ERPNext Implementation and Customization Expert
Budget: €250 – €750 EUR
Project Title: Senior ERPNext Expert for E-Commerce & Multi-Channel Integration (Marketplaces, n8n, HR, Logistics)
Project Overview
We are looking for an experienced ERPNext Developer/Consultant to implement and customize ERPNext as our central Enterprise Resource Planning (ERP) and Inventory Management System.
Our goal is to automate our e-commerce operations, syncing ERPNext with 3 ThirtyBees (PrestaShop) stores, multiple marketplaces (Amazon, 2x eBay, Kaufland.de, Hood), and payment providers. The architecture will heavily rely on n8n as a middleware for API connections.
Core Tech Stack
ERP: ERPNext (Latest Version)
Middleware: n8n (Crucial for API connections to marketplaces and shipping providers)
Shops: 3x ThirtyBees (PrestaShop fork)
Integrations: Amazon SP-API, eBay API, Kaufland API, Mollie, PayPal, easyCredit, Zendesk.
Detailed Scope of Work
Phase 1: Finance, Banking & Automations
Bank Integration: Set up CSV/MT940 import or use FinAPI script for Payment Entries.
Auto-Reconciliation: Configure matching rules based on payment reference and amount.
Order Workflow: * Auto-change Invoice status to "Paid" upon match.
Custom script: Delivery Notes can only be generated if the Invoice is "Paid".
Auto-cancel unpaid invoices after X days and release stock automatically.
Auto-generate Credit Notes from canceled invoices.
Payment Providers: Connect Mollie, PayPal, and easyCredit.
Accounting Export: Set up scheduled jobs for monthly DATEV exports.
Phase 2: B2B & Dealer Management
Pricing Tiers: Implement Pricing Rules for dealers (e.g., -15%, -25%) tied to Customer Groups.
Credit Management: Utilize built-in Credit Limits (e.g., €10,000) with auto-blocking for new Sales Orders if the limit is exceeded.
Payment Terms: Implement custom terms (e.g., 45 days net).
Dunning System: Set up the built-in Dunning module (3 levels) with automated email notifications for overdue payments.
Phase 3: Governance, Workflows & Security
Approval Workflows: * 4-eyes principle (Manager approval) for Sales Orders > €500.
2 approvals required for specific Delivery Notes.
Returns Management: Custom script to enforce a strict 14-day return window.
Mileage Check: Custom field for "Mileage" on Stock Entries (for returned vehicles) triggering a warning if > 50km.
Refund Logic: Credit Notes can only be issued after the Purchase Receipt (return) is completed.
System Admin: Docker volume backups via Cron to NAS, strict Role Profiles, and user permissions.
Phase 4: Logistics & Shipping Automation
Multi-Warehouse Setup: Manage 2 locations (Halsenbach, Mermuth) with specific shipping days.
Validation: Delivery Notes require a mandatory Serial Number/VIN scan before submission.
Bundling: Implement Product Bundles (e.g., E-Scooter + Battery).
Shipping Routing (via n8n):
< 31.5kg: Route to DHL API (via n8n) and return tracking number.
> 31.5kg: Route to Freight Forwarders (Schenker/DSV) via API/n8n.
Phase 5: Purchasing & China Imports
Container Quality Control: Purchase Receipts must include Quality Inspections (scanned against Packing Lists).
Finance Tracking: Advance Payment Entries (20% at PO, 80% at receipt) and Landed Cost Vouchers (Customs, Freight).
Auto-Reorder: Setup Reorder Levels to automatically generate Material Requests.
Phase 6: Workshop & Battery Management
Repair Workflow: Map an 8-state repair loop (Intake → Diagnosis → Repair → QC → Shipping).
Battery Tracking: Track "Battery Capacity %" and "Last Test Date" on the Serial Number level.
Auto-Replacement: Server script that triggers a Material Request for a replacement battery if capacity drops below 85%.
Phase 7 & 8: Multi-Channel Marketplaces & Shops
Shop Sync: Sync items, prices, and stock across 3 ThirtyBees shops (elektroroller-futura.de, e-rock.de, mass-gardinen-shop.de).
Marketplace Middleware (n8n):
Amazon (SP-API), eBay (2 accounts), Kaufland.de, Hood:
Flow 1: Pull Orders into ERPNext.
Flow 2: Push central Inventory updates to all marketplaces.
Flow 3: Push Shipping/Tracking updates from ERPNext back to the marketplaces.
Phase 9: HR & Payroll
Employee Records: Setup profiles for 9 existing employees.
Time & Leave: Implement Attendance, Timesheets, Leave Applications, and Sick Leave (tracking eAU numbers).
Payroll: Setup the Payroll Engine, Salary Structures (Gross/Net), monthly DATEV-Lohn CSV exports, and SEPA XML bank export.
Phase 10: CRM & External Communication
Ticketing: Route Zendesk tickets to ERPNext Issues via n8n.
Email: Setup ERPNext IMAP/SMTP accounts.
AI Integration: Log external Callbot (VAPI) transcripts and OCR-scanned letters (via n8n) into ERPNext Communications.
Freelancer Requirements
Proven ERPNext Experience: Deep knowledge of Frappe framework, server scripts, custom apps, and workflows.
Integration Expertise: Strong experience with REST APIs, Webhooks, and particularly n8n.
E-commerce Knowledge: Familiarity with marketplace APIs (Amazon SP-API, eBay) and PrestaShop/ThirtyBees.
Language: Fluency in English (German is a plus but not mandatory, as requirements can be discussed in English).
How to Apply
Please include in your proposal:
A brief summary of your experience with ERPNext and n8n.
Examples of similar e-commerce/ERP integrations you have completed.
