Pinnacle ERPNext Implementation Blueprint

One platform, one database, one view of the customer

PO and inquiry intake

What is hurting today

Your questions, straight answers

Frappe HelpDesk

ERPNext

Frappe CRM

Two businesses, one ledger

What retires and what stays

Checks and approvals in this flow

WinWeb (ERP)6 daily users

RepFabric (CRM)$20k to $25k a year

Shared sales inboxAll POs land here

Commission sideTwo-thirds of gross profit

Pricing and cross-referenceAsked many times a day

Phones and chatOoma, cell phones, ChatWay

ReportingPower BI

People and process18 people, 5x growth

Tool sprawlSmall tools, real cost

What comes in

What goes out

Process blueprint for the commission business and the buy-sell business, on Frappe HelpDesk, ERPNext and Frappe CRM.

Prepared for Darren Belajac, Pinnacle Sales
Discovery call, October 5, 2026
Response to RFP: Unifying Pinnacle onto Frappe

Every channel lands in one place. Customer service, inside sales, outside sales, warehouse and accounts work from the same records, and AI agents do the repetitive keying in between.

Shared sales inboxPOs, questions, quote requests

Fax and handwritten POsScanned or photographed, read by AI

Phone callsTwilio or Exotel, replaces Ooma

Website chatChatWay into HelpDesk

Manufacturer reports and portalsMonthly sales and commission files

Price sheets and programsPDF and Excel from factories

Phase 1

One ticket, one owner
SLA and escalation
Calls, emails and chat on one timeline

Phase 2

Accounting and P&L
Inventory, 3 warehouses
Sales and Purchase Orders, drop-ship
Price Lists and cross-references

Phase 3

10,000 companies and contacts
Rep activity from the phone
Deals and commission tracking

Agent layer (n8n workflows, human approval where it matters)

PO intake and extractionCommission report ingestionCustomer alias matchingSKU cross-referencePrice sheet parsingCall summariesOrder and tracking emails

One Frappe database, owned by Pinnacle: every alias, cross-reference and price stays yours

Power BIRetained, now down to product level

Phones of outside repsContacts, quotes, CS history, stock, price

Customer emailsOrder confirmations and tracking, automatic

IS QuotesRetained for now, linked to items and prices

Website inventory pageFed from ERPNext stock

Manufacturer POsEmail or portal entry for drop-ship

Today the commission side never touches WinWeb. In ERPNext both sides post to the same books, tagged so every report can split them.

	Commission lines	Buy-sell lines
Who buys	Wholesaler buys direct from manufacturer	Wholesaler buys from Pinnacle
Pinnacle's role	Develops the market, quotes, supports	Stocks, sells, ships or drop-ships
Income	Monthly commission check	Margin on each order
Key record	Commission Statement per manufacturer	Sales Order to Sales Invoice
Shared	Customers, contacts, tickets, items, prices, cross-references, reps, territories

Line type: commission or buy-sellManufacturerBrandTerritoryWarehouseSales rep

These are Accounting Dimensions in ERPNext. MRS can sit as a second company in the same system, so QuickBooks retires too.

~~WinWeb~~ERPNext

~~RepFabric~~Frappe CRM

~~Shared inbox~~HelpDesk

~~Ooma~~Twilio / Exotel

~~Smartsheet~~CRM pipeline

~~Dropbox prices~~Price Lists

~~QuickBooks (MRS)~~ERPNext

~~RepFabric expenses~~Expense Claim

ChatWayIntegrated

IS QuotesRetained for now

Power BIRetained, re-pointed

MailChimpSynced contacts

Start / end People task System does it AI agent Check Approval

Every PO and question lands in HelpDesk as a ticket with one owner. An agent reads buy-sell POs, including fax and handwritten ones, and drafts the Sales Order for a person to check.

Click any step to see the ERPNext record, the checks and who does it.

Taken from your RFP and team quotes. Each card ends with what changes on Frappe.

10+tools across one 18-person company

0systems behind the commission side, apart from Dropbox

Monthlyhand-keying of manufacturer reports

~3people believed to run WinWeb

Does not work on a phone, outside sales has no access
Heavy manual keystrokes on every order
No automatic order confirmations or tracking emails
Year-over-year reporting is manual spreadsheet work
Product and pricing complexity never set up
Vendor risk: about three people run it

“Stop on Friday, seamless on Monday. No breaking.”

On Frappe: ERPNext on desk and mobile, automatic emails, YoY reports built in, weekend cutover plan.

Glitchy, slow app
Unreliable Outlook email sync
No attachments, no bulk import
Reps see only their own conversations
AI aliasing is not trusted
Alias table export never answered

“A glorified diary, just a repository of data.”

On Frappe: Frappe CRM with shared timelines, bulk import, attachments, and an alias table Pinnacle owns.

