Custom cloud ERP with AI forecasting and document capture: projects, finance, HR and CRM in one system
A custom cloud ERP from Netbase is one browser-based system where a growing company runs its projects, finance, HR and customer relationships on shared data, and where AI can read invoices and forecast demand and cash. It is built for SMEs that have outgrown spreadsheets but not their own way of working, on the same foundation as Cloodo Workspace, the work-management platform Netbase built and runs.
Review this solution for your workflow View relevant workReviewed by David (CEO) · Updated 17 Sep 2026
What the solution is, and where it stops
Cloud ERP is an enterprise resource planning solution that helps owners, finance leads and operations managers see every client, project, person and invoice in one place. It replaces the chain of separate tools most SMEs grow into: a CRM for sales, a project app for delivery, spreadsheets for resourcing and an accounting package that finance feeds by hand.
It is built to your workflow rather than configured around a generic suite: the modules you need go live first, and the rest follow on the same data model. It stops at statutory accounting and payroll calculation where you already trust a local package: the ERP integrates with those tools instead of replacing them.
The solution sits in the enterprise operations family, and the engineering behind it is our ERP and CRM development service.
Why SMEs outgrow their tools
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- Current state
- Sales, delivery and finance each keep their own client list
- Target state
- One client record shared by every team
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- Current state
- Projects start from a blank plan and a copied spreadsheet
- Target state
- Projects open from the signed deal with templates, budget and team
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- Current state
- Nobody knows who is free next month
- Target state
- Resource plans built from real assignments and leave
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- Current state
- Invoices are assembled from timesheets and emails
- Target state
- Billing driven by project, contract and time data already recorded
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- Current state
- Owners see margins weeks after month-end
- Target state
- Live dashboards for revenue, utilization and cash
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- Current state
- A generic suite needs costly workarounds for how you actually work
- Target state
- Modules shaped around your process, configured by your admins
How the ERP works
The workflow, step by step:
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Win
A lead moves through the CRM pipeline to a proposal and an approved deal.
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Set up
The deal opens a project or order with its scope, budget, milestones and client contacts.
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Staff
HR and resource planning assign internal staff and outside specialists, based on skills and availability.
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Deliver
Teams track tasks, time, documents and conversations inside the project; managers see progress and budget burn.
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Buy and stock
Purchases and stock movements linked to the project update costs as they happen.
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Bill and collect
Invoices are generated from milestones, time or contract terms and synced to accounting; payments update the client record.
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Report
Dashboards roll the same data up into revenue, margin, utilization and cash views for owners and managers.
Capability modules
Leads, contacts, proposals → Tracks the pipeline and approvals → Won deals with full history
Signed deals, templates → Plans milestones, tasks and budgets → Projects with live progress
Staff profiles, skills, leave → Assigns people and tracks capacity → Resource plans and utilization
Time entries, receipts → Records effort and cost against work → Billable and cost data
Purchase requests, stock → Approves purchases and moves stock → Costs and stock levels per project
Milestones, time, contract terms → Generates invoices and tracks payments → Invoices, receivables and cash view
Files, messages → Keeps versions and conversations with the work → One shared record per project
Data from every module → Aggregates and visualizes → Owner and manager dashboards
Users and role rules → Controls who sees and edits what → Role-based views per team and client
Projects start from the Netbase productized module library where it fits: Smart ERP Light, the CRM and B2B sales engine, the workflow automation toolkit and the AI chatbot and WorkChat integrator cover much of the common ground. Reusing productized modules can cut development time by up to 60%, depending on how much of your process they cover.
AI inside the ERP, with finance in control
An ERP already holds the data AI needs: orders, stock, time, invoices and cash. Cloodo, whose foundation this ERP shares, includes AI modules alongside CRM, HRM and Cloud ERP, so AI is designed into the data model rather than added later, and document AI is among the AI projects Netbase has delivered for clients who are not named.
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Document AI for invoices and purchase orders
Supplier invoices, POs and receipts read into draft records for a clerk to confirm.
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Demand and cash forecasting
Stock needs, resource demand and cash position projected from sales, project and payment history.
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Anomaly detection
Duplicate invoices, unusual expenses and slipping project margins flagged for a manager.
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Natural-language reporting
Questions such as "which projects ran over budget last quarter?" answered from ERP data, within each user's role.
Nothing AI drafts posts to the ledger or reaches a client without approval, and models are chosen per project, so financial data goes only to services that meet your data terms.
AI in this solution
Where AI already runs in delivered work, and where it is offered as a growth capability.
