5 key processes to automate with ERP (without unnecessary complexity)

This is the kind of situation that happens when you manage everything by hand, with e-mails, Excel files and a lot of good will. But it gets tiresome. And above all, it slows down your company’s growth.

This is where ERP automation really comes into its own. No, we’re not talking about a complicated project reserved for large organizations.

We’re talking about simple, affordable solutions that you can implement right now with an ERP tailored to your SME.

A well-configured ERP enables you to :

• save time every day,
• avoid oversights and errors,
• and focus on what really matters: your customers and your business.

In this article, we show you 5 processes you can automate with ERP right from the start, without complexity or jargon.

Just concrete examples, based on the day-to-day lives of the managers we work with at Pyxa.

Who hasn’t experienced this scene: You’re selling a product online, the order is paid for… then someone informs you that there’s nothing left in stock. Oops.

Then follows a pretty stressful cascade: a call to the supplier, an explanation to the customer, and sometimes a refund. In short, a waste of time – and image.

The truth is, managing inventory manually is like doing your accounts by head. It can work… until it doesn’t.

With a well-configured ERP :

• Each sale automatically updates your inventory, whether online or in-store.
• You receive an alert as soon as a critical threshold is reached.
• You keep a clear history of all stock movements.
• You avoid out-of-stocks, overstocks and shipping errors.

And if you have several sales outlets or an e-commerce site, inventory automation via ERP quickly becomes an indispensable lever.

In short You gain in reliability, responsiveness… and you sleep better at night.

Let’s be honest:

Create a quote in Word, save it as a PDF, send it by email, follow up with the customer, convert it into an invoice… It can be done. But it’s time-consuming, repetitive and, above all, you’re the one who has to think about it.

What if you forget?
The quote doesn’t go out, the sale doesn’t follow, or the invoice is never sent. Result: evaporating sales.

ERP helps you :

• Create a quote in just a few clicks, directly from a request or a basket.
• Convert it into an invoice without re-typing, as soon as the customer gives the go-ahead.
• Track the status of each document: sent, accepted, paid, overdue.
• Automatically generate compliant PDFs, including VAT, conditions, legal notices, etc.

Some ERP systems also let you send automatic reminders for unanswered quotes or invoices. And all this while keeping clear track of each customer: you can see who received what, when, and with what response.

Result You save an incredible amount of time, you’re more rigorous… and your customers see that you’re a professional.
That changes everything.

In a busy day, sales reminders are often the first to go by the wayside. Yet they make all the difference between a forgotten quotation and a completed sale, or between an unpaid invoice and prompt collection.

The key is not to do more, but to automate at the right time, with the right message.

ERP software for customer follow-up allows you to :

• Create automatic reminders for unanswered quotes, after a set time.
• Send gentle, personalized reminders notices for unpaid invoices.
• Centralize customer history: quotes, invoices, exchanges, reminders… all in one place.
• Better manage your SME customer relations without multiplying tools or wasting time looking for information.

Objective To ensure that nothing is overlooked, without becoming insistent.
Your customers feel they are being followed, and you gain in rigor – and peace of mind.

What if one of them calls you? With a good ERP, you’ll have their entire situation in front of you in 5 seconds.

A validated order is good. A well-prepared order, shipped on time and tracked… that’s even better.

And yet, in many SMEs, each step is still manual: printing the order, checking stock, generating the packing slip, sending an e-mail to the customer…

The result: wasted time, mailing errors, duplicates, or customers left without news.

With an ERP system that manages orders from A to Z, everything happens automatically:

• The order is registered, with stock deducted in real time.
• A preparation order is generated (or transmitted to a logistics tool).
• The customer receives a clear confirmation e-mail with a delivery tracking link.
• And every change of status (in progress, shipped, delivered) is updated automatically, on both the customer and admin sides.

Result fewer round trips, fewer errors, greater transparency.
And a stronger brand image thanks to well-oiled logistics.

Even if you only handle a few orders a day, automating your order and delivery management with an ERP system will free up your time – and your mind.

How many sales this week? Which products are selling best? How many invoices are still pending?

If answering these questions takes more than 30 seconds, you’re missing an essential tool: visibility.

A good ERP doesn’t just automate your tasks: it gives you a clear view of your business, in real time.

Thanks to customizable dashboards, you can :

• Track your key indicators (sales, margins, receipts) without having to open ten files.
• Spot trends: which products are working, where are the bottlenecks?
• Better manage your business by making decisions based on reliable data.
• Save time by avoiding manual data extraction.

Result Less approximation, more reactivity.
And a tool that becomes a real management assistant, rather than just an improved spreadsheet.

Even with a small structure, knowing where you stand at a glance is what makes the difference between enduring… and anticipating.

Automating with ERP doesn’t mean “making things more complicated”. It’s about making your day-to-day business run more smoothly, making your processes more reliable, and freeing up time for what really matters: your customers, your team, your growth.

A well-designed ERP system enables :

• Keep track of your sales, inventory, invoices and reminders, without losing time,
• Avoid oversights and duplications,
• A real-time view of your business,
• And to grow with serenity, even when the load increases.

Above all, a tailor-made ERP system adapts to your business – not the other way around.

At Pyxa, we help you choose the right tools, configure them intelligently, and let them grow with you.

FAQ – Automate with customized ERP

What are the concrete benefits of ERP for SMEs?

An ERP system automates time-consuming tasks such as quotations, invoicing and order management. The result: time savings, fewer errors, better visibility and greater peace of mind on a daily basis.

When does a company need an ERP system?

As soon as your administrative workload increases, or your tools multiply (Excel, email, separate software programs), it’s time to think about an ERP solution that’s right for your business. Even an SME with 2 to 5 employees can gain a lot.

How much does custom ERP cost?

The cost depends on your needs, but a good ERP can be deployed gradually. The investment is often quickly recouped through time savings and improved internal processes.

What’s the difference between custom ERP and standard ERP?

A tailor-made ERP is designed to adapt to the way you work. Unlike standard solutions, it means you don’t have to change your processes to “fit the box”. More flexibility, more efficiency.