No owner per message
Duplicate answers to the same customer
Threads get lost
Handwritten and faxed POs keyed by hand

On Frappe: HelpDesk tickets with one owner and SLA. AI reads POs and drafts the Sales Order.

No system behind it, only Dropbox and people
Every month, irregular manufacturer reports hand-keyed
Name mismatches cleaned up by hand

“People figuring things out.”

On Frappe: Agent ingests every report format, Commission Statement reconciled to the check.

Price sheets foldered in Dropbox, not always current
IS Quotes SKU data is muddy, prices double-checked
Cross-reference feature unused for years
PlanScan kept the data Pinnacle created

On Frappe: Dated Price Lists, one search for price, stock and competitor equal. Your data stays yours.

Outside reps on cell phones bypass the phone system
Unclear if every call is recorded
Calls and chats live apart from email

On Frappe: Twilio or Exotel with recordings and transcripts on the HelpDesk ticket and CRM timeline.

Top-line only, nothing at product level
Nobody at Pinnacle owns the connection
Data pulled from RepFabric twice a day

On Frappe: Power BI re-pointed to Frappe, product-level and owned by your administrator.

Knowledge sits in people's heads
Important processes undefined
No internal IT
Process documentation (EOS) has only just started

On Frappe: Each process map becomes an SOP for EOS. Admin trained to own the platform.

Smartsheet pipeline beside the CRM
Expenses in a weak RepFabric module
QuickBooks just for MRS
Valley View warehouse closing

On Frappe: CRM pipeline, Expense Claims, MRS as a second company, stock moved by transfer entries.

Process mapping and standard ERPNext training

Phase 1: HelpDesk, inbox, chat, telephony

Phase 2: ERPNext build, data, cutover

Phase 2: iteration and hypercare

Phase 3: Frappe CRM and commission automation

From Section 5 and 6 of the RFP. Click a question to open it.

We will be your tech partner. All the IT work is ours, so your team can sit back and focus on the business.

Frappe Cloud hosting, backups, upgrades, integrations (Twilio or Exotel, ChatWay, Power BI, n8n agents), user setup, permissions and fixes sit with us. Your internal administrator owns day-to-day changes, and we stand behind them. Pittsburgh Computer Solutions keeps looking after your devices and network, nothing changes there.

Clean masters plus opening balances. Your team starts using ERPNext right after training, on its own data.

1. MastersItems with brand and line, customers, suppliers, warehouses, Price Lists, cross-references. Cleaned by your data person, loaded by us.

2. Opening balancesTrial balance, open customer invoices, open supplier bills, stock quantity and value per warehouse.

3. Open ordersOpen Sales Orders and Purchase Orders, including drop-ships in transit.

4. HistoryClosed WinWeb history stays available read-only for lookups. Prior-year figures loaded as summaries for year-over-year reports.

Your rule, "stop WinWeb on Friday, seamless on Monday", is how we plan the cutover weekend:

Friday closeLast WinWeb orders. Stock frozen. Final exports and counts.

SaturdayFinal load of balances, stock and open orders. Same scripts as the two mock runs.

SundayTie-out: stock, receivables, payables and GL match WinWeb. Go or no-go sign-off.

MondayLive on ERPNext. Our team on call through the first two weeks.

Before the weekend: two full mock migrations on a test site, user acceptance testing with real orders, and one to two weeks of real orders keyed on the test site alongside WinWeb. Nothing goes live until the numbers tie out.

Not a promise, but an honest assurance. The go-live date depends on your users and your data more than on us.

If requirements stay focused and your users pick it up quickly, we can go live. To be transparent, your selection lands on November 13, so we start mid-November, and the window to January 1 has two holiday weeks in it.

Nov 16Kickoff, training starts

Nov 23Thanksgiving week

Nov 30Build and data

Dec 7Mock run 1

Dec 14UAT, mock run 2, go or no-go

Dec 21Christmas week, staff on leave

Dec 28New Year week

Jan 1Target go-live

Feb 1Fallback go-live

Red flags we see today:

Master data is not clean yet. Item and SKU data is "muddy", prices sit in Dropbox and are not always current.

Processes are not defined yet. Key tasks live in people's heads. EOS documentation has just started.

Holiday season. Thanksgiving and Christmas weeks, with key users likely on long leave.

Short decision window. Under five working weeks between kickoff and the holidays.

Our suggestion: plan for January 1, take a go or no-go call in mid-December against clear readiness checks. If the checks are not met, go live on the next month start with opening balances as of that date. January from WinWeb is loaded as a summary, so the full fiscal-year P&L still sits in ERPNext. You get a clean year either way, without a rushed go-live.

We are not bound by a fixed timeline. We commit to delivering our best every month, and if we do not perform, you have every right not to continue.

