Datacore ERP Software Co. LLC

erp system

Case Studies

Success Stories

Ampcore Electrical Fitting Contracting LLC

Industry: MEP Contracting & Technical Services | Location: Dubai, UAE

Datacore ERP fully manages Ampcore UAE's operations — from project management, progressive invoicing, subcontractor handling, inventory, HR, payroll, client approvals, lead management, accounting, and all system integrations — enabling end-to-end automation and real-time control.

Challenges:
  • Manual Project & Operations Tracking: Tracking project progress, materials, employee work, and subcontractor output was time-consuming and error-prone.
  • No Progressive Invoicing System: Invoicing based on work stages, percentages, or quantities was handled manually, causing delays.
  • Disconnected HR, Payroll & Attendance: Employee assignments, attendance, payroll, and site tracking were not centralized.
  • Client Approvals & Communication Delays: Proposals, contracts, and invoices required manual approval and follow-ups.
  • Scattered Inventory & Material Management: Material requests, issues, and returns were difficult to track across multiple sites.
  • Lead Management Not Structured: Sales leads came from multiple channels with no auto-assignment, follow-ups, or CRM tracking.
Solutions:
  • Project Management Module: Full project setup, BOQ, daily site reports, budget vs actual tracking, and manager dashboards.
  • Progressive Invoicing System: Percentage, quantity, and milestone-based invoicing linked with approved project progress.
  • Subcontractor Management: Allocation of work, daily progress tracking, payment certifications, and retention management.
  • Employee & HR Management: Job assignments, vehicle allocation, daily attendance, mobile GPS check-in/out, timesheets, and payroll.
  • Inventory & Material Management: Material request approvals, issue/return tracking, multi-store inventory, project-wise consumption, and low stock alerts.
  • Client Management & Online Approvals: Proposal and contract approvals through WhatsApp/email links, client portal access for project updates, invoices, and documents.
  • Lead Management & CRM: Centralized lead capture, auto-assignment, follow-ups, quotation generation, and sales pipeline tracking.
  • Accounting & Finance: Chart of accounts, project-wise P&L, invoices, receipts, payments, VAT & corporate tax readiness, and bank reconciliation.
  • System Integrations: WhatsApp Cloud API, Google Calendar, Zoom API, Email/SMS gateways, Stripe/PayPal/PayTabs for online payments.
Business Impact:
  • End-to-End Digital Transformation: 90% of paperwork eliminated; all operations centralized in ERP.
  • Faster Project & Billing Cycles: Project progress tracking and progressive invoicing reduced delays by 50%.
  • Improved HR & Payroll Accuracy: Automated attendance, timesheets, and payroll reduced errors and saved time.
  • Real-Time Client Approvals: Proposals, contracts, and invoices approved instantly via WhatsApp or client portal.
  • Enhanced Inventory & Material Control: Material usage, issues, and returns fully tracked per project.
  • Better Lead Conversion: Structured lead management and automated follow-ups increased conversion rates.
  • Full Visibility for Management: Dashboards provide complete insights into projects, finances, HR, and operations.

"Datacore ERP transformed Ampcore's operations. From project management to HR, inventory, client approvals, and accounting, everything is now integrated and automated. Our team works faster, with more control and fewer errors."

— Management — Ampcore Electrical Fitting Contracting LLC

Tech & Mechanical Contracting Company

Industry: MEP Contracting, Technical Services & Construction | Location: Dubai, UAE

Datacore ERP provided a complete Contracting ERP solution including estimation, project management, progressive invoicing, subcontractor tracking, inventory, accounting, employee assignment, daily site reporting, attendance, and payroll — giving the company total control over operations.