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In delivered commerce work
Recommendation engine
Built for 4over4's online printing store, not for an ERP.
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Available capability
Document capture, forecasting and natural-language reporting for ERP
Machine learning, document AI and generative AI that Netbase offers; not yet tied to a published ERP case.
Integrations, data, security and deployment
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Integrations
Typical connections are accounting and payroll software, banks and payment providers, email and calendars, document storage, commerce platforms and any ERP you keep for part of the business. Integrations use documented APIs, so each one can be replaced without touching the rest.
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Data boundary
Your company data lives in your own workspace, separated from every other tenant, and each client or branch can be given its own restricted view.
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Security
Designed into the data model before the first screen: secure code review, TLS in transit and AES at rest, role-based access, MFA for admin dashboards, vulnerability scanning and disaster recovery, with NDAs, DPAs and SLAs on request.
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Deployment
The ERP runs as a multi-tenant cloud service or in a cloud account you control, and is reached through the browser on desktop and mobile. The service layer runs on the backend platforms Netbase uses across its own products.
Implementation phases, roles and support
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Discovery
Map one real job from lead to cash, list every tool and hand-off, and decide which modules go live first.
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Architecture
Agree the data model, tenancy, hosting, integrations and migration plan.
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Build in increments
Deliver module by module in milestones your staff can test, starting with the workflow that hurts most.
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Migrate and train
Move clients, projects and open invoices from the old tools, and train each team on its views.
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Go live
Switch over by team or by branch, with the old tools read-only for a period.
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Support and extend
Fix, tune and add the next module on the same foundation.
Sprints are Agile and end in a weekly review with the staff who will use each module; the team works remote-first from Hanoi in English, with progress visible in Jira or GitHub, and every integration is API-first. A typical team pairs a business analyst and a solution architect with developers, QA and a project manager. Timeline drivers are the number of modules in the first release, the state of the data to migrate and the number of systems to integrate.
Configuration, customization, IP and lock-in
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Configured by your admins
Pipelines and stages, project templates, roles and permissions, approval rules, invoice templates, dashboards.
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Customized by Netbase
Workflows specific to your business, industry modules, integrations and reports that encode how you price and deliver.
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Ownership
You own the IP Netbase creates for your custom development. Netbase productized modules and Business Division products are licensed, not transferred. Your data stays exportable, and documented APIs mean you are never tied to one vendor for the next change.
Technologies we build with
Industry variants and use cases
Professional services
Agencies, consultancies and IT service firms that sell expertise as projects; see professional services for the workflows we map there.
Professional servicesDistribution and trading
Stock, purchasing and customer orders on the same data as finance.
Multi-branch SMEs
Separate branch views with one consolidated owner dashboard.
Hybrid teams
Firms that mix internal staff and outside specialists in the same projects.
Work evidence: Cloodo Workspace
Cloodo is one of the Netbase Business Divisions, alongside CMSmart, Printcart, Poslor and Storelly. It is an AI-powered digital workplace for company profiles, services, projects and team collaboration that connects internal staff and outsourced specialists in one hybrid workspace. Netbase designed, built and runs it as a multi-tenant cloud product, and this cloud ERP is built on the same foundation, so the projects, teams and client workflows it handles have already run in a live product.
No usage, revenue or uptime figures are published for Cloodo. Read the Cloodo Workspace record. For a US client that is not named, Netbase has also run offshore development since 2020 on a multi-tenant cloud ERP sold as SaaS. See more projects in our work.
Cloodo Workspace is the work-management SaaS Netbase built and operates for service businesses.
Keep ReadingFrequently asked questions
A system we build for you, starting from reusable modules. The custom parts are yours; the reused modules are licensed.
Usually not. The ERP issues invoices and syncs them to the accounting package you keep.
No. AI drafts invoice and purchase records, forecasts and flags anomalies; a finance user approves anything that posts to the ledger or goes to a client.
Yes. Most SMEs start with CRM and projects, then add billing, HR and purchasing on the same data.
Services behind this solution
AI-enabled ERP and CRM development connected to your commerce
Netbase provides custom ERP and CRM development for growing companies to run sales, operations and finance in systems shaped to how they actually work, connected to their ecommerce channels and using AI for document capture, forecasting and sales follow-up. We build on proven modules, including Smart ERP Light and the Cloodo Workspace platform, and work with packages such as Odoo and Salesforce where one already fits.
Learn More
Related solutions and next step
Compare the other enterprise operations options or all Netbase solutions, or view relevant work. Send us your current tool list and one job from lead to invoice, and we will review this solution for your workflow.
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