ERPNext Implementation Request for Proposal 1. Subject of the RFP We are inviting experienced ERPNext implementation partners to submit a final, binding offer for the design, deployment, and delivery of a fully integrated ERPNext system tailored to our operational, technical, and legal requirements. The ERP system will be hosted entirely on our own infrastructure in Germany and must reflect the workflows and compliance standards relevant to our business, including medical device sales and services, regional field operations, structured customer communications, and regulatory reporting. 2. Project Scope The awarded provider is responsible for complete setup, configuration, customization, and delivery of the ERP system. This includes initial installation on our self-managed server, creation of custom fields, configuration of user roles, workflows, dashboards, integration with third-party systems, invoice layout design, automated reminders, and structured training for our team. System testing and documentation are mandatory. Post-deployment maintenance offers are welcome. 3. Functional Requirements Central CRM module with structured tracking of leads, opportunities, sales stages, and regional rep assignment Full email integration (IMAP/SMTP) for central inboxes, with compatibility for clients like Thunderbird Parsing of incoming demo or purchase requests into CRM tickets or leads automatically Integration of structured external web forms (WordPress, Webflow, Typeform) with automatic CRM entry creation via webhook or parser Secure, non-public online ordering system for registered clients with: User login authentication (non-public) Access to full order history with filters by date, status, product, or LOT number Downloadable invoices and delivery documents Repeat order functionality based on previous orders Live status of current orders (e.g. open, processing, shipped, delivered) Display of tracking numbers and shipment status Assignment and visibility of LOT/batch numbers per order Display of STK service records and due dates for purchased devices LOT and serial number traceability: every stock entry and sale must include LOT/batch tracking and support backward lookup by number to identify affected customers Barcode generation and printing (e.g., for fiber optics), with barcode scanning support during invoice creation, delivery note generation, and incoming goods registration Full newsletter campaign management including GDPR-compliant email list handling, unsubscribe links, tracking of opens/clicks, reusable template creation and HTML editor Field sales calendar that allows coordination of demo appointment requests, communicates and confirms demo dates with clients, provides visual availability planning, and includes integrated map view (Google Maps/OpenStreetMap) for regional route planning Central dashboard for assigning sales reps to demo requests, optimized for regional clustering and efficient scheduling Service management module with automatic reminders for upcoming STK and maintenance cycles of sold devices, per-device history logs, and optional portal visibility Ability to import STK/test data from Gossen Metrawatt test equipment (provided machine-readable export format exists) Order management with full supplier-side PO creation, delivery tracking, and goods receipt linked to inventory Shipping carrier integration (DHL, UPS, FedEx) with automated label creation, tracking number assignment, and embedding of tracking info into invoices and delivery notes Inventory and product management with mandatory LOT entry, searchable LOT/serial reporting and customer mapping E-invoice generation in accordance with German ZUGFeRD/XRechnung standards, with PDF+XML export and signature if needed Invoice and quote document customization matching our current layout and branding Automated dunning system for overdue invoices, with multi-stage reminders, fee logic, and tracking Financial dashboards covering sales volume, forecast, top customers/products, repeat orders, and VAT projections Visual UI with intuitive dashboards, workflows, and action buttons (not relying on text-based navigation) Optional mobile-responsive interface for sales reps and field technicians Customer, supplier, and product views must support full-text search, including filters for ZIP code, city, or country Visibility of customer order statistics and history within the customer profile Support for structured product attributes and additional custom fields (e.g., fiber types, warranty class, region) Optional automation for repeat consumable orders based on usage pattern Document-level access control by department or user role Integration of third-party APIs for payment, fleet tracking (e.g., DKV), logistics, and future expansion 4. Technical & Legal Requirements Deployment exclusively on our own physical or virtual server (Linux/Ubuntu environment) All data must remain within Germany or the EU with no external cloud storage or third-party access Strict adherence to GDPR (DSGVO) for all personal data handling Optional GoBD-compliant document archiving and audit-proof retention Full role-based access control with hierarchical document permissions Internal audit logs for all document access, edits, deletions and critical user activity Secure structured file storage for contracts, invoices, test protocols, and service records No mandatory use of services that transmit or store data outside the EEA without explicit prior approval 5. Usability Expectations Graphically guided UI with visual dashboards, color-coded stages, and quick action tiles Avoidance of deeply nested text menus Easy-to-understand navigation for users across departments (sales, logistics, service, accounting) Responsive views on tablet or laptop for sales representatives and field engineers 6. Project Delivery Milestones Installation and basic setup on our infrastructure Master data import (clients, suppliers, inventory, historical invoices) Customization of document formats (invoice, delivery note, quote) Field and workflow configuration Role and permission structure Email and shipping API integrations Testing and validation Staff training Final go-live and acceptance Optional: Ongoing SLA/support proposal 7. Evaluation Criteria Binding, final fixed-price proposals only No inquiries about available budget – these will lead to disqualification Selection based on completeness, technical feasibility, UI usability, prior ERPNext experience, and vendor references Preference given to partners with proven GDPR and German localization experience Payment only upon full delivery, successful testing, and production approval – no prepayment or partial milestone payouts 8. Submission Instructions Submit your proposal including: Detailed scope and timeline Description of included and optional modules Deployment and support team profiles Support and warranty details Relevant experience and examples