03 Delivery
The six phases
Each phase ends in something working, not in a document. A phase that produces only a report is a phase the business cannot judge.
Step 1: Process mapping
Each function walked end to end as it actually runs, exceptions included, with a named process owner recorded for every one.
2 to 3 weeksStep 2: Master data cleansing
Items, customers, suppliers, accounts, tax codes and units de-duplicated and standardised, then signed off by the owner of each set.
2 to 4 weeksStep 3: Configuration
Modules configured against the mapped process, with the tax detail tested on real documents rather than samples.
3 to 5 weeksStep 4: Integration
Bank feeds, e-invoicing, logistics documents, CRM, website and any machine data. Every integration not built becomes a spreadsheet somebody maintains by hand.
1 to 3 weeksStep 5: Training and parallel run
Training by role, then a parallel period where the old process still exists so the new one can be compared against it rather than trusted on faith.
2 to 4 weeksStep 6: Phased go-live and hypercare
Finance and inventory first, then trade, then operations. Thirty days of hypercare follows each cutover, which is when the real questions arrive.
30 days per phase
04 Statutory
What the system itself has to satisfy
An ERP holding a company's books is not just software; it is where the statutory record lives. Four requirements are configured rather than assumed.
| Requirement | Source | What it means in configuration |
|---|---|---|
| Audit trail and edit log | ISO/IEC 27001 control A.8.15, and every external audit | Every transaction and every subsequent change logged with its date, and the feature not capable of being disabled |
| Books that reconcile | The accounting standard your statements are prepared under | The ledger, not a spreadsheet, is the book of account, and the ERP has to be able to produce it |
| Record retention | The statutory window where you are incorporated, commonly six to ten years | The legacy system stays readable after migration; a full history migration is not the only way to comply |
| E-invoicing where mandated | Peppol across much of Europe and Singapore, a national network elsewhere | The ERP generates the invoice in the required format and transmits it, rather than printing a PDF and emailing it |
- The an external auditor administers the audit trail and retention requirements, and a statutory auditor is required to report on whether the feature was in use through the year.
- Where e-invoicing is mandated, Peppol or the national network is where the ERP transmits each document and receives its acknowledgement. An ERP that prints an invoice without transmitting it has not done the job.
05 Migration
What moves, and what does not?
Migrating everything is the expensive default and rarely the right answer. We move what the business needs to operate, and keep the rest readable where it already sits.
- Moves: item, customer and supplier masters after cleansing, chart of accounts, opening balances, open sales and purchase orders, open receivables and payables, stock on hand with batch and serial detail, and active employee records.
- Stays behind: closed transaction history beyond the periods needed for comparatives. The legacy system is kept readable for the statutory retention period, which is cheaper and safer than reconstructing years of postings in a new schema.
- Never migrated blind: duplicate items, dormant customers, obsolete tax codes and accounts nobody can explain. A migration is the one moment when deleting them is easy.
The part we underestimated was our own item master. Cleaning it took three weeks and it is the only reason the stock reports are believable now.
06 The people
Who do you actually work with?
Four founders, named in the phase plan, and the same four through every phase. Continuity is what stops a rollout restarting at each module.
An ERP goes live on the strength of four people, and only one of them writes configuration. The other three decide what the configuration is for.
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Dhanush Prabha
Co-Founder, CTO and CMO
Owns the data model, the migration, the integrations and the cutover itself.
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Sriram Ravichandran
Founder and CEO
Maps the process as it actually runs, agrees the phase order, and chairs the steering call.
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07 Cross-border
How do we work with clients in another country?
None of this needs you to be in any particular country. The work is remote either way, so these are the answers a buyer asks for before signing, and they are the same on every engagement we run.
Working hours
Our day runs on UTC+5:30. The overlap window with your team is written into the scope rather than assumed, and everything outside it runs asynchronously.
How we communicate
One written update a day on the channel you already use, a standing weekly call inside the overlap window, and a named person to escalate to. Nothing important is agreed only on a call.
Who you contract with
Synerdyn Private Limited, the company behind IncorpX, named in the agreement with its registration number. The governing law and the forum are agreed before you sign, not after a dispute.
Currency and payment
Invoiced in your currency or in ours, your choice, and settled by bank transfer. Milestones are tied to deliverables you can see, never to elapsed time.
What you own
Copyright in everything built for you is assigned on final payment: source code, design files, prompts, configuration and documentation. Third-party licences are listed by name so nothing is a surprise later.
Where data sits
You choose the region your data is stored and processed in, and the answer is written down before the build starts, with who at IncorpX can reach it and for how long.
Offset from our working day standard time
- London-5:30
- Dubai-1:30
- Singapore+2:30
- Sydney+4:30
- New York-10:30
- San Francisco-13:30
IncorpX is a brand of Synerdyn Private Limited. The contracting entity, the governing law and the invoicing currency are all named in the proposal before you sign anything.
08 Reference
Terms used in this plan
- Master data
- The stable reference data every transaction points at: items, customers, suppliers, accounts, tax codes, units of measure and warehouses.
- Cutover
- The point at which a process stops running in the old system and starts in the new one, with opening balances and open items carried across.
- Parallel run
- A period where the old and new processes run side by side so results can be compared before the old one is retired.
- Hypercare
- The intensive support window immediately after a cutover, when usage questions arrive at their highest rate.
- Bill of materials
- Written BOM: the structured list of components and quantities consumed to make one unit of a finished good.
- Audit trail
- A non-erasable log of each entry and each later change with its date. Control A.8.15 of ISO/IEC 27001, and the first thing an external audit asks to see.
- Peppol
- The interoperability network most mandated e-invoicing regimes transmit on, used across much of Europe and in Singapore, Australia and New Zealand.
- GDPR
- The EU and UK data protection regime. Article 83 sets administrative fines of up to €20 million or 4% of worldwide annual turnover, whichever is higher, which is why consent, retention and access control are build decisions here rather than paperwork.
09 Questions
ERP implementation FAQs
Next step
Tell us how the work runs today. We will send back a phase plan.
Which processes are on spreadsheets, how many locations and users, and the state of your item master. You get a phase plan, a data migration estimate and a fixed quote, usually within one working day.
Read by Dhanush Prabha, our CTO, not a form queue. Reply usually within one working day, in your time zone.
