Frappe Technologies

India

Aadarana
7,000+ Children, 3 Cities: How Hyderabad NGO Aadarana Automated Donor Management Using ERPNext

About

Aadarana

Founded in 2003 in Hyderabad, Aadarana is a residential home and free on campus school for orphaned and underprivileged children. It has supported 7,000+ children and cares for 300+ today.

Apps implemented

ERPNext

Industry

Nonprofit

Help people to use our tools

We believe our tools like ERPNext can help organizations reduce waste and complexity. Frappe + ERPNext has the potential to be a “full stack” replacement for not only ERP (SAP/Oracle) but also the entire enterprise stack (Java/.NET). With this scope, we should help organizations by providing products and services to help them manage their technology platforms.

Why ERPNext over SAP B1 / Oracle

100% FOSS

Customizable

Future-ready

Challenges

  • Donation-dependent: Caring for 300+ children at ₹140 per child per day (~₹1.5 crore a year) relies entirely on individual and corporate donors, so accurate tracking is critical
  • Three disconnected parts: A residential home, Amitabha Aadarana Vidyalaya (Classes 1–10, 15+ teachers) and fundraising across Bangalore, Hyderabad and Delhi, with no shared systems
  • Paper attendance: ~33,000 handwritten marks a year with no way to query them
  • Scattered donor records: History kept in memory and notes across three cities; receipts written by hand
  • No team visibility: No central view of what each city's fundraising team raised
  • Custom build needed: ERPNext v15 lacks school and non-profit modules, so custom doctypes were built on Frappe Framework

Benefits

  • One database: Aadarana's three parts share a single system, ending manual reconciliation
  • Digital attendance: Teachers mark attendance online
  • Auto receipts: Donation receipts generate and email themselves, freeing up fundraising hours
  • Every rupee tracked: Now a simple query, with each donor's full giving history visible
  • Team reporting: First-ever team-wise reports across Bangalore, Hyderabad and Delhi
  • Donor touchpoints: Automated WhatsApp birthday greetings
  • Secure cloud records: Replaced single-copy notebooks and fragile paper files

Impact

Successful on-time ERPNext go-live

Increased sales order to cash

Increased inventory turnover

  • 70–80% less manual effort: Across operations (delivery engineer's estimate)
  • 153 student records: Moved from paper registers to one system
  • ~33,000 attendance marks a year: Now digital for Classes 1–10
  • Receipts automated: Handwritten slips replaced by auto-generated, auto-emailed records
  • Multi-city visibility: Unified fundraising view across Bangalore, Hyderabad and Delhi
  • 10–15 users: Teachers and fundraisers on secure cloud hosting
"Managing student records, attendance, examinations, and report cards requires accurate and well organized information. Girman Technologies [ERPNext Partner] helped Aadarana Foundation, Hyderabad, implement a customized solution using the Frappe Framework that brings student management and donation tracking into one system. The customized examination and report card features have also made it easier for our team to manage and present student results. What used to take our staff days now takes minutes. Beyond the software, working with the Girmantech team felt like working with people who cared patient, responsive, and genuinely invested in getting it right for our children, not just delivering a project."
Anil Kumar Salluri

 · 

Executive Director

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