**Proposal for ERPNext-Based Project Bidding and Management System** **1. Introduction** **1.1 Project Overview** This proposal outlines the implementation of an ERPNext-based system for streamlining project bidding, execution, and payment management for students and contractors. The solution will leverage ERPNext’s built-in modules and custom workflows to facilitate efficient project lifecycle management. **1.2 Objectives** \- Provide a centralized platform for project posting and bidding.\ \- Automate bid evaluation and award process.\ \- Enable real-time project tracking and communication.\ \- Streamline approval and payment processing.\ \- Ensure transparency and accountability in project management. **2. Solution Approach** **2.1 ERPNext Selection** ERPNext is chosen for its flexibility, modularity, and ease of customization. It offers robust project and financial management tools that align with the requirements of this system. **2.2 Key Features** 1\. Project Posting & Bidding\    - Project owners can post new projects via the ERPNext website.\    - A structured bid submission form captures essential details (timeline, budget, proposal documents).\ \ 2\. Proposal Evaluation & Awarding\    - Board members review and shortlist bids.\    - Top candidates present their proposals before project selection.\    - Notifications are sent to all relevant stakeholders.\ \ 3\. Project Execution & Tracking\    - Contractors report progress within ERPNext.\    - Milestones and deliverables are tracked.\    - Automated notifications for deadlines and meetings.\ \ 4\. Submission & Approval\    - Contractors submit project deliverables for review.\    - Board members approve or request modifications.\    - Version-controlled documentation is maintained.\ \ 5\. Payment Processing\    - Approved projects trigger automatic invoice generation.\    - Integration with PayPal for seamless financial transactions.\    - Finance team notified for processing payments. **3. Implementation Plan** **3.1 System Configuration & Setup** \- Deploy ERPNext on a dedicated cloud or on-premise server.\ \- Configure necessary modules: Projects, Accounting, Website, Discussions.\ \- Define user roles and permissions for board members, students, and finance teams. **3.2 Customization & Development** \- Develop custom web forms for bid submission.\ \- Automate workflows for bid evaluation, project approval, and payments.\ \- Integrate PayPal for seamless financial transactions. **3.3 Testing & Deployment** \- Conduct system testing to ensure workflow accuracy.\ \- Train stakeholders on using the platform.\ \- Deploy the system and monitor performance. **4. Project Timeline** | Phase | Duration | Key Deliverables | | ----- | -------- | ---------------- | | System Setup & Configuration | 1 weeks | ERPNext deployment, user roles setup | | Customization & Development | 3 weeks | Bid submission forms, automated workflows | | Testing & Training | 1 weeks | User acceptance testing, training materials | | Deployment & Monitoring | 2 weeks | System go-live, performance tracking |   **5. Estimated Cost** The estimated cost for this project is **$1600** which includes:\ \- Development and deployment.\ \- Testing and quality assurance.\ \- Training.\ \- Post-deployment support for 3 months. **6. Conclusion** This proposal presents a comprehensive solution for managing project bidding and execution using ERPNext. With its modular architecture, cost-effectiveness, and flexibility, ERPNext is the ideal platform to address your organization’s needs while ensuring scalability and seamless integration for future enhancements. We look forward to collaborating on this project and are confident in our ability to deliver a system that exceeds expectations. **Contact Information** Eric Mmasi Welangai\ Director, Binary Core Systems\ [welangaieric@gmail.com](mailto:welangaieric@gmail.com)\ \+254110517055