Features for your entire business

Erpena connects the individual parts of your business operations in one system. Explore the specific features of each module – from the first sales contact through projects and team work to pricing, invoicing, costs and payments.

You can use the modules independently, but their greatest value comes from working together. Data from one part of the system can flow directly into the next steps without repeated data entry.

CRM and sales

From the first contact with a sales opportunity to long-term customer care. Information, communication, quotations, orders and follow-up work stay connected.

Sales process and overview

An opportunity can be created, edited or cancelled, and its status can be changed continuously throughout the sales process. The sales team can use a Kanban board by status or due date, or a filterable table view. The opportunity dashboard brings together core information, activity, open tasks and quotations in preparation

Contacts, communication and follow-up work

Each opportunity can include contact persons, addresses and tags, while calls, meetings, notes and other activities are recorded on a shared timeline. From the same place you can create follow-up tasks and quotations, work with alerts and attachments, and review the history of system-sent e-mails. Before the next contact, the salesperson can therefore see the full context of the opportunity so far.

Convert to customer

After the sales process is completed successfully, the opportunity can be converted to a customer. The existing sales history and related information are preserved, so subsequent work does not start by entering the same data again.

Customer records and 360° overview

Customers can be created individually or imported in bulk, and the list can be filtered to suit each user. The customer dashboard shows recent activity, current tasks, requests, quotations, orders and projects while adding financial context – advances, debt, ordered amounts, invoiced and uninvoiced items, and overdue liabilities. It also provides turnover history for invoicing and orders, plus quick actions for creating a new activity, task, quotation, invoice or advance payment.

Contacts, addresses and history

Core details, addresses, tags and contact persons are maintained separately for each customer, and contacts can be organised into groups. Manually entered calls, meetings and notes appear on the same timeline as system events, such as an issued invoice or completed task. The history also includes system-sent e-mails and attachments, which can be organised into folders.

Sales and operations for each customer

The customer record is directly connected to Erpena's operational agenda. For a specific customer you can work with tasks and projects, recurring products, quotations and orders, one-off charges, requests and tickets, or hierarchical inventory. Users do not have to search for related information in separate systems and can always return to one shared customer context.

Work logs and invoicing

Work performed for a customer can be recorded in work logs, including completed tasks, time spent and any additional charges. A work log can move through draft, completed and approved states, and its detail can be viewed or exported to PDF. Customer invoices and payments are available in the same place, including transaction history, advance payments, payment notices, matching and any reversals.

Contracts, limits and alerts

Long-term cooperation terms can be kept directly with the customer. Erpena stores related contracts, allows financial limits to be set and supports time-based alerts that can send an e-mail or create a new task at the specified time.

Creating and managing quotations

A new quotation can be created manually or from a prepared template, and multiple versions can be kept during negotiations. Items can be selected from the product catalogue or entered manually with a custom price

Convert to order and process

Quotations and orders share the same status workflow, so an accepted quotation can be converted to an order simply by changing its status without re-entering items and prices. Quotations and orders are available in a searchable, filterable table, while summary information can show values such as quotation volume, outstanding order value or realised turnover. If a quotation was created under the wrong customer, the customer can also be corrected later.

Pricing and invoicing integration

Order fulfilment can feed directly into invoicing. After completion, Erpena can automatically create billing items, or allow individual items to be billed gradually across different invoices. During processing it can also check the customer's configured financial limits, while order rules can automatically add or remove related products based on the selected combination.

Projects and tasks

Plan projects and tasks, record the work actually performed and reserve the resources you need. Operational data can flow directly into invoicing, costs and commissions.

Project overview and management

Each project has its own overview where you can manage the people involved, project description, evaluation and lessons learned, while also tracking tasks by status and costs by type. A project includes dates and can have conditions related to discounts, contracts and invoicing. The project list can be searched and filtered, and a new project can be created directly from the overview.

Project agenda

In addition to standard activities and manually entered meetings or notes, a project can contain ideas, open points, risks and issues. Quotations and orders can also be linked to the project, keeping the sales and delivery stages in the same context and making their development traceable from one place.

Work performed and project finances

Erpena tracks the actual work recorded by individual people by month and allows it to be filtered by worker. When recording work, you can specify a product representing labour, travel or accommodation, and this data can automatically feed into invoicing, costs and commissions. The project also provides access to its costs, invoices, payments and work logs and can include its own contracts, alerts and attachments.

Views and work planning

The same set of tasks can be displayed according to how the team needs to work at the moment. Available views include grouped lists by assignee, status, due date or priority, a compact mode for larger task volumes, Kanban, a table with filters and optional columns, and a calendar. Users can quickly narrow the view, for example, to their own tasks, all available tasks or tasks they created themselves.

