NexaERP

Run finance, inventory, and operations from one cloud system.

NexaERP is a cloud SaaS ERP for small and mid-sized businesses that need one system to manage orders, inventory, purchasing, accounting handoff, and basic operations. It helps teams replace spreadsheets and disconnected tools with a single source of truth for day-to-day work and management reporting.

Business Goals

  • Reach 50 paying customers within 6 months of launch.
  • Achieve a 20% free-to-paid conversion rate within 90 days of trial start.
  • Keep monthly logo churn below 3% by month 9.
  • Drive at least 40% of new signups through referrals, partner channels, or content within 12 months.

User Goals

  • Let operations teams create and track orders without spreadsheet duplication.
  • Give finance teams clean invoice and payment status visibility.
  • Help warehouse and inventory staff see stock levels and replenishment needs in real time.
  • Let managers review business performance from a single dashboard.
  • Reduce the time needed to close daily operations tasks from hours to minutes.

Non-Goals

  • Not building a full manufacturing MES or shop-floor control system in v1.
  • Not replacing a certified accounting platform for statutory bookkeeping in every region.
  • Not supporting highly customized, enterprise-grade workflow engines in the MVP.
  • Not shipping a native mobile app before the web product proves core adoption.

Operations Manager Priya, 38 - Priya runs day-to-day operations for a 25-person distributor. She is juggling orders, stock, and purchasing across spreadsheets, email, and a legacy invoicing tool.

Operations Manager Priya, 38

  • As an operations manager, I want to see order status, stock levels, and pending purchase needs on one dashboard, so that I can prioritize work quickly.
  • As an operations manager, I want alerts when stock drops below reorder thresholds, so that I can avoid stockouts.
  • As an operations manager, I want to approve or reject exceptions in a workflow, so that unusual orders do not get processed blindly.

Finance Lead Daniel, 44 - Daniel owns invoicing, receivables, and monthly reporting. He needs reliable data from operations without manually reconciling exports from multiple systems.

Finance Lead Daniel, 44

  • As a finance lead, I want invoices generated from fulfilled orders, so that billing is fast and accurate.
  • As a finance lead, I want payment status and aging views, so that I can follow up on overdue accounts.
  • As a finance lead, I want exportable transaction summaries, so that I can share clean data with my accounting system.

Warehouse Supervisor Elena, 31 - Elena manages stock intake, picking, and shipping for a small warehouse. She needs simple tools that work quickly during busy periods and on shared devices.

Warehouse Supervisor Elena, 31

  • As a warehouse supervisor, I want to scan items into stock and out of stock, so that inventory stays accurate.
  • As a warehouse supervisor, I want pick lists generated from approved orders, so that fulfillment is faster.
  • As a warehouse supervisor, I want to flag damaged or missing items, so that exceptions are visible to operations and finance.

Core ERP workspace · High priority

  • Provide a unified cloud workspace for orders, inventory, customers, suppliers, and invoices.
  • Users can create, edit, search, and filter customers, suppliers, products, orders, invoices, and stock movements.
  • Every record has an audit trail showing who changed what and when.
  • Users can save list views and sort by status, date, location, and amount.
  • Global search must return results within 2 seconds for common queries.
  • Permission checks must prevent unauthorized access to financial and sensitive fields.

Order-to-cash flow · High priority

  • Support the end-to-end flow from sales order creation through fulfillment and invoicing.
  • Orders can be created manually or imported from CSV.
  • Orders move through draft, approved, picked, shipped, invoiced, and paid states.
  • Fulfillment quantities can be partial, with backorders tracked separately.
  • Invoice creation can be triggered from shipped or fulfilled orders.
  • Invalid transitions, such as invoicing an unapproved order, must be blocked with clear error messages.

Inventory management · High priority

  • Track stock by SKU and location with replenishment and movement controls.
  • Inventory must support multiple warehouses or storage locations.
  • Each stock movement records source, destination, reason, and timestamp.
  • Low-stock thresholds generate alerts and reorder suggestions.
  • Users can adjust stock with mandatory reason codes and optional attachments.
  • Negative stock should be blocked by default unless an admin override is enabled.

Billing and reporting · Medium priority

  • Provide operational billing summaries and management reporting without full accounting replacement.
  • Dashboards show revenue, open invoices, overdue invoices, stock value, and order backlog.
  • Users can export reports to CSV and PDF.
  • A basic journal or ledger export can be generated for accounting sync.
  • Date range filters, entity filters, and drill-down navigation are required.
  • Report numbers must reconcile to underlying transactional records.

Administration and access control · Medium priority

  • Control teams, roles, permissions, and tenant-level settings for secure multi-company use.
  • Support multi-tenant organization separation with tenant-scoped data isolation.
  • Role templates include admin, operations, finance, warehouse, and read-only.
  • Invite flow supports email-based onboarding and password reset.
  • Session timeout and optional SSO should be configurable for higher tiers.
  • All sensitive actions must be logged in an audit trail.