Challenges:
  • Inconsistent Estimation & Costing: Preparing BOQ-based estimates manually resulted in errors, version mismatches, and slow approvals.
  • No Centralized Project Progress Tracking: Project managers lacked real-time visibility of progress, variations, materials, subcontractors, and costs.
  • Needed Progressive / Stage-Wise Invoicing: The company needed stage-wise, percentage-wise, and quantity-wise progressive invoicing linked with project completion.
  • Difficulty Managing Multiple Subcontractors: Tracking subcontractor work, retention, variations, and payment certifications was manual and time consuming.
  • Material Issue & Return Not Organized: No system to manage material requests, issue slips, returns, stock updates, or project material consumption.
  • Accounting Not Linked With Projects: Invoices, purchases, subcontractor payments, and client receipts were disconnected from project data.
  • Manual Client Payment Requests: Project teams were sending WhatsApp / email updates manually for payment follow-ups.
  • Manual Daily Site Progress Reporting: Engineers had no proper method to record daily job progress, photos, issues, delays, and manpower reports.
  • Job Allocation & Vehicle Planning Not Streamlined: Assigning technicians with vehicle details was unorganized, causing delays and miscommunication.
  • Attendance & Payroll Not Connected: Attendance, overtime, leaves, and payroll were handled separately, increasing errors.
Solutions:
  • BOQ-Based Estimation System: Datacore ERP implemented a complete BOQ estimation module with item cost, overhead allocation, margins, and auto project creation.
  • End-to-End Project Management Module: Project dashboards, work progress tracking, variation orders, RA bills, material tracking, and cost monitoring.
  • Progressive & Stage-Wise Invoicing: Percentage, milestone, and quantity-based progressive invoicing linked with approved work progress.
  • Subcontractor Work & Payment Certification: Tracking scope items, daily output, subcontractor progress, payment certificates, retention release, and variations.
  • Inventory, Material Requests & Stock Issue System: Material request approval, material issue, project-wise consumption, stock return, and real-time inventory updates.
  • Fully Integrated Accounting Module: Chart of accounts, project-wise cost allocation, client invoicing, subcontractor payments, VAT & corporate tax readiness.
  • Client Payment Request Workflow: Project managers can create payment requests with auto-generated statements shared directly with clients.
  • Daily Site Progress Reporting: Daily labor summary, material used, task completion %, site photos, issues, delays — stored in the ERP.
  • Employee Job Assignment + Vehicle Details: Assign technicians to projects with vehicle details, time slots, job cards, and task status updates.
  • Attendance & Payroll Integration: Daily attendance through mobile, OT, leave management, and automatic payroll generation.
Business Impact:
  • Complete Visibility Across All Projects: Management can see real-time project progress, costs, subcontractor output, and material usage.
  • 50–70% Faster Invoicing Cycle: Progressive invoices generated quickly based on approved progress and daily reporting.
  • Accurate Material Consumption: Inventory module reduced material wastage and eliminated manual stock errors.
  • Better Subcontractor Control: Automated payment certificates and variation tracking improved financial accuracy.
  • On-Time Client Payments: Dedicated client payment request workflow shortened payment delays.
  • Improved Workforce Efficiency: Employee job assignment, attendance, and payroll reduced admin workload and confusion.

"Datacore ERP gave us full control over our contracting operations — from estimation to project management, inventory, invoicing, and payroll. Our entire workflow is now streamlined and transparent, and we manage our projects with confidence."

— General Manager — Tech & Mechanical Contracting Company

HobbeeMe

Industry: Online Experiences Marketplace & Service Platform | Location: Dubai, UAE

Datacore ERP automated HobbeeMe's lead management, WhatsApp-driven client communication, contract approvals, and accounting workflows — significantly improving response time and internal coordination.