Your estimated timeline for this project (we understand it may be rolled out in phases).
Your hourly rate or fixed-price estimate for the entire scope.
Project Overview
We are looking for an experienced ERPNext Developer/Consultant to implement and customize ERPNext as our central Enterprise Resource Planning (ERP) and Inventory Management System.
Our goal is to automate our e-commerce operations, syncing ERPNext with 3 ThirtyBees (PrestaShop) stores, multiple marketplaces (Amazon, 2x eBay, Kaufland.de, Hood), and payment providers. The architecture will heavily rely on n8n as a middleware for API connections.
Core Tech Stack
ERP: ERPNext (Latest Version)
Middleware: n8n (Crucial for API connections to marketplaces and shipping providers)
Shops: 3x ThirtyBees (PrestaShop fork)
Integrations: Amazon SP-API, eBay API, Kaufland API, Mollie, PayPal, easyCredit, Zendesk.
Detailed Scope of Work
Phase 1: Finance, Banking & Automations
Bank Integration: Set up CSV/MT940 import or use FinAPI script for Payment Entries.
Auto-Reconciliation: Configure matching rules based on payment reference and amount.
Order Workflow: * Auto-change Invoice status to "Paid" upon match.
Custom script: Delivery Notes can only be generated if the Invoice is "Paid".
Auto-cancel unpaid invoices after X days and release stock automatically.
Auto-generate Credit Notes from canceled invoices.
Payment Providers: Connect Mollie, PayPal, and easyCredit.
Accounting Export: Set up scheduled jobs for monthly DATEV exports.
Phase 2: B2B & Dealer Management
Pricing Tiers: Implement Pricing Rules for dealers (e.g., -15%, -25%) tied to Customer Groups.
Credit Management: Utilize built-in Credit Limits (e.g., €10,000) with auto-blocking for new Sales Orders if the limit is exceeded.
Payment Terms: Implement custom terms (e.g., 45 days net).
Dunning System: Set up the built-in Dunning module (3 levels) with automated email notifications for overdue payments.
Phase 3: Governance, Workflows & Security
Approval Workflows: * 4-eyes principle (Manager approval) for Sales Orders > €500.
2 approvals required for specific Delivery Notes.
Returns Management: Custom script to enforce a strict 14-day return window.
Mileage Check: Custom field for "Mileage" on Stock Entries (for returned vehicles) triggering a warning if > 50km.
Refund Logic: Credit Notes can only be issued after the Purchase Receipt (return) is completed.
System Admin: Docker volume backups via Cron to NAS, strict Role Profiles, and user permissions.
Phase 4: Logistics & Shipping Automation
Multi-Warehouse Setup: Manage 2 locations (Halsenbach, Mermuth) with specific shipping days.
Validation: Delivery Notes require a mandatory Serial Number/VIN scan before submission.
Bundling: Implement Product Bundles (e.g., E-Scooter + Battery).
Shipping Routing (via n8n):
< 31.5kg: Route to DHL API (via n8n) and return tracking number.
> 31.5kg: Route to Freight Forwarders (Schenker/DSV) via API/n8n.
Phase 5: Purchasing & China Imports
Container Quality Control: Purchase Receipts must include Quality Inspections (scanned against Packing Lists).
Finance Tracking: Advance Payment Entries (20% at PO, 80% at receipt) and Landed Cost Vouchers (Customs, Freight).
Auto-Reorder: Setup Reorder Levels to automatically generate Material Requests.
Phase 6: Workshop & Battery Management
Repair Workflow: Map an 8-state repair loop (Intake → Diagnosis → Repair → QC → Shipping).
Battery Tracking: Track "Battery Capacity %" and "Last Test Date" on the Serial Number level.
Auto-Replacement: Server script that triggers a Material Request for a replacement battery if capacity drops below 85%.
Phase 7 & 8: Multi-Channel Marketplaces & Shops
Shop Sync: Sync items, prices, and stock across 3 ThirtyBees shops (elektroroller-futura.de, e-rock.de, mass-gardinen-shop.de).
Marketplace Middleware (n8n):
Amazon (SP-API), eBay (2 accounts), Kaufland.de, Hood:
Flow 1: Pull Orders into ERPNext.
Flow 2: Push central Inventory updates to all marketplaces.
Flow 3: Push Shipping/Tracking updates from ERPNext back to the marketplaces.
Phase 9: HR & Payroll
Employee Records: Setup profiles for 9 existing employees.
Time & Leave: Implement Attendance, Timesheets, Leave Applications, and Sick Leave (tracking eAU numbers).
Payroll: Setup the Payroll Engine, Salary Structures (Gross/Net), monthly DATEV-Lohn CSV exports, and SEPA XML bank export.
Phase 10: CRM & External Communication
Ticketing: Route Zendesk tickets to ERPNext Issues via n8n.
Email: Setup ERPNext IMAP/SMTP accounts.
AI Integration: Log external Callbot (VAPI) transcripts and OCR-scanned letters (via n8n) into ERPNext Communications.
Freelancer Requirements
Proven ERPNext Experience: Deep knowledge of Frappe framework, server scripts, custom apps, and workflows.
Integration Expertise: Strong experience with REST APIs, Webhooks, and particularly n8n.
E-commerce Knowledge: Familiarity with marketplace APIs (Amazon SP-API, eBay) and PrestaShop/ThirtyBees.
Language: Fluency in English (German is a plus but not mandatory, as requirements can be discussed in English).
How to Apply
Please include in your proposal:
A brief summary of your experience with ERPNext and n8n.
Examples of similar e-commerce/ERP integrations you have completed.
Your estimated timeline for this project (we understand it may be rolled out in phases).
Your hourly rate or fixed-price estimate for the entire scope.