Frappe Technologies

United States

Examroom AI
Transforming ExamRoom.AI’s rental service with ERPNext

About

Examroom AI
ExamRoom.AI is a leading online examination platform that provides remote proctoring solutions for candidates worldwide.

Apps implemented

ERPNext

Industry

Education

modules implemented

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

ExamRoom.AI encountered multiple challenges in managing its rental operations:

  • Absence of Centralised Rental Management: Manual tracking of rental requests, payments, and order fulfilment led to inefficiencies.
  • Fragmented Processes: The rental process relied on multiple disconnected tools, including spreadsheets, email, and third-party logistics.
  • Manual Order Processing: Tracking rental eligibility, pre-checks, and approvals required significant manual intervention.
  • Shipping and Logistics Complexity: ensuring timely deliveries and returns across various locations was cumbersome.
  • Limited Inventory Visibility: Difficulty in monitoring stock levels, asset conditions, and maintenance history resulted in delayed processing.
  • Billing and Payment Issues: Manual invoicing, payment tracking, and refund processing led to financial inconsistencies.

Benefits

To streamline operations, a customised ERPNext solution was implemented, integrating the entire rental process into a unified platform. This solution provided an end-to-end digital workflow for equipment rental, order fulfilment, and payment management. Key Features:

  • Automated Rental Workflow: From order placement to shipping and returns, the entire rental lifecycle was digitised.
  • Pre-check and Eligibility Validation: Ensured that candidates could only rent devices within a specified timeframe before their exam.
  • Integrated Inventory Management: Real-time stock tracking, automated asset allocation, and maintenance scheduling.
  • Asset Management Capabilities: All rental items were treated as assets, enabling full lifecycle tracking through: Asset Categories, Asset Location Tracking, Asset Movement Log,s Asset Depreciation (Automatic & Manual)
  • Seamless Payment Processing: Secure transactions via credit/debit cards, digital wallets, and blockchain-powered payments.
  • Integrated Webshop for Self-Service Rentals: An integrated webshop within ERPNext was implemented to eliminate manual order processing and scattered communication. This feature allowed candidates to:

1. Browse and select available rental equipment based on exam schedules

2. Place rental orders and make secure payments through a unified interface

3. Receive automatic order confirmations and shipment updates

4. Shipping & Logistics Automation: Integrated with FedEx for real-time tracking, delivery scheduling, and return management.

5. Order History & Billing Dashboard: Users could track past orders, invoices, and payments through a centralised dashboard.

6. Admin Control & Role Management: ExamRoom.AI admins could manage users, orders, inventory, and financials with controlled access.

Impact

Successful on-time ERPNext go-live

Increased sales order to cash

Increased inventory turnover

ERPNext implementation significantly improved ExamRoom.AI’s rental service operations:

  • 50% Reduction in Manual Work: Automated workflows eliminated repetitive manual tasks in order processing and approvals.
  • Enhanced User Experience: Candidates, test centres, and organisations could seamlessly rent devices without delays.
  • Real-time Tracking & Notifications: Users and admins could monitor rental statuses, shipping progress, and return schedules.
  • Optimised Inventory & Maintenance: Automated alerts for low stock levels and scheduled maintenance improved asset utilisation.
  • Accurate Financial Management: Digital invoicing, automated refunds, and real-time payment tracking minimised discrepancies.
  • Faster Turnaround Time: The end-to-end rental process, from booking to return, was streamlined, reducing delays and increasing efficiency.

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Share your story with the world

Inspire people by sharing how Frappe has positively impacted your business.

Submit a story

Share your story with the world

Inspire people by sharing how Frappe has positively impacted your business.

Submit a story