REPASSA ERP

REPASSA is a Singapore industrial trading and engineering company (established 1992) that supplies hygienic equipment - sanitary hoses cut to order, fittings, pumps and consumables - to the food and pharmaceutical industries across South-East Asia.

Before working with us, every customer enquiry began as a quotation priced by hand: a buying price in one currency, a manually keyed exchange rate, then freight, import tax and margin stacked on top to reach a selling price. Because those factors were re-entered on every quote, pricing drifted and a rep could unknowingly sell below cost. Accepted quotes then had to be re-typed into work orders, purchase orders to overseas suppliers, delivery orders and finally invoices - each hand-off a chance for numbers to slip. Purchase orders could not be edited after creation, the same customer was entered three slightly different ways, and quotation PDFs printed with awkward page breaks. With several country offices ordering between each other, the whole quote-to-invoice cycle ran on manual coordination that was slow, error-prone and impossible to report on cleanly.

We built a purpose-built web ERP that turns the entire process into one linked document chain - Quotation, Work Order, Purchase Order, Delivery Order and Invoice - where each step carries its data forward automatically, so nothing is ever re-keyed. A guided pricing engine calculates the true cost floor from buying price, exchange rate, freight and tax, and stops a rep from quoting below it, while exchange rates stay centrally controlled and read-only. Quotes can be revised in place (R1, R2) under the same number, accepted quotes convert into a work order in one click, and purchase orders can finally be edited instead of scrapped and rebuilt. Central customer, supplier and product registries warn on near-duplicate names at entry, country-based access keeps each office to its own data, and a dashboard gives management a live view across the business.

What other businesses can take from this:

• Make the linked document chain the backbone - enter data once and let it flow from quote to invoice.
• Build pricing guardrails into the software (a cost floor reps cannot undercut) instead of relying on people to remember.
• Catch duplicate customers and suppliers at the moment of entry to keep reporting clean.
• Let documents be revised in place with an audit trail, instead of deleted and recreated.
• Change status as a side-effect of real actions - created, delivered, invoiced - not a manual dropdown.