ERP System
Development

A scalable solution for business process automation

Discover how Onix boosted operational efficiency by up to 50% and reduced manual work from days to hours by building a custom ERP system.

Process automation
Industry
6 specialists
Team size
Ukraine
Location
2016 – present
The first version launched
in 4 months

[ Business context ]

Onix is an IT outsourcing company with over 25 years of experience.

As the company scaled, we faced growing challenges in managing business operations efficiently. Manually managing projects, tracking work hours, and handling invoices led to errors, delays, and administrative bottlenecks.

To streamline these processes and enhance efficiency, Onix built a robust in-house enterprise resource planning system, Hydra.

[ Product scope ]

The Onix team needed to:

Automate time tracking and approval to reduce manual errors.

Integrate billing and payroll systems for seamless invoice generation.

Consolidate data across multiple platforms (JIRA, Pipedrive, Xero).

Create a scalable solution to accommodate business growth without additional administrative workload.

Ready to streamline your operations with ERP?

[ Product scope ]

ERP's benefits for different user groups:

Employees

﹂Enhanced time tracking

﹂Reduced admin work

﹂Accurate billable hours

Project Managers

﹂Simplified work-hour verification

﹂Seamless project tracking

﹂Faster invoicing

﹂Fewer invoicing errors and faster payments

Finance & Accounting

﹂Automated payroll and billing

﹂Error-free invoicing

﹂Real-time financial insights

Sales & Marketing Teams

﹂CRM integration

﹂Efficient deal management

﹂Improved customer experience

Executives

﹂Data-driven insights

﹂Scalable operations

﹂Cost efficiency

Hydra consists of four separate systems:

Passport

Passport is the first step in establishing a company's SSO (Single Sign-On) system. It serves as a centralized platform for collecting and managing employees' data.Access to other company resources is granted through this system, ensuring seamless and secure authentication.One of its key advantages is that disabling a user in Passport automatically revokes access to all company resources, enhancing security and simplifying access management.

Projects

The Projects system is a comprehensive tool for managing projects and tracking work hours within a company.It centralizes key processes such as vacation management, reporting, employee records, timesheets, and salary calculations.This system ensures accurate time tracking, simplifies payroll processing, and provides clear insights into project progress.

Help

The Help system serves as the internal Hydra Wikipedia, providing a structured repository of articles, information, and instructions on how to use Hydra effectively.It acts as a go-to resource for employees, offering guidance on system functionalities, best practices, and troubleshooting tips.Whether new users need onboarding support or experienced team members seek specific details, the Help system ensures easy access to essential knowledge.

BI Platform

The BI Platform enables real-time analytics by integrating data from Hydra (HR & projects), Pipedrive (sales), and Xero (finance).It automates reporting, eliminating manual effort and providing instant KPIs like revenue, expenses, and work hours.Management gains accurate insights to monitor operations, track finances, and optimize strategies.

[ Solutions we provide ]

Our main goal was to address Onix’s operational inefficiencies and enhance scalability.

We needed to develop a robust ERP solution to streamline critical business processes and automate manual workflows.

To bring Hydra ERP from concept to a viable product, Onix developed a set of custom solutions:

Automated time tracking and verification

Previously, developers logged hours manually, leading to errors and inefficiencies. Hydra ERP introduced a seamless time-tracking system that integrates directly with project management tools. This automation significantly reduced verification time and ensured data accuracy.﹂Employees log working hours directly in Hydra ERP﹂Automatic synchronization with JIRA for real-time tracking﹂Project managers can verify and approve logged hours effortlessly

Seamless invoice generation and payroll management

Manual salary calculations and invoicing were time-consuming and prone to errors. With Hydra ERP, payroll management and invoice generation became automated, ensuring accuracy and efficiency.﹂Automated payroll calculations for different salary types, including base salary, bonuses, corrections, loan balances, and information about sole trader﹂Error detection system that highlights anomalies in entered data﹂Seamless integration with Xero for real-time financial tracking﹂Automated invoice generation based on verified work hours and predefined rules﹂One-click payroll processing with direct email notifications to employees