A fixed-price, fixed-date contract forces both sides to guess everything up front, and every change becomes a change request. Pinnacle's processes are still being defined, so a monthly model fits better: priorities move as you learn, and we move with them.

1. Monthly goalsAt the start of each month, we agree the goals with you.

2. Weekly milestonesGoals are broken into weekly milestones and tasks.

3. Daily visibilityDaily stand-ups and an end-of-day summary of work done.

4. Monthly reviewYou review our work. The next month proceeds only on your renewal.

You stay in controlBilled and renewed month on month. Not satisfied? Raise it in that month's review and you may stop the following month.

Timelines are indicativePhases and milestones are a plan, not a lock. You can re-prioritise them at any time.

No change requestsWe do not deny requirements. New needs are taken up within the monthly hours, delivering the best achievable.

Unused hours carry forwardHours not used in a month roll into the next, as long as the engagement continues.

Full transparencyTime and effort tracked live in Productify. Monthly utilisation report against the hours.

Blended teamDevelopers and functional consultants with senior oversight, scaled to the work within one monthly fee.

Wireframe firstEvery customisation is approved as a wireframe before build. Anything new is flagged and decided jointly.

Handover every phaseEach phase passes UAT with your sign-off and is handed over then, not only at the end.

People continuitySwap a resource on 15 days' notice. On leave or exit, we replace with someone of similar calibre.

Yours to keepCode in your own repository, your data and Pinnacle-specific builds remain your property.

WarrantyAccepted customisations warranted for 30 days. Breaks from Frappe updates are fixed as part of the engagement.

Simple exitEither side can end with 30 days' notice, with a full handover of code, configs, backups and access.

	Fixed price, fixed date	Monthly engagement
Scope changes	Change request, re-quote, delay	Absorbed in the monthly plan
Price	Carries a risk buffer for unknowns	Pay for the work actually done
Partner motivation	Paid on sign-off, then exits	Has to earn the next month, every month
Your exit option	Locked in to the contract	Decline to renew next month

Your three phases, with ERPNext training running from week 1 so the ERP learning curve starts early.

Indicative timeline: it is reviewed and re-prioritised with you every month, under the monthly engagement model.

Phase 1 is light and goes first, which gives your team an early win and a ticket system to log ERP feedback through. Phase 3 timing follows Phase 2 stability, and the RepFabric data export you have requested.

From week 1. We start with standard ERPNext modules and standard training, so your team understands the system before we configure Pinnacle-specific pieces.

Training is role-based: customer service, inside sales, warehouse, purchasing, accounts, and outside reps on mobile. Every session is recorded, and each process map becomes a written SOP that fits your EOS documentation.

Two-week feedback rounds, two to three per phase, then a sign-off before the next phase starts.

CollectUsers raise feedback as HelpDesk tickets, so nothing is lost in email.

PrioritiseWeekly review with your administrator and process owners.

ShipChanges tested on a test site, then released.

Sign offPhase closes when the agreed list is done and users are working without workarounds.

The goal is independence, not dependence. Your administrator shadows us, then leads with us reviewing.

We do, you watchAdmin sits in on every configuration session.

You do, we watchAdmin builds reports, workflows and print formats, we review.

You own itAdmin handles users, permissions, Price List updates and simple changes.

We back you upIntegrations, upgrades, agents and anything complex stay with us.

After go-live, support runs as a monthly support pod with a fixed number of hours. Unused hours carry forward while the plan continues, and you get a monthly review of tickets and changes.

We have built a lot of AI automation with n8n and OpenClaw. Agents do the keying, people approve what matters, and Pinnacle owns the data.

The PlanScan lesson is built in: every alias, cross-reference and extracted record is saved in your Frappe database, not in a vendor's tool. Anything the agent is unsure of goes to a review queue instead of being posted.

Problem from the RFP	Agent	Human check
POs by email, fax and handwriting	Reads the PO, matches customer and items, drafts the Sales Order	CS reviews low-confidence lines
Dirty monthly manufacturer reports	Normalises every format into one Commission Statement	Analyst confirms unmatched names
Customer name aliasing	Suggests a match from your own alias table	Confirmed once, reused forever
Competitor SKU cross-reference	Finds or suggests the Pinnacle equivalent	Data owner approves new crosses
Price sheets in Dropbox	Turns a price sheet into a dated Price List update	Data owner approves the change list
Phone calls and rep visits	Call transcript and voice-note summaries on the customer timeline	Rep edits if needed

Reference for now: Megasol, a business with the same structure as yours. A reference call can be arranged.

Your project gets a named team: a lead consultant, a functional consultant, a developer and an integration engineer for telephony and agents. Every configuration and decision is documented in the project knowledge base, and a second consultant shadows the lead, so a change in people does not mean a loss of knowledge.