Challenges:
  • Every WhatsApp Chat Needed to Become a Lead: HobbeeMe receives most of their inquiries through WhatsApp. Their team struggled to manually create leads, resulting in delays and missed opportunities.
  • Manual Lead Assignment Causing Team Overload: Leads were not balanced among the team, causing follow-up delays and uneven workload distribution.
  • No Follow-Up Scheduling or Automation: They needed automated follow-up reminders and To-Do lists based on next follow-up dates.
  • Needed Online Contract Approval via WhatsApp: HobbeeMe wanted clients to approve contracts instantly through WhatsApp without emails or login portals.
  • Lead Status Updates Had to Sync Back Into ERP: Status updates done inside WhatsApp or chat workflows needed to appear instantly inside Datacore ERP.
  • Required Full Accounting Integration: They needed invoice generation, payment tracking, and receivables fully connected with leads and contracts.
Solutions:
  • Automatic Lead Creation From Every WhatsApp Chat: Integrated WhatsApp Cloud API so every new chat automatically becomes a lead inside Datacore ERP within seconds.
  • Auto-Rotating Lead Assignment: Implemented automatic round-robin lead assignment so leads are evenly distributed among the sales team.
  • Follow-Up Based To-Do Generator: Based on the next follow-up date, Datacore ERP automatically creates a To-Do task for the responsible team member.
  • Online Contract Approval Through WhatsApp: Clients receive a contract link on WhatsApp and can approve digitally. The approval status syncs directly into the ERP.
  • Full WhatsApp Cloud API Integration: Real-time syncing of messages, lead updates, client responses, and approval confirmations into Datacore ERP.
  • Lead Updates from WhatsApp → Datacore ERP: Whatever update team members apply on WhatsApp auto-updates the lead status inside ERP (follow-up, closed, confirmed, not interested).
  • Accounting & Finance Module Connected: Invoices, payments, and receivables are fully linked with leads, clients, and contracts for a complete workflow.
Business Impact:
  • 100% Automatic Lead Capture: Zero manual typing — every chat becomes a lead instantly without human effort.
  • 60% Faster Lead Response Time: Auto-distribution and automated reminders reduced delay and improved customer conversion.
  • Eliminated Missed Follow-Ups: Follow-up To-Do creation ensured every lead is contacted on time.
  • Instant Contract Approvals: Clients approving contracts on WhatsApp increased approval rates and reduced the time from days to minutes.
  • Seamless Team Coordination: Lead updates and contract approval statuses synced across the ERP improved visibility for all team members.

"The WhatsApp automation done by Datacore ERP has completely changed our workflow. Every chat becomes a lead, tasks are auto-created, contracts are approved on WhatsApp, and everything syncs perfectly. Our team now works faster, smarter, and with fewer mistakes."

— HobbeeMe Management Team

Geetanjali Potdar

Industry: Coaching, Training & Personal Development | Location: Dubai, UAE

Datacore ERP delivered a complete coaching-management solution for Geetanjali Potdar, including client session tracking, proposal approval workflows, lead management, and integrated billing — designed to streamline her coaching operations end-to-end.

Challenges:
  • Managing Client Coaching Records: Tracking session histories, progress notes, and follow-ups manually was time-consuming and lacked organization.
  • Manual Proposal Creation & Approval: Proposals were sent manually and required follow-up calls/messages for approval, delaying the onboarding process.
  • Scattered Lead Tracking: Leads arrived from multiple channels without a central system to manage follow-ups, reminders, and conversion tracking.
  • Unstructured Billing & Tracking: Billing for coaching packages, renewals and sessions lacked a systematic approach, making it hard to maintain financial clarity.
Solutions:
  • Client Coaching Record Management: Implemented a structured module to track sessions, notes, goals, follow-up dates, documents, and progress in one place.
  • Proposal Creation with Online Approval: Created a branded proposal system with digital approval links, allowing clients to approve online instantly without manual coordination.
  • Lead Management & Auto Follow-Up: Leads are captured, assigned, and tracked with automated follow-up reminders and status updates, boosting conversion rate.
  • Integrated Billing & Receivables Tracking: Billing for coaching packages and renewals is fully automated with invoice history, due reminders, and payment tracking.
Business Impact:
  • Professional & Faster Proposal Approvals: Online approval reduced proposal turnaround time from days to minutes.
  • Better Lead Conversion: Centralized follow-up reminders and lead tracking increased overall conversion efficiency.
  • Improved Coaching Session Organization: All coaching session notes, progress reports, and documents stored neatly in one dashboard.
  • Transparent Billing & Financial Control: Invoices, payments, renewals, and pending amounts became easy to manage.

"The system created by Datacore ERP has organized my coaching business completely — from proposals to session tracking and billing. Everything is structured, fast, and professional."

— Geetanjali Potdar — Coach & Trainer

Vistal for Design & Artwork Services Co. LLC

Industry: Printing, Design, Artwork, Trading & Services | Location: Dubai Investments Park 2, Dubai, UAE

Vistal Print operates from a mall location and manages both trading and customized printing services. Datacore ERP provides a complete dual billing system, proposal approval workflow, inventory control, artwork management, and full email integration, enabling smooth trading and service operations under one platform.

