEM of this solution. Further, specific fitment through customization and integration are made for the company’s unique needs. All measures are taken to fit seamlessly into the existing business processes to deliver the maximum benefit of our solution.

Expand ERP cloud software drives maximum growth and ROI to your business. To get more information call 09007026542 and Leave a comment below.