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Enterprise Resource Planning (ERP) systems are essential for businesses to coordinate various aspects, like human resources, finances, project management, and data analytics.
While many companies find that off-the-shelf solutions like SAP or NetSuite meet their needs just fine, we at JetRuby found that these options didn’t quite hit the mark for us.
Our work environment is fast-paced, client-focused, and innovation-driven. We realized that instead of forcing ourselves to work with rigid, one-size-fits-all software, it made a lot more sense to create our own ERP system tailored specifically to how we operate.
We want to share the reasons behind this decision, the process we went through, and the benefits we’ve seen so far.
Why We Steered Clear of Off-the-Shelf ERP Solutions
From the get-go, it was obvious that off-the-shelf ERP platforms just wouldn’t cut it for us. While these systems work well for businesses with standard operations, JetRuby has a unique blend of hybrid workflows and changing needs.
When we started exploring these ready-made solutions, three major problems stood out:
- Rigid workflows: The predefined processes offered by these platforms clashed with our agile sprint cycles and unique client billing setups.
- High customization costs: Even simple integrations came with hefty price tags that started over $50,000 and took ages to implement.
- Vendor lock-in: We found ourselves at the mercy of external vendors for updates and fixes, which created delays and introduced various risks.
It became clear we were not interested in a generic ERP system. What we really needed was a system that could evolve as our needs changed.
What We Were Really Looking For: Flexibility and Control
Rather than settling for what was available, we decided to build our own solution. This meant that we needed to keep in mind three essential features that we absolutely needed:
- Tailored functionality: We aimed to create tools specifically designed for mood tracking, time logging, sprint monitoring, and even a gamified reward system we named JetCoin.
- Deep integration: We wanted to ensure that our system could sync in real-time with tools we already used like Jira, Slack, Pyrus, and Superset BI, without relying on middleware.
- Scalability by design: The architecture of our system had to be modular, allowing it to grow with us, while also including built-in security through KeyCloak and maintaining control on-site.
The end result was a system that truly fits our people, our processes, and the pace at which we work.
From Idea to Blueprint: Planning Our ERP
During the ideation phase, we focused on defining what success would look like, gathering input from different parts of the company, and designing our solution with growth in mind.
We kicked things off by pinpointing the key challenges we wanted the ERP to address. Three objectives quickly emerged:
- Streamline operations: We needed to simplify time tracking, payroll, and admin tasks that were slowing down our teams.
- Support employee engagement: The well-being of our employees was a priority, and we wanted to track mood, recognize achievements, and gather feedback efficiently.
- Enhance decision-making: Management required unified dashboards that showcased real-time data covering projects, personnel, and financial aspects.
And our goal wasn’t just to automate existing tasks. We were focused on creating tools that genuinely helped our employees perform at their best.
Gathering Input and Aligning Goals
To ensure that our project represents everyone’s needs, we involved key stakeholders from the very beginning:
- Delivery managers highlighted issues in project tracking and resource planning.
- HR focused on automating tasks and improving employee satisfaction.
- Department heads helped us prioritize features based on the everyday challenges their teams faced.
This collaborative approach allowed us to outline clear value streams, such as:
- Harmony: For improving employee satisfaction.
- DataPulse: For financial insights.
- Delivery clarity: For enhanced project visibility.
- OmniOps: For standardized processes across all teams.
One Platform, Not Two
Originally, we considered splitting the ERP into two separate systems: one for internal operations and another for client-facing tools. Let’s call it both sides of the same coin — the Core and Hub.
However, as we brainstormed, we noticed a lot of overlap. That’s why we decided to pivot.
- The Hub transformed into a space for employee collaboration and knowledge sharing.
- We combined both teams to create a single, cohesive system.
The result was a seamless experience where internal workflows and collaboration features integrated easily.
How We Built It: Core Modules and Connected Systems
With our plan in place, we got down to building. We took an agile, modular approach, starting with essential internal tools and later broadening our focus to cross-platform integrations and features that put employees first.
Building the Foundation: Core and Hub
We launched two parallel paths:
- Core: Focused on automating internal tasks like payroll, time tracking, and handling support requests.
