Your complete, privacy-first business management suite — powered by local AI.
OptimumERP is an all-in-one ERP platform built for modern businesses. Manage your invoicing, purchases, inventory, expenses, contacts, and financial reporting from a single, elegant interface. What sets it apart: a built-in AI assistant that understands your business and works entirely on your own infrastructure — your data never leaves your servers.
Try OptimumERP right now — no installation required:
Note
The demo is hosted on Render's free tier. The server spins down when inactive, so the first request may take 30–60 seconds to respond while it wakes up. Subsequent requests will be fast.
Talk to your business data in plain English. The AI assistant is context-aware and deeply integrated with every module.
- Create documents via chat — Say "Create an invoice for Acme Corp for 5 units of Product X" and it's done.
- Search & retrieve — Ask "Find all unpaid invoices from last month" or "Show me the ledger for Acme Corp".
- Generate reports — Request "Download the profit & loss report for this quarter".
- Manage parties & contacts — Create customers, suppliers, or contacts through natural language.
- Track expenses — Log and categorize expenses via conversation.
- Payment vouchers — Record receipts and payments just by describing them.
- Send documents by email — Ask the AI to send an invoice or quote to a customer.
- Business performance — Ask "How is my business doing this month?" and get instant stats.
- Supports Ollama (fully local, privacy-preserving) and Grok AI providers, configurable per organization.
- Persistent, titled conversation history — pick up where you left off.
- Real-time streaming responses with status indicators so you always know what the AI is doing.
- Create, edit, and delete professional invoices.
- Track invoice status: Draft, Sent, or Pending.
- Attach a Purchase Order number and date to each invoice.
- Set due dates and monitor outstanding payments.
- Record payments directly against an invoice with linked payment vouchers.
- View the outstanding balance on each invoice at a glance.
- Convert Quotes or Proforma Invoices into invoices in one click.
- Download invoices as PDF documents or view them as formatted HTML.
- Email invoices directly to customers (Gold/Platinum plan).
- Export your full invoice list to Excel/CSV.
- Auto-incrementing sequential invoice numbering per financial year with customizable prefixes.
- Create and manage quotations for potential customers.
- Full status lifecycle: Draft → Pending → Sent → Accepted → Declined.
- Convert accepted quotes to invoices instantly.
- Download, view, and email quotes just like invoices.
- Export quote data for reporting.
- Generate proforma invoices to confirm orders before formal billing.
- Convert proforma invoices to final invoices when ready.
- Full download, view, email, and export support.
- Raise purchase orders against your suppliers (parties).
- Status tracking: Draft, Sent, Paid.
- Add discounts at the order level.
- Download, email, and export purchase orders.
- Record vendor bills / purchase documents when goods or services are received.
- Track payment status: Paid or Unpaid.
- Record payments against purchases and track the outstanding balance.
- Download and view purchase documents. Email to relevant parties.
- Set up automatically repeating invoices for subscriptions, retainers, or regular clients.
- Flexible intervals: Daily, Weekly, Monthly, Quarterly, Semi-annually, Tri-annually, or Yearly.
- Control the exact day of the month or day of the week for weekly recurrences.
- Define a start date, end date, and next occurrence.
- Automatically generates invoices and/or proforma invoices on schedule.
- Pause, resume, or cancel a recurring invoice at any time.
- Track the full history of all generated invoices from a single recurring template.
- Catch-up logic: if the system is down for a period, it will generate all missed invoices on restart.
- Log business expenses with amount, date, and description.
- Organize expenses with custom expense categories.
- Filter and search expenses by category.
- Full CRUD management for both expenses and their categories.
- Record receipt vouchers (money received) and payment vouchers (money paid out).
- Link vouchers to specific invoices or purchases.
- Track payment mode (cash, bank transfer, UPI, etc.).
- Maintain a complete voucher log with sequential numbering per financial year.
- View all vouchers associated with any invoice or purchase.
- Get an at-a-glance summary of your business health the moment you log in.
- Real-time statistics including total revenue, outstanding receivables, and recent activity.
- Generate and download multiple report types covering your financial data.
- Export reports for accounting, audit, or analysis.
- Maintain a product catalog with both goods and services.
- Store cost price, selling price, description, and SKU/code for every item.
- Assign products to categories and units of measure.
- Bulk upload products via CSV — the system processes them in the background and notifies you when done.
- Products auto-populate in billing documents for fast invoice creation.
- Define your own custom units of measure (e.g., kg, pcs, hrs, boxes).
- Assign units to products and use them consistently across all billing documents.
- Maintain a unified parties directory covering both customers and vendors.
- Store billing address, shipping address, GST number, and PAN number.
- View a complete transaction ledger for any party — all their invoices, purchases, and payments in one view.
- Download the ledger as a document.
- Bulk import parties from a CSV file — processed asynchronously with a completion notification.
- Search parties instantly by name or billing address.
- Maintain a contact directory linked to parties.
- Store name, email, telephone, and contact type.
- Associate multiple contacts with a single party.
- Search contacts by name or type.
- Create custom tax rates (GST, IGST, SGST, CGST, VAT, Cess, and more).
- Support for both single taxes and grouped tax slabs.
- Taxes are applied at the line-item level on all billing documents.
- Enable or disable taxes without deleting them.
- Create and manage multiple organizations from a single account.
- Each organization has its own complete data silo: parties, products, invoices, settings, and more.
- Set up your organization profile with name, address, GST/PAN, logo, bank details, telephone, email, and website.
