Operations and processes: how to organize in ERP Instfy

Learn how to put your operation in order inside ERP Instfy: structure projects, standardize processes with checklists, control stock and track productivity all in one place.

This guide shows you, step by step, how to turn routine into process inside ERP Instfy. Use these sections to build your standard operating procedures (SOP), the operations manual, inventory management, project management and the team's workflow management.

1. Structure the work into projects and tasks

Any work with a scope and a deadline starts as a project. This way you bring tasks, team and stages together in one place and never lose control of the operation.

Menu path: Projects

1. Open Projects and click + Create in the top right corner.
2. Fill in Name, Client and Budget, then set the Start date and the End date.
3. Add the Team members who will take part and click Save.
4. Open the project and create the Stages (for example: To do, Doing, Done) on the board tab.
5. Click + Create task, fill in Title, Assignee, Stage, Priority and Due date, then save.
6. Drag tasks between stages as the work moves along; the project's progress updates on its own.

2. Standardize processes with forms and checklists

Processes that rely on people's memory fail. Turn each routine into a reusable form or checklist so everyone follows the same standard.

Menu path: Form builder

1. Open Form builder and click + Create.
2. Give the form a Name (for example: Store opening checklist) and save to open the editor.
3. Drag in the fields you need: Checkbox for checklist items, Text, Date and Attachment.
4. Mark as Required the fields that cannot be left blank, then click Save.
5. Use Preview to test the flow and then Publish the form to the team.
6. Share the link or embed the form so every run of the process is recorded.

3. Control the stock

Keeping stock up to date prevents selling unavailable items and over-buying. In ERP Instfy, control starts in the products and services catalog.

Menu path: Products and services

1. Open Products and services and click + Create.
2. Fill in Name, SKU, Sale price and Cost price.
3. Enter the initial Stock quantity and set the Minimum stock alert level.
4. Click Save. The item now appears in the list with its current stock level.
5. Watch the Quantity column and restock items that drop below the minimum.

4. Log hours and productivity

Time logging shows how long each task really takes. It is the basis for measuring productivity and comparing cost against budget.

Menu path: Timesheet

1. Open Timesheet and click + Create.
2. Select the Project and the Task you worked on.
3. Enter the Date and the Number of hours, then describe the activity you carried out.
4. Click Save. The hours are added to the project and to the assignee.
5. Repeat every workday to keep the productivity history complete.

5. Track the operation

With projects, processes, stock and hours up to date, the dashboard brings it all together so you can decide with data before anything slips.

Menu path: Dashboard > Projects

1. Open Dashboard > Projects.
2. Check the Progress of each project (percentage of tasks completed).
3. Compare the Hours logged against the planned budget.
4. Spot the projects with a close deadline or overdue stages.
5. Redistribute tasks or reinforce the team where progress is stuck.