Inventory and Parts
VIN-level vehicle inventory and parts catalogs with real-time stock across locations. Reorder logic tuned to your suppliers and lead times, not a generic retail template.
What we build
Automotive ERP development, end to end
We design and build the modules your operation runs on, integrated with the DMS, supplier feeds, and accounting systems you already have.
Service and Repair Orders
Work order management from intake to invoice, with technician scheduling, labor tracking, and parts allocation tied directly to inventory.Supplier and Procurement
Purchase orders, supplier scorecards, and EDI or API connections to OEM and aftermarket feeds so pricing and availability stay current.Finance and Accounting
General ledger integration, deal costing, and margin reporting per vehicle, part, or service line. We connect to QuickBooks, Sage, NetSuite, or your existing stack.DMS and System Integration
Two-way integrations with dealer management systems, e-commerce storefronts, and marketplaces so data enters once and flows everywhere it is needed.Reporting and Dashboards
Role-based dashboards for owners, service managers, and parts desks. The numbers that drive decisions, pulled live from operations instead of end-of-month exports.
How we work
From operations audit to a running system
(4)- 1
Operations discovery
We map how vehicles, parts, and money actually move through your business, including the spreadsheets and workarounds the current system forced on you. - 2
System design
You get a concrete architecture and module plan with a phased roadmap, so the highest-pain area ships first instead of waiting on a big-bang rollout. - 3
Build and integrate
Senior engineers build in short cycles with working software you can test against real inventory and orders every few weeks. Integrations are proven early, not last. - 4
Migrate and support
We migrate data from legacy systems, train your staff, and run the cutover. After launch we stay on for support, refinements, and new modules as you grow.
Why Webisoft
An engineering team built for complex operations software
ERP projects fail on requirements and integrations, not on code volume. We are a senior North American engineering studio that treats both as first-class problems.
Senior engineers only
Your ERP is designed and built by experienced engineers in North America, not handed to a rotating junior bench after the sales call.Built around your process
We model your actual workflows rather than forcing your operation into a generic ERP template you then pay consultants to bend.Integration depth
DMS platforms, OEM feeds, EDI, accounting systems, and e-commerce. We have wired operations software into messy real-world stacks and plan for it from day one.Security and reliability
Role-based access, audit trails, encrypted data, and tested backups are part of the base build. An ERP holds your whole business, and we build it that way.
FAQ
Questions automotive teams ask us
(4)- It depends on module count, integration complexity, and data migration scope. A focused first phase, such as inventory plus service orders, is a much smaller commitment than a full suite covering parts, service, sales, and accounting. Scoping a fixed first phase after discovery lets a dealership or shop see real cost before committing to the whole roadmap.
- Most projects put a first usable module in front of staff within a few months, with the full rollout phased over the following quarters. The most effective sequencing starts with the module that removes the operation's biggest bottleneck, often inventory or service scheduling, so the system earns trust before the harder pieces arrive.
- Yes, and integration is usually the core of the project. Automotive ERPs connect to dealer management systems, supplier EDI or API feeds, and accounting platforms like QuickBooks, Sage, or NetSuite. Validating those connections early in the build matters, because DMS data quality and supplier feed formats are where most surprises hide.
- If a packaged system fits the operation, buying it is usually the right call. Custom makes sense when workflows, integrations, or margins depend on doing things packaged vendors do not support, or when license and customization fees over several years exceed the cost of owning a purpose-built system. The honest comparison is total cost and fit over the system's life, not the first-year invoice.
Where we add value
ERP capability built around automotive operations
Generic ERP treats a vehicle like any other SKU, and that assumption breaks everywhere: VIN tracking, parts interchange, warranty claims, dealer networks. We build ERP functionality around how automotive businesses actually run.
Parts and interchange management
Automotive parts catalogs are brutal: superseded part numbers, cross-brand interchange, fitment by year, make, model, and engine. We build catalog structures that handle supersession chains and interchange groups so a counter search finds the right part even when the customer brings an obsolete number. Fitment data integrates from industry catalog standards where your suppliers provide them.VIN-level inventory and traceability
Vehicles and major components need serial-level tracking, not just quantities. We implement VIN-based inventory covering acquisition, reconditioning costs, floorplan status, and sale, so unit economics are visible per vehicle. For parts subject to recalls, lot and serial traceability answers the question every compliance team eventually asks: exactly which units did we ship, and to whom.Service and repair workflows
Service operations need estimates, repair orders, technician time tracking, parts allocation against jobs, and customer approvals in one flow. We build repair order workflows where parts consumption hits inventory in real time and labor lands in job costing, so service department profitability is a report, not a quarterly reconstruction. Appointment scheduling and status updates connect to customer communication channels.Dealer and distributor networks
Businesses selling through dealer networks need tiered pricing, credit limits, backorder management, and dealer portals for self-service ordering and warranty claims. We build portal layers on top of the ERP so dealers see live stock and place orders directly, cutting phone and email order entry. Dealer-specific pricing agreements and rebate programs are enforced by the system instead of by memory.Warranty and claims processing
Warranty is where money leaks in automotive: claims against manufacturers, claims from dealers, and core returns all need tracking with deadlines and documentation. We build claim workflows with status tracking, required evidence, and reconciliation against credits actually received. The result is fewer expired claims and a clear number for warranty recovery instead of a write-off bucket.Supply chain and imports
Automotive supply chains involve long lead times, containers with mixed POs, landed cost allocation across duties and freight, and multi-currency purchasing. We implement procurement flows with container tracking and landed cost calculation so item margins reflect real costs, not just invoice price. Reorder planning accounts for lead time variability so fast movers do not stock out while slow movers pile up.