CRM and project management integration

Managing client data, contracts, and sales pipelines across separate systems caused delays and inconsistencies. Hydra ERP created a centralized and synchronized approach to sales and project management.﹂Pipedrive CRM integration for seamless client and deal management﹂Automatic creation of projects, tasks, and agreements from sales deals﹂Real-time synchronization of sales and development workflows

Real-time business insights and reporting

Without a unified dashboard, tracking project status and financial health was challenging. Hydra ERP introduced a comprehensive reporting system that offers real-time insights.﹂Centralized dashboard displaying workload, project progress, and financial data﹂Automated financial reporting and revenue tracking﹂Enhanced data transparency across departments

Vacation tracking system

This feature simplifies time-off management by allowing employees to request vacation, sick leave, or day off while viewing their remaining vacation days. Managers approve requests, ensuring smooth workflow management, and colleagues can see when others are on leave for better planning.

Additionally, vacation tracking integrates with payroll systems, ensuring accurate salary calculations by automatically tracking employee absences.﹂Encourages better time-off planning and transparency﹂Simplifies the leave request process and enhances clarity﹂Ensures efficient scheduling and workflow management﹂Enhances team coordination and planning﹂Ensures accurate wage calculation and reduces payroll errors

Scalable and future-ready architecture

As Onix continued to grow, it needed a system capable of handling multiple projects and teams without added administrative overhead. Hydra ERP was designed for long-term scalability.﹂Handles increasing workloads with minimal manual effort﹂Reduces human errors by automating repetitive tasks﹂Seamless integration with third-party tools (JIRA, Xero, Pipedrive)

[ ERP Transformation ]

How ERP transformed Onix’s operations:

Without Hydra

Manual time logging, prone to errors, requiring hours of verification.
Manual invoice creation, risk of miscalculations, and time-consuming salary processing.
Sales and project data are scattered across different platforms, leading to inefficiencies.
No centralized reporting; tracking workload and finances required manual effort.
Growth required additional admin efforts and increased human errors.
Significant time is wasted on manual tasks, slowing down decision-making.

With Hydra

Automated time tracking integrated with JIRA, reducing verification to minutes.
Auto-generated invoices and payroll based on verified work hours, ensuring accuracy.
Seamless Pipedrive CRM integration, automatic project creation, and task assignment.
Real-time dashboard with automated financial reporting and workload tracking.
Scalable architecture handling more projects with minimal administrative overhead.
Up to 50% increase in efficiency, enabling faster, data-driven decisions.

Core technology stack we used

Docker,

Test documentation,

Web Testing,

Node.js,

AJAX,

PHP,

ReactJS,

PgSQL,

HTML5,

CSS3,

PHPUnit,

Laravel,

Git,

Selenium,

OAuth/OAuth2,

Jenkins,

Functional Testing,

Regression Testing,

Manual testing,

Redis,

Redux,

JavaScript,

UI Testing,

Figma,

Unit Testing,

Postman,

Next.js,

Swagger,

Docker Compose,

Sonarqube,

Redux toolkit,

PHPStan

[ Results ]

By building Hydra ERP, Onix successfully transformed its internal operations, replacing time-consuming manual workflows with a highly automated, scalable, and data-driven system.

In a short time, the company increased the number of processed projects and tripled our clients, revenue, and employees while improving the speed of invoicing and payroll processing.

Data management became more reliable, ensuring consistency across all departments. This improvement has led to better decision-making, streamlined collaboration, and increased overall productivity.

The implementation of Hydra ERP highlights the value of custom-designed ERP solutions for companies seeking to optimize efficiency and sustain long-term growth.

This success demonstrates how tailored digital transformation can significantly enhance business performance and operational scalability.