Sample concept by B2B Engine for a fictional firm. Halvard Systems is not a real business.

Systems integration for UK manufacturers and distributors

Your CRM, ERP and finance systems, working as one.

Halvard Systems connects the sales, stock and finance systems of UK manufacturers and distributors. Your team stops re-typing orders, gets one version of every order and keeps the systems you already pay for.

Book a systems audit See an order travel
  • Leeds, since 2013Working across the UK
  • 18 peopleAll employed by us
  • Support plansMonth to month
CRMsalesSO-10482 invoicedStatus seen by salesERPorders, stockSO-10482 created240 reserved · bay 14WMSwarehousePicked · bay 14Despatch D-10482FINANCEaccountsINV-10482 raised£4,860.00 · 30 daysONE ORDER RECORDSO-10482QuoteOrderPickedInvoicedtyped once, read by 4
Your systemsOne record per orderOrder moving
Without one record per order

When your systems are not connected, your team does the typing.

Most of the firms we meet run a CRM for sales, an ERP for orders and stock, and a separate finance package. Each one was a sensible purchase. The trouble sits in the gaps between them, and people fill those gaps by hand.

01Order entry

Orders typed twice

A sales order is keyed into the CRM, then keyed again into the ERP. Each second copy is a chance for a wrong price, quantity or delivery address.

Fix: the accepted quote becomes the sales order

02Stock

Stock figures that disagree

Sales quote from one stock figure and the warehouse works from another. Before anyone promises a delivery date, somebody walks to the shelf to check.

Fix: one stock figure, owned by the ERP, read by the CRM

03Month-end

Month-end spent reconciling

Finance exports from each system into spreadsheets and matches orders, despatches and invoices line by line before the books can close.

Fix: invoices raised straight from the order record

One order, quote to invoice

An order entered once keeps the same record from quote to invoice.

Here is order SO-10482 at a fixings distributor we connected. The salesperson accepts the quote in the CRM. From that point, nobody types the order again.

ORDER RECORD1 of 1
SO-10482
Customer
C-0417
Lines
3
Quantity
240 boxes
Stock
Reserved
Despatch
D-10482
Invoice
£4,860.00
Invoiced, INV-10482
  1. CRM

    Quote accepted

    The customer accepts quote Q-2291. The CRM sends it to the ERP as a sales order.

  2. ERP

    Sales order created

    The ERP opens SO-10482 with the same customer, lines and prices.

  3. ERP

    Stock reserved

    240 boxes are reserved, and the CRM shows the new stock figure within minutes.

  4. WMS

    Picked and despatched

    The warehouse picks from bay 14. The despatch note carries the same order number.

  5. FINANCE

    Invoice raised

    Finance raises INV-10482 from the order record, with no line typed again.

5times this order was keyed by hand before 1time it is keyed now, in the CRM
Services

Four services, each aimed at one record per order.

Most clients start with an audit, move on to an integration, and keep us on a support plan once it is live. You can also book any one of the four on its own.

An engineer at a laptop beside a production test rig
How a project runs

A project runs in five stages, and you test a working connection before go-live.

  1. 01

    2 weeks

    Audit

    We sit with sales, the warehouse and finance, and follow real orders through your systems.

  2. 02

    1 to 2 weeks

    Map

    We agree which system owns each type of data: customers, prices, stock and invoices.

  3. 03

    4 to 10 weeks

    Build and test

    We build in a test copy of your systems and run your own past orders through it.

  4. 04

    A planned weekend

    Go-live

    We switch over when trading is quiet, and one of our team is on site on the Monday.

  5. 05

    Monthly

    Look after

    A support plan covers monitoring, fixes and changes as you add products, sites or systems.

Client story

A fixings distributor now works from one stock figure instead of three.

Family-owned fixings distributorWest Midlands120 staffCRM, ERP, finance package
A distribution warehouse with yellow totes on racking

Before

Sales quoted from stock levels in the CRM, which a spreadsheet updated each morning. The warehouse worked from the ERP. Finance re-typed invoices into the accounts package. On a busy product line the three figures rarely matched, and month-end took six working days.

What we did

We connected the three systems over ten weeks. The ERP now owns stock, the CRM reads it every five minutes, and invoices pass from the ERP to the accounts package without being typed again.

We used to check the shelf before we promised a delivery date. Now the figure on the screen is the figure in the warehouse.

Operations director, fixings distributor, West Midlands
M8 hex bolts, zinc, box of 200STOCK
CRM · updated 07:30
1,240boxes
SPREADSHEET · Tuesday
1,305boxes
ERP · live
1,180boxes
CRM · ERP · ACCOUNTS
1,180boxes

ONE STOCK FIGUREThe same number on every screen.

Before

  • Three stock figures for one product
  • Orders typed into the CRM, then the ERP
  • Month-end close: six working days

After

  • One stock figure, read by each system
  • Orders entered once, in the CRM
  • Month-end close: two working days
A project team reviewing an order process around a meeting table
Who you work with

An 18-person team in Leeds that builds and looks after its own connections.

We started in 2013, fixing order processes for manufacturers around Leeds and Bradford. Today we work with manufacturers and distributors across the UK, mostly firms with 50 to 300 staff. The people who build your integration are the same people who answer when you call support.

13years trading, since 2013
18people, all employed by us
4services, from audit to support
Start with an audit

A two-week audit shows where your orders are re-typed and what it takes to stop.

  • A map of your order process, from quote to payment, showing which system holds what.
  • Each point where data is re-typed, with the staff hours it takes each week.
  • A fixed price for the integration, which you are free to take to another firm.

Prefer to talk first? Call [phone].

REQUEST A SYSTEMS AUDIT

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