- Bank details and UPI QR codes can optionally be printed on documents.
- Upload and display your company logo on all printed documents.
- Role-based access control: Admin and User roles per organization.
- Admins can invite, activate, and deactivate team members.
- Each user can belong to multiple organizations.
- Plan-based feature gating: Free, Gold, and Platinum plans control create limits and premium features like email sending.
- Session-based authentication — no tokens floating around in local storage.
- OTP email verification on registration to confirm identity.
- Forgot password flow with time-limited OTP reset.
- Google SSO (Single Sign-On) support — log in with your Google account.
- Secure password reset for logged-in users.
- Upload and manage a personal avatar/profile picture.
- Set your currency and locale (e.g., INR, USD, en-IN, en-US) for consistent formatting across the app.
- Define and manage your financial year start and end dates.
- Close a financial year and roll over to a new one — sequence counters reset automatically.
- Configure document number prefixes for invoices, quotes, purchase orders, proforma invoices, and payment vouchers.
- Manage a pool of prefixes per document type for flexible numbering schemes.
- Set default terms and conditions for each document type (invoices, quotes, purchase orders, proforma invoices).
- Configure default unit of measure and tax for new line items.
- Choose a default print template style.
- Toggle bank details and UPI QR code visibility on printed documents.
- Add a custom email signature for outgoing messages.
- Configure up to 3 AI providers (Ollama or Grok) per organization — switch between them or keep backups.
- Configure up to 3 SMTP/email providers (Gmail, Brevo, etc.) per organization for sending documents.
- Send invoices, quotes, proforma invoices, purchase orders, and purchases directly by email to parties.
- Emails are rendered from professional HTML templates using EJS.
- OTP and system notification emails are sent automatically.
- In-app notification center with categorized alerts (info, warning, error, success).
- Unread notification counter keeps you up to date.
- Every document action (created, updated, sent) is recorded in an activity log.
- An audit trail tracks all changes across all models, including what changed and who changed it.
- Per-document history is always accessible.
- View organization-wide statistics with aggregated data across all modules.
- Track document counts, transaction volumes, and financial performance metrics.
- Bulk upload parties and products via CSV files.
- Jobs are processed asynchronously in the background so you can keep working.
- Job status tracking: Pending → In Progress → Completed / Failed.
- You receive an in-app notification with results (success count, failure count) once the job finishes.
- Download any document (invoice, quote, proforma, purchase order, purchase) as a print-ready PDF.
- In-app HTML preview of any document before downloading or sending.
- Choose from multiple print templates per organization.
- Optional bank details and UPI QR code on printed documents.
- Documents include all standard fields: line items, tax breakdown, shipping charges, terms, notes, and your company branding.
- The interface supports multiple languages through a built-in internationalization system.
- Language files are served dynamically.
OptimumERP can be deployed either using Docker Compose (recommended for production and easy setup) or manually with PM2.
- Copy the
.env.examplefile in the root directory to.env:cp .env.example .env
- Configure the variables inside
.env(such asMONGO_URI,SESSION_SECRET, andCRYPTO_SECRET).
This is the fastest way to get the entire stack (MongoDB with Replica Set, Backend, Frontend, and Cron Scheduler) up and running.
- Build and start all services:
docker-compose up -d --build
- Access the application:
- Frontend: http://localhost:5173
- Backend API: http://localhost:3000
Important
The Docker Compose configuration automatically provisions a MongoDB instance and configures the rs0 replica set, which is required for database transactions.
If you prefer a bare-metal or virtual machine setup, you can deploy using Node.js and PM2.
MongoDB transactions require replica sets. You can spin up a local MongoDB replica set using the provided Makefile:
make mongo-up
make mongo-init- Backend:
cd backend && npm install
- Frontend:
cd frontend && npm install && npm run build
From the root directory, run the start command to launch both the API server and the background scheduler:
npm startThis runs the processes defined in ecosystem.config.js in the background under PM2 control.
| Layer | Technology |
|---|---|
| Backend | Node.js, Express.js |
| Database | MongoDB with Mongoose ODM |
| Frontend | React 18, Vite, Ant Design |
| AI Engine | Ollama (local LLM) / Grok |
| Scheduling | Node-cron (recurring invoices, bulk jobs) |
| Nodemailer with EJS templates | |
| Auth | Express-Session + MongoDB session store, Google OAuth 2.0 |
| Deployment | Docker, Docker Compose, PM2 (ecosystem config included) |
- Privacy-first design — AI processing runs locally via Ollama; no sensitive financial data is sent to external services unless you configure an external provider.
- Multi-organization — One account, many companies. Full data isolation between organizations.
- Financial year aware — All documents, sequences, and transactions are scoped to a financial year.
- Configurable storage — File uploads (logos, avatars, import files) are stored on your own server's filesystem at a configurable path.
- Structured logging — Persistent log files for observability and debugging.
- Transaction-safe operations — Critical bulk operations and financial writes use MongoDB transactions for data integrity.
This project is licensed under the GNU Affero General Public License v3.0 (AGPLv3). See the LICENSE file for details.
OptimumERP is open-source software. If you use, modify, or host this software (including running it as a service over a network / SaaS), you must:
- Release Modifications: Any modifications or derived works must be released under the same AGPLv3 license.
- Provide Source Access: You must prominently offer all users interacting with the software remotely through a computer network an opportunity to receive the Corresponding Source of your version at no charge.
- Repository Link: You must include a prominent link back to the original repository: OptimumERP.