Our approach
How an automotive ERP project runs
(4)- 1
Operational walkthrough
We start on your floor, in the parts room, the service bays, and the back office, following real orders through the current systems and spreadsheets. Automotive operations hide critical rules in workarounds, like the notebook where core charges are tracked, and we hunt for those. The output is a process map and a scoped plan separating configuration, custom build, and process change. - 2
Platform decision and data model
We decide together whether the base is an open platform like ERPNext, an existing system to extend, or custom modules on your current stack, based on cost, fit, and who will operate it. Then we design the data model around the hard automotive entities first: parts with interchange, VINs, repair orders, and warranty claims. Getting these structures right early is what prevents rework later. - 3
Iterative build with department pilots
We deliver by department, typically parts and inventory first, then sales and service, then finance consolidation, with the people in each area testing against their live workload in staging. Catalog and inventory data migration is rehearsed until counts and values reconcile. Each pilot either passes the department's sign-off or generates a concrete fix list, so quality is verified by the users, not asserted by us. - 4
Cutover and ongoing evolution
Go-live follows a rehearsed cutover plan, usually timed to month-end or a slow week, with parallel access to legacy data for reference. We stay in hypercare through the first close and first physical count. Afterward most automotive clients keep a support arrangement, because pricing programs, supplier feeds, and OEM requirements keep changing and the system has to follow.
FAQ
Questions buyers ask before an automotive ERP project
(6)- Three data problems that generic ERP does not model: parts interchange and supersession, VIN-level unit tracking, and warranty claim lifecycles. If your ERP cannot resolve a superseded part number at the counter or tell you the true margin on a specific vehicle after reconditioning, staff fall back to spreadsheets and the ERP becomes an expensive accounting ledger. The justification is operational: fewer lost sales at the parts counter, recovered warranty money, and unit economics you can actually see.
- Franchise dealerships usually need an established DMS because OEM integrations mandate it. The interesting decisions sit with everyone else: parts distributors, importers, fleet operators, independent service groups, and aftermarket manufacturers, who are too specialized for a DMS and too automotive for stock ERP. For them, an open platform like ERPNext extended with automotive modules typically wins on lifetime cost and fit. We advise on this honestly, including when an existing DMS plus integration work is the better answer.
- Yes, and integration scope is usually the largest single line in the estimate, so we detail it early. Typical connections include supplier price and availability feeds, industry fitment catalog data, EDI with larger trading partners, ecommerce platforms and marketplaces for parts sales, and shipping carriers. Each feed gets validation and reconciliation reporting, because a bad supplier price file loaded silently can misprice thousands of items overnight. We inventory every current and planned feed during discovery.
- Carefully and in rehearsals. Old catalogs carry duplicate part numbers, broken supersession chains, phantom stock, and inconsistent units of measure, and loading that mess into a new system just relocates the problem. We profile the data first, build cleaning rules with your parts managers who know the history, and run trial migrations until item counts, stock quantities, and inventory valuation reconcile. Cutover happens only after a physical count variance review, because trust in stock numbers decides whether staff use the system.
- Scope drives everything, but the honest ranges are months, not weeks. A parts distributor implementation covering inventory, purchasing, sales, and accounting typically runs three to six months, and adding service operations, dealer portals, or heavy integration extends that. Cost concentrates in three places: custom automotive functionality, data migration, and integrations. We scope in phases so you get a working core early and can decide on each extension with real usage behind you rather than committing everything up front.
- By keeping the legacy system live until the new one has proven itself in staging with your real workload. Department pilots run in parallel with current operations, migrations are rehearsed off-hours, and cutover is scheduled for your slowest period with a tested rollback plan. Counter staff and technicians get short, role-specific training in the actual configured system, not generic demos. The first physical inventory count and first month-end close happen with us on call, because those are the two events that surface whatever the pilots missed.