Task detail and structure

A task can be simple, complex or private and includes a title, status, description, dates, comments and attachments. More complex work can be divided into an arbitrarily deep hierarchy of subtasks, and a history of changes can be reviewed later. Repetitive types of work can be created more quickly using prepared templates.

Time, customer and billing

A task can be linked to a customer or project and use the corresponding pricing conditions and discounts from that context. For a billable task, billing can be determined by a product or entered manually, while time spent can be reported or tracked directly during the work. After completion, Erpena can automatically create related billing and cost items from the work performed.

Resource records and planning

Resources can be searched and filtered in a dedicated list, and each resource has its own detail with core parameters and an overview of reservations. A combined calendar shows resources together with users, making it possible to plan the availability of people, equipment, rooms or other shared capacity in a single time view. Reservations can be created directly from the calendar or resource detail, and alerts can also be attached to a resource.

Customer support

Customer requests, their resolution and registered inventory in one place. Customers can submit and track requests through the self-service portal.

Request queue and overview

Requests can be tracked in grouped lists, a compact view or Kanban and filtered by different parameters and scopes, for example only your own tickets or tickets you created. The support dashboard shows request counts, average resolution and response times, long-running tickets, the distribution of individual types and trends over time. Managers and agents therefore have an operational overview of the entire support queue.

Resolving an individual request

The request detail contains its status, description and other parameters, comments from the requester and agents, and a history of changes. The assigned agent can be changed while work is in progress, and Erpena can also track the time spent on the specific request. E-mail notifications can be sent automatically when changes occur, keeping both the requester and the internal team informed about progress.

Customer self-service

Customers can submit a new request directly through the self-service portal and track its progress in the same way. The customer view uses the same underlying agenda as the internal part of the system, but is limited to tickets that the specific customer is allowed to access.

Inventory structure

Inventory can be organised into a custom hierarchy of groups and subgroups based on equipment, location or any other structure that makes sense for the company. A new item can be inserted at a specific position in the structure, and existing items or entire groups can be moved as needed without losing related information.

Item detail and related agenda

The inventory item detail contains its core information, location, description and unique QR code. The same place also provides an activity timeline, open tasks related to the item, alerts and attachments. Inventory can therefore serve not only as an asset list but also as context for service or operational work.

Products and pricing

Products, services, recurring products, price lists, individual pricing, discounts and rules that determine what can be offered and under which conditions.

Products and services

The product catalogue supports both standard and generic products and allows larger sets of items to be imported in bulk. A generic product can receive its own name and price when used in a specific case, while a recurring product can create a regular charge according to a configured period and can optionally bill a proportional amount. Products can have multilingual names based on the customer's communication language, VAT and accounting information, can be made available only to selected customers, and can be temporarily deactivated.

Prices, discounts and price lists

A selling price can be scheduled for the future, and Erpena also keeps its history. In addition to the standard price, individual prices can be set for specific customers, while discounts can be percentage-based or fixed and applied generally, to selected customers or to specific projects. The product structure can be used as a price list, with discounts applied to entire groups, rows or columns.

Cost prices

A product's cost price can be a simple fixed amount or vary by quantity. Different cost prices can also be maintained by supplier and, where needed, further differentiated for a specific customer or project. This allows the system to use a cost that reflects the actual business context in subsequent evaluation.

Product rules

Product rules validate whether a combination of items in a quotation or order is allowed. Products can be mutually exclusive, one product can require another item or a product from a specific category depending on quantity, and the system can prevent a mandatory item from being removed. These rules help keep quotation configurations consistent even with a more complex product portfolio.

Billing and invoicing

Billing data can be created automatically as work is completed in other modules. Erpena collects and prices it, then prepares it for billing periods and final documents.

Automatic creation of billing items

Billing items do not have to be entered manually at the end of the period. Erpena can create them continuously from a completed billable task, a closed work log, work recorded on a project or a completed order. Recurring products and manually entered one-off charges can flow into billing in the same way.

Billing periods and bulk processing

Billing data can be divided into different billing periods based on how the company charges its customers. Each period shows its status and the invoices it contains, and the resulting documents can be reviewed in a preview before closing. Invoices can then be closed individually or in bulk and, once completed, can also be sent to customers by e-mail in bulk.

Invoices and tax documents

In addition to invoices created from billing, a one-off invoice can also be issued manually and an unclosed document can still be edited. Erpena supports VAT payers and non-payers, reverse charge, advance invoices, tax documents for received advance payments and corrective tax documents. Receipts and separate cash registers with their own numbering series are also supported.

Outputs, export and item processing

An issued invoice can be generated as a PDF, including a detailed item attachment, or in ISDOC format. Selected documents can be exported to accounting systems, while numbering is handled automatically according to configured number series. When the final invoice is assembled, discounts can be applied, identical items can be grouped and the appropriate rounding method can be selected.

