Intro – the problem in one line
Solar Connect was expanding rapidly across South India, but growth was slowed by fragmented processes and people working from spreadsheets. Leads were slipping through gaps, project costs were unclear until the end of jobs, and field teams spent more time chasing paperwork than fixing problems. We created a BRD to convert that operational chaos into a pragmatic, prioritized plan for implementation.
Our approach — diagnose, document, prioritize
First, we mapped Solar Connect’s existing workflows end-to-end: how leads entered the system, how deals converted to projects, how materials moved from central warehouses to sites, and how AMCs (annual maintenance contracts) were managed after installation. We interviewed users from sales, project delivery, warehouse, finance and field service to capture pain points and exceptions that spreadsheets had masked. From those conversations we produced a clear, implementable BRD that didn’t just list features , it explained why each feature mattered and how success would be measured.
After analysing their system, we recommended ERPNext as the preferred platform for their future implementation. ERPNext matched Solar Connect’s needs for modularity, multi-warehouse inventory, project accounting and field-service support while keeping total cost of ownership low.
What the BRD contains
The BRD bundles three things you can act on immediately: a prioritized MVP (Phase-1) to get fast wins, a Phase-2/Phase-3 backlog for growth features, and acceptance criteria for the top features so vendors and developers know when work is “done.” It also includes integration points (webforms and WATI for lead capture, e-invoice/e-waybill hooks, and electricity-bill data extraction), a role/permission matrix to reduce access-based errors, and reporting specs so leadership gets the KPIs they need without spreadsheet gymnastics.
Key benefits Solar Connect gained
Fewer manual tasks, better focus. The BRD automates common handoffs: webform leads feed directly into the CRM, deals convert to projects with one click, and AMC schedules auto-create service tickets. That removes repetitive data entry and reduces human error, freeing staff to focus on customer-facing work.
Faster conversions and predictable follow-ups. By defining a stage-based lead pipeline with automated reminders and ownership rules, follow-ups become consistent. Standardizing the lead→deal→project path creates accountability and reduces leads “stuck” in limbo — which translates to quicker revenue realization.
Clear project visibility and early margin signals. The BRD introduces project templates, cost buckets and timesheet rules so project managers can see burn rates and material costs in near real-time. Early insight into overruns makes corrective action possible before a project becomes loss-making.
Accurate inventory and reliable costing. Moving away from Excel, the BRD specifies multi-warehouse management, project-site warehouses, material requests, and stock transfer flows. Serial/batch tracking and stock valuation rules ensure materials are correctly allocated to projects and finance can close books faster.
Improved field service and recurring revenue. AMC automation, warranty logic, and mobile-friendly ticket flows mean technicians get the right context on site, SLA breaches are visible, and renewal opportunities are easier to capture — improving both retention and upsell potential.
A realistic implementation path. Rather than solving everything at once, the BRD defines a lean, high-value Phase-1 (MVP) that makes the biggest operational difference with the least lift — letting Solar Connect realize benefits quickly while keeping Phase-2/3 for scale features.
Why ERPNext
ERPNext was recommended after evaluating Solar Connect’s functional needs, budget constraints and growth path. The platform provides built-in modules that align closely with the BRD requirements: CRM & lead capture, Projects, multi-warehouse Inventory, Service/Helpdesk for AMCs, and integrated Accounting. ERPNext’s configurability reduces the need for extensive custom code, which lowers implementation risk and long-term maintenance overhead — making it a practical choice for a fast-growing solar services company.
Expected business outcomes
Though exact numbers depend on operations and adoption, Solar Connect should expect: less time spent reconciling Excel sheets, faster lead response (improving conversion), earlier project margin visibility (reducing surprises), fewer stock discrepancies, and better field-service SLAs (making AMCs a reliable revenue stream).
Client perspective
“The BRD turned our operational pain points into a clear, executable roadmap. We now have a platform recommendation and a phased plan to scale.” — Solar Connect (paraphrased)
