Case study
Jogans Coffee
A dozen spreadsheets replaced by one ERP
- Coffee business
- Custom ERP
The brief
Jogans Coffee ran its operation on spreadsheets. Stock, suppliers, orders, and reporting were spread across separate files.
Spreadsheets work until two people need the same number at the same time. The client described the problem as “a dozen spreadsheets” and the result as “a single source of truth”. The brief was to move the whole operation (stock, suppliers, orders, and reporting) into one system the team would use every day.
What we delivered
What the client can do now that they couldn't do before.
Stock in one place
Stock levels live in the ERP rather than in a file open on somebody's laptop, so the number the team acts on is the current one.
Suppliers and purchasing together
Supplier records and the ordering that depends on them sit in the same system as the stock they affect, instead of in separate files that have to agree by hand.
Orders on the same data
Orders run through the ERP, which makes what was sold and what is left two views of one dataset rather than two documents to reconcile.
Reporting off live operations
Reports read from the same data the team works with every day.
How we build systems like this
Replacing spreadsheets is mostly about structuring the data. The files themselves aren't the problem; the problem is that each one holds its own version of the numbers. This is how we approach an operations system of this kind, on any project.
This section describes how we approach this type of project in general. It is not a technical record of what we built for this client.
Map how stock moves, then design the screens
Stock, suppliers, orders, and reporting are four views of the same movements. We first map what adds stock, what reserves it, and what uses it up, so every screen built afterwards reads from one set of numbers.
Odoo or custom, decided before the build
Some operations fit Odoo's standard modules closely enough that configuring Odoo is the fastest option. Others need a custom application because the workflow is specific to the business. We make that decision with you during scoping and explain our recommendation. Odoo packages start at €4,900, and custom web application packages at €7,900.
Permissions that make shared data safe
Who can adjust stock, who can approve a purchase, who can see margins. We build these permissions into the data model, which is what lets a whole team share one system with confidence.
Getting out of the spreadsheets
The spreadsheets hold the existing data, and they are messy. We import them, flag the rows that conflict instead of silently picking one, and keep the old files available during a transition period, so nobody has to rely on the new system blindly on day one.
Hosting, backups and handover
Depending on that scoping decision, a system like this runs either as a custom app (typically Next.js and Node.js with Postgres, on Vercel and Supabase) or as a managed Odoo instance. Either way, you get backups, a way to upgrade, and training on the workflows your team uses every day.
Tools we use for systems like this
- Odoo
- Next.js
- Node.js
- Vercel & Supabase
In the client's words
“Our whole operation — stock, suppliers, orders and reporting — now runs through one ERP Codinou built for us. We finally have a single source of truth instead of a dozen spreadsheets. Responsive, on time, and easy to use.”
The service behind this work
Odoo & ERP solutions
Software for stock, suppliers, orders, and reporting. Packages from €4,900, with licenses and running costs stated up front.
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