Challenges:
  • Two Different Billing Requirements: They needed fast retail billing for walk-in customers, and a separate proposal-based billing system for B2B clients.
  • No Central Stock Tracking: Paper, ink, envelopes, and printing materials were not tracked properly, causing frequent shortages.
  • Manual Proposal & Approval Process: Sending proposals and waiting for approval took time and lacked professionalism.
  • Unorganized Artwork & Client Files: Client artwork files and job details were stored manually without proper records or tracking.
  • No Email Automation for Clients: Invoices, proposals, and receipts had to be sent manually, slowing down customer communication.
  • Trading + Service Accounting Complexity: They needed to manage both product sales and design/printing services in one unified accounting system.
Solutions:
  • Dual Billing System (Retail + B2B): Implemented fast retail billing for walk-in customers and a professional proposal-based billing system with online client approval.
  • Proposal Approval System: Clients receive a proposal link with Approve/Reject options. Approved proposals convert directly into job orders or invoices.
  • Inventory & Stock Management: Full tracking of printing materials: paper, cards, envelopes, ink, and consumables with automatic stock deduction and reorder alerts.
  • Artwork & Job Record Management: Upload artwork files, maintain version history, record job specifications, and track deadlines and client notes in a structured system.
  • Email System Integrated Into ERP: Invoices, proposals, receipts, and delivery notes can be sent directly from ERP using SMTP or system email.
  • Trading + Service Accounting: Unified accounting for both product sales and service billing, with VAT-compliant invoicing and automated financial entries.
  • Reporting & Dashboards: Daily sales, top-selling items, job order reports, stock usage reports, customer history, and VAT-ready statements.
Business Impact:
  • 70% Faster Billing: Retail billing became instant, and B2B proposals move from creation to approval faster.
  • Clear Stock Visibility: Material shortages decreased due to automated tracking and reorder alerts.
  • Professional Client Approvals: Online approval links increased client confidence and reduced manual follow-up.
  • Organized Artwork Database: Artwork files are stored systematically under each client job, improving accuracy.
  • Improved Customer Communication: Invoices, proposals, and receipts are sent directly through the ERP, saving time and improving service.

"Datacore ERP manages both our retail billing and custom printing services perfectly. Proposal approvals, emails, artwork records, and stock control are all automated now. Our work is faster, cleaner, and more organized."

— Management — Vistal Print

Dugasta Real Estate

Industry: Real Estate – Sales & Leasing | Location: Dubai, UAE

Dugasta Real Estate implemented Datacore ERP for lead management and team coordination. One division of the company actively uses the system to manage leads, track follow-ups, assign responsibilities, and improve performance monitoring.

Challenges:
  • Unstructured Lead Capture: Leads came from multiple sources without a centralized system for tracking progress, interest levels, or next follow-up dates.
  • Team Coordination Issues: Managers needed better visibility into which team member was handling which lead and how follow-ups were progressing.
  • No Follow-Up Reminder System: Agents were missing follow-ups, leading to lost opportunities and slower conversion cycles.
  • Department Limited Workflow: Only one division of the company required ERP tools; thus a focused setup without full ERP features was needed.
Solutions:
  • Lead Management Module: Centralized lead entry, classification, status tracking, and history management, giving full visibility into every inquiry.
  • Team Assignment System: Automatic and manual lead assignment to the division team members for better workload balance and responsibility clarity.
  • Follow-Up Tracking & Reminders: Next follow-up dates, reminders, and notes ensure agents never miss a client update.
  • Performance Monitoring Dashboard: Managers can view number of leads handled, follow-up timelines, pending tasks, and closure ratios for the division.
Business Impact:
  • Improved Lead Response Speed: Team members respond faster because every lead is clearly assigned and visible.
  • Better Follow-Up Discipline: Automated reminders reduced missed follow-ups and improved client engagement.
  • Clear Visibility for Managers: Managers can see team workload, lead status and follow-up progress in one dashboard.
  • More Organized Real Estate Workflow: One division of the company now operates with structured lead handling and accountability.

"Datacore ERP helped our team manage leads more efficiently with proper assignments and follow-up tracking. Even though only one division uses it, the workflow has become much more organized and controlled."