Quick Setup Onboarding

  • Create workspace and company profile in under 3 minutes.
  • Invite 1 to 3 teammates by email.
  • Import products, customers, and opening stock from CSV templates.
  • Connect payment or accounting integration later, not required for first value.
  • Reach first usable dashboard within 15 minutes of signup.
  • See a guided checklist that confirms readiness for orders, inventory, and invoicing.

1. Create the company workspace

  • A new customer signs up, names the company, selects currency, tax region, and warehouse count.
  • Validate required business fields before proceeding.
  • Support a demo mode with sample data if the user skips imports.
  • Store tenant settings separately from transactional data.

2. Import core data

  • The user uploads CSV files for products, customers, suppliers, and opening stock.
  • Show row-level validation errors with downloadable fix files.
  • Allow mapping of CSV columns to system fields.
  • Reject duplicate SKUs and duplicate customer identifiers with clear resolution options.

3. Set permissions and locations

  • The admin creates roles and defines warehouse or location access.
  • Offer default role templates with editable permissions.
  • Prevent users from seeing locations they are not assigned to.
  • Allow invite resend and pending invite management.

4. Operate orders and inventory

  • Teams create orders, reserve stock, pick items, ship goods, and update inventory.
  • Surface low-stock warnings during order creation.
  • Allow partial fulfillment and backorder handling.
  • Provide mobile-friendly scan input on shared warehouse devices.

5. Invoice and review performance

  • Finance converts fulfilled orders into invoices and managers review dashboards.
  • Block invoice creation if fulfillment is incomplete unless partial billing is enabled.
  • Show aging, revenue, and backlog trends by date range.
  • Support export to CSV and PDF for external sharing.

Power Features and Edge Cases

  • Custom approval workflows for orders above a threshold.
  • Multi-warehouse stock transfers with transfer status tracking.
  • Saved dashboard widgets per role and per user.
  • Webhook notifications for order shipped, invoice overdue, and low stock.
  • Bulk actions for importing corrections, reassigning records, and closing periods.
  • Handling of credits, returns, and stock adjustments without corrupting inventory totals.

Design, Accessibility, and Speed Principles

  • Dashboard-first navigation with clear left nav and global search.
  • High-contrast tables and status chips for fast scanning.
  • Keyboard accessible forms, modals, and table actions.
  • Responsive layouts for desktop and warehouse tablets.
  • Fast initial load target under 2.5 seconds on standard broadband.
  • Inline validation with plain-language error messages and no jargon.

Priya used to manage orders in spreadsheets, inventory in a separate system, and billing in email threads. Every afternoon she spent an hour reconciling what had shipped, what was still pending, and what could actually be invoiced.

With NexaERP, she imports her product list, invites her warehouse lead, and starts processing orders from a single dashboard. Low-stock warnings appear before customers are disappointed, and invoices are generated the moment shipments are confirmed.

By the end of the first month, Priya’s team is spending less time fixing data and more time fulfilling orders. Her leadership gets cleaner reporting, finance closes faster, and the business can grow without adding the same amount of admin overhead.

User-Centric Metrics

  • 80% of active users complete onboarding and import at least one dataset within 24 hours.
  • Reduce average time from order creation to invoice generation by 50% within 90 days.
  • At least 70% of active customers use the dashboard weekly.
  • Cut inventory adjustment errors by 40% within 6 months.
  • Keep first-response workflow completion under 10 minutes for common operational tasks.

Business Metrics

  • Reach 25% trial-to-paid conversion by month 6.
  • Maintain gross monthly retention above 95%.
  • Achieve net revenue retention of 105% or higher by month 12.
  • Grow active workspaces by 15% month over month after launch stabilization.

Technical Metrics

  • 99.9% uptime measured monthly.
  • P95 page load under 2.5 seconds on key app screens.
  • P95 API response under 400 ms for common list and detail endpoints.
  • Zero critical security incidents and successful quarterly access review completion.

Tracking Plan

  • signup_completed
  • workspace_created
  • csv_import_completed
  • first_order_created
  • order_status_changed
  • invoice_generated
  • low_stock_alert_viewed
  • user_invited
  • integration_connected
  • dashboard_report_exported

Technical Needs

  • Frontend built with Next.js and React for fast dashboard interactions.
  • Backend API built with Node.js and TypeScript using NestJS or Fastify.
  • PostgreSQL for transactional data with row-level tenant isolation.
  • Redis for caching sessions, queues, and dashboard aggregates.
  • Object storage such as S3 for CSV imports, exports, and attachments.
  • Background jobs via BullMQ or a managed queue for imports, invoices, and notifications.
  • Observability with OpenTelemetry, structured logs, and error tracking such as Sentry.

Integration Points

  • Stripe for subscription billing.
  • QuickBooks Online or Xero for accounting export and sync.
  • Google Workspace or Microsoft 365 for email-based invites and notifications.
  • Twilio or SendGrid for transactional email and alerts.
  • Optional barcode scanner input through standard browser camera or USB HID support.