- Hub: Initially aimed at external collaboration, it evolved to foster internal communication and team interaction.
Eventually, we merged both components into a unified ERP.
Features That Made a Difference
Every feature we developed served a clear purpose. Here’s what we created:
- Smart forms: Automated requests for things like sick leave, financial support, and IT help.
- Mood and heat maps: Visual tools that provided insight into team morale, performance, and engagement.
- KeyCloak integration: For secure identity management and controlled access across the platform.
We crafted everything with a focus on reducing friction, saving time, and providing our teams with more freedom to work effectively.
Integration: Connecting Existing Tools
Instead of starting from scratch, we aimed for seamless connections:
- Jira: For syncing tasks, time logs, and sprint information in real-time.
- Superset BI: For creating custom dashboards and accessing real-time analytics.
- Pyrus and Project Stage Analysis: To automate project updates and minimize manual work.
Our objective was to create one unified ecosystem where data flows naturally and insights are served up easily.
Prioritizing People
Above all, we genuinely wanted our people to enjoy using the system:
- JetCoin marketplace: A fun rewards (in-house currency) system for acknowledging mentorship, extra contributions, and overtime.
- Feedback tools: For recognizing peers, conducting team check-ins, and fostering continuous improvement.
- Personalized workspaces: Ensuring that each employee sees the information that matters most to them right away.
With real-time analytics, managers could easily monitor contributions and spot signs of burnout early on.
Challenges We Faced — and How We Overcame Them
Building a custom ERP offered us flexibility, but it wasn’t without challenges.
From aligning the team to scaling the system, we encountered a variety of hurdles. Here’s what we learned throughout the journey.
Merging Two Teams, Two Visions
We had two separate development teams working on the Core and the Hub, each with its own goals and coding practices. Merging them was challenging.
To bring everyone together, we:
- Established common coding standards and CI/CD pipelines.
- Held joint retrospectives and sprint planning sessions.
- Invested in cross-training and regular syncs.
This took time, but it ultimately led to a stronger, more cohesive team.
Scaling as We Grew
As our ERP platform grew, so did its complexity. We realized we needed to future-proof our system without hindering our delivery speed.
Here’s how we tackled that:
- With a modular design, we were able to add new features without disrupting existing ones.
- Optimization tools helped identify bottlenecks early on.
- We built time into our roadmap for necessary revamps and cleaning up tech debt.
By planning for growth from day one, we sidestepped painful rewrites down the line.
Keeping Data Secure
With sensitive information flowing through our system, we couldn’t compromise on security. Our focus areas included:
- KeyCloak for secure authentication and controlled access.
- Ensuring TLS encryption for data being transmitted.
- Encrypting stored data in our databases.
- Regular audits and patching to keep vulnerabilities in check.
We remained engaged with security communities to stay updated on new threats.
What Our Team Had to Say
This whole system was shaped by the people who use it every day.
And here’s how different teams experienced the shift.
“Before this, managing time tracking across Jira and our payroll system was a nightmare. Now it’s synced, automated, and I don’t spend Fridays chasing updates.” — Project Manager
“The Jetcoin Marketplace is actually fun. I’ve used my tokens for extra days off and book credits. But more importantly, it made mentorship feel visible and valued.” — Senior Developer
“Our HR processes used to be buried in spreadsheets and Slack threads. Now we have dashboards that show mood trends, feedback, and engagement—all in one place.” — People Ops Lead
“I used to feel like I had no visibility into how other teams worked. Now I can see what’s happening across the company, find the right people to talk to, and share what I know.” — Designer
For us, these are signals that the platform is actually helping people work smarter, stay connected, and feel more empowered day to day.
What We Achieved: Positive Impact Across the Business
After months of building and fine-tuning, our custom ERP is up and running, and it’s already bringing about noticeable benefits. From smoother processes to improved employee engagement, it’s clear we’ve made the right move.
One Platform, Built Just for Us
We replaced a mix of scattered tools with a centralized system that caters to our specific work styles.