Overview and financial control

The billing dashboard shows the current volume of invoiced and uninvoiced amounts and their development by month. It also displays receivables before and after their due date, including the number of overdue days, and supports multiple currencies and multiple accounting entities with their own VAT settings. Customer financial limits can either trigger a warning before further business or completely block a new order.

Finance and management

Payments, costs, commissions and reports build on the same operational data. This makes it possible to trace what each financial item is based on.

Payment import and matching

Bank payments can be imported into Erpena and automatically matched to issued invoices using their identifiers, such as the variable symbol. If the system cannot identify a payment, the user can assign it manually. Processed payments can then be exported to the accounting system.

Advances, payment notices and refunds

Erpena also works with advance payments and related tax documents, which can also be generated as PDFs. A payment can first be recorded as a payment notice and then matched to the bank transaction once the funds are actually received. If money needs to be returned, the system supports partial and full refunds together with the related tax document.

History and multiple currencies

Each payment has a detail view where its information can be edited within the permitted scope. The system keeps both transaction history and the history of links between payments and invoices, making it possible to trace how an amount was used. An incorrectly entered payment can be reversed, and the payment agenda supports multiple currencies.

Cost items and supplier invoices

Cost items and supplier invoices have their own table views from which their details can be opened. A cost can be entered manually, while a supplier invoice contains information about the supplier, recipient and individual items. Completed cost documents can be exported to the accounting system according to the configured process.

Automatic cost generation

Costs can be created automatically when the related work or consumption occurs. Erpena can use the hourly rate of a specific user, a product's cost price or a configured commission and prepare the corresponding cost item from the result. These data can then be used to automatically prepare a supplier invoice for an internal worker or external supplier.

Commission overview and calculation

Commissions are tracked by period and user and can be based on reported hours as well as sold goods. Erpena can create commission items automatically according to configured rules, and an authorised user can then view the individual rewards, filter them and trace each one back to the specific work or sale that generated it.

Link to costs

Calculated commissions can be transferred to the cost agenda and used to generate a supplier invoice. For a selected user, it is also possible to display an overview of supplier invoices related to their rewards.

Available reports

Erpena includes a predefined set of reports, and users only see the outputs available to them. Depending on its type, a report can be downloaded in supported formats and used for further processing or sharing. These outputs complement the live dashboards built into the individual operational modules.

More options

More system features

In addition to the six main areas, Erpena includes cross-functional and supporting features for suppliers, contracts, alerts, automation, users and system administration.

Suppliers and contracts

Manage supplier relationships, cost prices, incoming invoices, payments, contracts and alerts in the same context as your customer operations.

Supplier overview

Suppliers have their own searchable and filterable list, and a new supplier can be created separately or an existing customer can also be marked as a supplier. The supplier dashboard brings together core parameters, activity and current tasks, while addresses, contacts, attachments and the history of system-sent e-mails are also available from one place.

Products and financial context

Products provided by a supplier and their cost prices can be recorded directly with that supplier, allowing the supplier relationship to feed into cost calculations. Tasks, incoming supplier invoices, outgoing payments, contracts and alerts can be linked to the same supplier, keeping the complete supplier agenda in one shared context.

Contract records

Contracts have their own searchable and filterable overview and can be created as standalone records or in connection with other parts of the system. Contract parameters can be edited, the attached document can be opened or downloaded, and alerts can be managed for important dates or follow-up steps.

Managing alerts

Alerts have their own central searchable and filterable list. Users can create new alerts or edit existing ones and use them directly with specific objects such as a customer, project, contract or resource, where they help monitor important dates.

Automation and administration

Configure roles, access rights, company parameters, templates and automation rules so Erpena matches the way your company works.

Rule configuration and control

An automation rule connects a defined condition with an action that is performed automatically when the condition is met. Rules can be searched, created and edited, temporarily paused and later reactivated. The execution history makes it possible to verify when an automation ran and which data it acted on.

Users, roles and data access

Users can be assigned one or more roles that determine which parts of the system they can access. Erpena supports organisational structures, user groups and skill records and, in addition to module permissions, can also restrict access to specific data, for example only selected customers or projects.

Company and billing settings

Administration includes the core company and accounting parameters, including company accounts, addresses and the e-mail server. VAT rates can be configured with changes effective from a future date, together with numbering series, accounting entities, financial limits and rounding methods. Cash registers and their numbering series, as well as exchange rates used for conversions, can be managed separately.

Templates, reference data and system records

For recurring work, you can prepare e-mail templates, task templates and quotation or order templates, and use custom reference lists and predefined tags. Administration also keeps system records important for operational control – the history of sent e-mails, accounting exports, recorded time and bank imports, including errors that need to be resolved.

User settings and integrations

Each user has a personal profile and can change their photo or password and configure how they want to receive notifications. From their settings they can also manage Google Calendar synchronisation and the mobile app connection, allowing day-to-day work to be adapted to their device and the way they use Erpena.