Data Storage & Privacy

  • Use tenant-scoped data partitioning and strict authorization checks on every query.
  • Encrypt data in transit with TLS 1.2+ and at rest using managed cloud encryption.
  • Support GDPR and CCPA requests for export, deletion, and access of personal data.
  • Store audit logs separately from editable business records to preserve compliance history.
  • Minimize sensitive data collection and avoid storing payment card data directly.

Scalability & Performance

  • Design read-heavy dashboards with cached aggregates refreshed asynchronously.
  • Use pagination and server-side filtering for large tables with thousands of rows.
  • Process CSV imports and report generation asynchronously to avoid blocking the UI.
  • Support horizontal scaling of the API and background worker tier.

Potential Challenges

  • Complex ERP workflows can balloon scope; mitigate by shipping order-to-cash and inventory first with strict non-goals.
  • Import data quality may be poor; mitigate with strong validation, mapping help, and fix-file exports.
  • Users may expect full accounting parity; mitigate by positioning as operational ERP with accounting integrations, not a full GL replacement in MVP.
  • Tenant isolation bugs would be severe; mitigate with automated security tests, query scoping helpers, and code review checklists.
  • Performance may degrade with large tables; mitigate with indexing, pagination, caching, and load testing on realistic datasets.

Team & resourcing - Small team - 3 engineers, 1 designer, part-time PM, and part-time QA/support.

Phase 1: MVP Foundation · Weeks 1-4

  • Tenant signup and workspace creation
  • Core data models for customers, products, orders, inventory, and invoices
  • Role-based access control
  • CSV import for products and opening stock
  • Basic dashboard with low-stock and order status widgets

Phase 2: Order-to-Cash Flow · Weeks 5-8

  • Order creation and approval flow
  • Fulfillment, shipment, and partial backorder support
  • Invoice generation from fulfilled orders
  • Basic reporting dashboards
  • Audit trail and activity log

Phase 3: Integrations and Automation · Weeks 9-12

  • QuickBooks Online or Xero export
  • Email notifications for low stock and overdue invoices
  • Webhook framework for key events
  • Improved search, filters, and saved views
  • CSV export for reports and accounting handoff

Phase 4: Beta Hardening · Weeks 13-16

  • Performance optimization and load testing
  • Permission polish and admin settings
  • Security review and tenant isolation testing
  • Onboarding checklist and guided setup
  • Beta feedback fixes and release readiness

Paste this into Cursor, Bolt, Lovable, or v0 to start building.

Build a cloud SaaS ERP called NexaERP for small and mid-sized businesses.

Product scope:
A multi-tenant web app for managing customers, suppliers, products, inventory, sales orders, fulfillment, invoices, and operational reporting. The MVP should focus on order-to-cash and stock management, not full accounting replacement.

Core features:
1. Authentication, tenant/workspace creation, invite teammates, role-based access control
2. CRUD for customers, suppliers, products, warehouses/locations, orders, invoices, inventory movements
3. CSV import for products, customers, suppliers, opening stock with row-level validation and downloadable error files
4. Order workflow: draft, approved, picked, shipped, invoiced, paid, with partial fulfillment and backorders
5. Inventory workflow: stock by SKU and location, low-stock alerts, transfers, manual adjustments with reason codes
6. Dashboard: revenue, open invoices, overdue invoices, stock value, backlog, low-stock alerts
7. Export reports to CSV/PDF and activity/audit log
8. Optional integrations stubbed for QuickBooks Online, Xero, Stripe billing, SendGrid email

Primary screens/flows:
Onboarding wizard, main dashboard, orders list/detail, inventory list/detail, invoice list/detail, imports page, reports page, admin settings, user/role management, audit log.

Data model:
Tenant, User, Role, Permission, Invite, Customer, Supplier, Warehouse, Location, Product, StockBalance, StockMovement, SalesOrder, SalesOrderLine, Shipment, Invoice, InvoiceLine, PaymentStatus, Integration, AuditEvent.
Include createdAt, updatedAt, tenantId on all tenant-scoped entities and strict access control middleware.

Tech stack:
Next.js 14 with React and TypeScript, Tailwind CSS, shadcn/ui, Node.js backend with NestJS or Fastify, PostgreSQL with Prisma, Redis for caching and jobs, BullMQ for background processing, S3-compatible storage for imports/exports, Sentry for error tracking, OpenTelemetry for observability.

Implementation requirements:
Use responsive, accessible UI with keyboard navigation and strong empty states. Build server-side pagination and filtering for large tables. Add seed/demo data for a trial workspace. Create clean APIs and reusable components. Make the UI feel fast, professional, and suitable for operations teams.

Please scaffold the app structure, database schema, API routes, core pages, and sample components with realistic placeholder data and sensible defaults.

Business Idea

Create a sass ERP software

Make My PRD

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