And we now have:
- Core modules that manage time tracking, payroll, and admin tasks.
- Hub features that enhance internal communication and resource management.
- Tools focusing on employee engagement like mood maps, JetCoin rewards, and feedback loops.
We automated payroll calculations based on live time logs and leave tracking. Admin requests can now be self-serve, dramatically cutting down on back-and-forth communication and creating time savings.
Additionally, we’ve set up project updates that sync automatically from tools like Pyrus and Jira, freeing our teams to focus on the more critical aspects of their work.
Happier, Engaged Employees
The mood-tracking and recognition tools we put in place have fostered a more supportive feedback culture.
Our JetCoin Marketplace offers rewards for going above and beyond, promoting engagement and camaraderie among our staff. Personalized workspaces ensure that every team member has a clear view of what they need to focus on.
The outcome? Increased employee engagement, better retention rates, and a more connected workplace.
Smarter Decisions Backed by Data
With data consolidated from various systems and visualized using Superset BI, our leadership now enjoys the ability to:
- Keep an eye on project health and efficiently allocate resources.
- Make quicker, informed decisions regarding staffing, budgets, and timelines.
- Monitor essential financial metrics and performance trends without relying on manual reporting.
Information that previously sat in separate silos is now just a few clicks away.
Build or Buy? How We Made the Call
When we first recognized the need for a better system, building our own ERP wasn’t the obvious choice.
Like most companies, we started by exploring what was already on the market. We evaluated leading solutions like SAP, NetSuite, running product demos, reading case studies, and even piloting trial accounts.
On paper, these platforms offered the basics — payroll, time tracking, dashboards. But the more we explored, the more we realized how much we’d need to customize just to meet our everyday needs.
We broke down the decision using a few key criteria:
- Flexibility: Could it adapt to our hybrid workflows and evolving structure?
- Speed to change: How quickly could we roll out updates or fixes without vendor delays?
- Integration: Would it play well with our existing stack—Jira, Slack, Pyrus, Superset BI?
- Ownership: Could we fully control our data, processes, and user experience?
We also looked at cost. And not just licensing fees, but the long-term costs of workarounds, custom dev, and delayed decisions. Over five years, building our own platform proved more cost-effective and better aligned with how we actually operate.
Once we presented the trade-offs to leadership (with projections, mockups, and a phased build plan) the decision was unanimous: custom was the way forward.
What’s Next: Looking Ahead
The next steps bring more initiatives and enhancements.
We are committed to refining our ERP based on genuine feedback and performance metrics. We’re excited to expand current value generators like OmniOps for standardizing processes and DataPulse for financial insights while also introducing new features such as:
- ClientSuccess: For tracking client feedback and project satisfaction.
- InnovationHub: For encouraging internal ideas, hosting hackathons, and enabling training opportunities.
We plan to run additional A/B tests and gather user feedback to ensure that we’re prioritizing what adds the most value.
We have also started connecting AI tools like ChatGPT via API, and we’re just scratching the surface of what’s possible. Our ideas include:
- Automating reports and summarizing data.
- Offering AI chat support for common HR or policy inquiries.
- Utilizing predictive analytics for planning resources and forecasting demand.
- Performing sentiment analysis on team feedback to address potential issues early on.
As AI technology advances, we’re keen on incorporating it into our ERP system in a thoughtful way.
Conclusion: Why Building Our Own ERP Was the Right Decision
While off-the-shelf ERP systems might suit companies with standard operational patterns, JetRuby is different.
We operate quickly, using hybrid teams and an approach that marries internal innovation with client service. We needed a platform that reflected our pace, priorities, and the character of our people.
- By creating our own ERP, we gained the ability to:
- Automate the aspects of our work that matter most.
- Develop tools that truly mirror our way of operating.
- Access real-time insights that influence better decision-making.
- Make the employee experience a fundamental part of the system—not an afterthought.
Was it more labor-intensive upfront? Definitely.
But the benefits — more efficient workflows, happier teams, and improved business outcomes.
If you have any questions left, please don’t hesitate to contact us and discuss your disruptive ideas!
